Transport Canada Digital Signature Pilots - Pilotes de signatures numérique à Transports Canada

Digital (or electronic) signatures is not a new technology by any stretch of the imagination, but it is something that has seen slow adoption in many GC departments. Transport Canada is moving forward with a wide ranging adoption of digital signatures starting with "offline" (form-based only, e.g. PDF or Office document) pilots and in later phases, moving on to "online" signatures that are created within systems and solutions.

Introduction to Digital Signatures

As part of Transport Canada's Digital Transformation, we have set out to create a modern, inclusive workforce that concentrates on four aspects: People, Culture, Tools and Workplace.

Digital Signatures is a priority within the larger objective of a paperless (or less-paper) workplace that is greener and sustainable for the environment. Transport Canada's multi-phased strategy for the adoption of digital signatures is focused on transforming end-to-end business processes as opposed to replacing wet signatures by digital equivalents.

Three main questions are asked to business process or form owner that wishes to adopt digital signatures:

1. Do you have the legal authority to ask for a digital signature?
2. What is your process or form's level of assurance?
3. Does the signature add any value to the process or can another action undertaken by the user be considered as equivalent to the signature?

In the section below, employees will be able to find guidance and documentation for Digital Signatures at Transport Canada.

Guidance and documentation

Guidance:

• Guidance for form users
• Guidance for form owners

FAQs:

• Frequently Asked Questions

How-to user guide:

• How to sign a document
• How to sign a document requiring multiple signatures

Benefits Being Realized at TC!

• Printing requirements to sign forms/documents reduced
• Less paper and storage required
• Remote Signing has allowed a reduction in costs (paper, postage, etc)
• Reduced delays
• Reduced disruption caused by walking around office to get signatures
• Consistent standards for form creation and authorizations
• Improved quality of information made possible by leveraging drop down menus and coded data validation

Pilots

In the table below, you can find a list of processes or forms that have adopted digital signatures. This list will be updated quarterly by the Digital Services Directorate but any Transport Canada employee are encouraged update the list with their own successes in the adoption of Digital Signatures.

Process or form	Directorate	Region	Type of signature used	Contact
Network Services Request	Digital Services	National	Click-through	Mark Mallory
Letter of Offer	Human Resources	National	Click-through	Erika Henley
Specimen Signature Card	Financial Policy & Systems	National	Secure PKI	Melanie Cockerline
Special Flight Operation Certification (Complex & Simple)	Ontario	Civil Aviation	Adobe Fill & Sign	Rob Lowes
Moveables - Disposal or Write-Off	Ontario	Corporate Services	Adobe Fill & Sign	Rob Lowes
Employee Pre-Severance	Regions	Corporate Services	Adobe Fill & Sign	Irina Krasteleva
Monthly RUSH	Ontario	Corporate Services	Adobe Fill & Sign	Rob Lowes
ATIP	Digital Services	National	Secure PKI	Brigitte Parent
DSD Capital Project Dashboard	Digital Services	National	Adobe Fill & Sign	Jade Fournier
Open Government Publication Approval	Digital Services	National		Dominic Canuel
Leaving Procedure Checklist	Information Management	Quebec	Foxiit PhantomPDF simple signature	Guy Riendeau

List of TC forms that now include a digital signature block!

In the table below, you can find a list of processes or forms that already include a digital signature block.

Form #	Form Title
02-0028	REMITTANCE REGISTER
02-0091	ROUTE SLIP - TRANSPORT CANADA
08-0016	JOURNAL VOUCHER
08-0229	REQUEST FOR REIMBURSEMENT FROM PETTY CASH
08-0320	EXPENSE CLAIM - DIRECT DEPOSIT REQUEST FORM
09-0094	RECORD DISPOSAL CERTIFICATE
09-0218	RECORDS RETENTION AND DISPOSAL ACTION
09-0231	TRANSPORT CANADA NETWORK SERVICES REQUEST
09-0361	SECURITY INCIDENT REPORT
09-0362	STATEMENT OF SENSITIVITY (SOS)
09-0367	MANDATORY RULES FOR THE ACCEPTABLE USE OF TRANSPORT CANADA'S ELECTRONIC NETWORKS
10-0354	EMPLOYEE PRE-SEVERANCE OR TRANSFER REPORT
10-0401	TC REQUEST FOR ID/ACCESS CARD (BUILDING PASS OR IDENTIFICATION CARD APPLICATION)
10-0522	TELEWORK AGREEMENT
10-0528	ASSIGNMENT/SECONDMENT AGREEMENT
10-0553	FIRST OFFICIAL LANGUAGE
10-0558	CONFIRMATION OF LEAVE USAGE ON TERMINATION OF EMPLOYMENT (COMPLETED FORM TO BE ATTACHED TO FORM 10-0354 - EMPLOYEE PRE-SEVERANCE OR TRANSFER REPORT)
10-0566	SECOND LANGUAGE EVALUATION (SLE) REQUEST
10-0568	TRANSPORT CANADA HAZARDOUS OCCURRENCE INVESTIGATION REPORT
24-0090	OPERATING CONDITIONS
26-0482	WORK ORDER
26-0622	AGREEMENT FOR RECOVERING THE INCREMENTAL COSTS OF PROVIDING SERVICES INSIDE/OUTSIDE CANADA(COST RECOVERY)
26-0672	CONFIRMATION REQUEST FORM
26-0675	CORRECTIVE ACTION FORM - PART 1 AND 2
26-0676	FINDING FORM
26-0744	NOTIFICATION OF ASSIGNMENT TO A PROFESSIONAL AVIATION CURRENCY PROGRAM
80-0002B	FORM B - FLAG STATE INSPECTION REPORT - DEFICIENCY NOTICE
82-0386	EXAMINER'S CERTIFICATE
82-0501	FITNESS TO PROCEED CERTIFICATE
82-0522	CERTIFICATE OF READINESS TO LOAD
82-0653	PARTICULARS OF DISCHARGE BOOK HOLDER
82-0654	MINISTER'S CERTIFICATE - UNDER CANADA SHIPPING ACT, 2001
82-0692	MINIMUM SAFE MANNING DOCUMENT - NON-CONVENTION
85-0431	INSPECTION CERTIFICATE FOR A PASSENGER VESSEL TO WHICH THE SAFETY CONVENTION DOES NOT APPLY AND THAT EXCEEDS 15 TONS GROSS TONNAGE OR CARRIES MORE THAN 12 PASSENGERS
85-0433	INSPECTION CERTIFICATE FOR A VESSEL EXCEEDING 15 TONS GROSS TONNAGE BUT NOT EXCEEDING 150 TONS GROSS TONNAGE PLYING AS A NON-PASSENGER VESSEL
88-0001	DETENTION ORDER AND NOTICE OF DETENTION IN ACCORDANCE WITH THE PROVISIONS OF THE MARINE LIABILITY ACT