Document Authentication | APEGA

Document Authentication

An authenticated document shows that a technically competent and ethical individual, licensed by APEGA to independently practice engineering and/or geoscience, has completed the work. It also means that the APEGA Member is assuming full professional responsibility of that engineering or geoscience work. 

A document refers to all final plans, specifications, calculations, reports, or any technical document prepared by:

  • a Professional Member or someone under the Professional Member’s supervision
  • a person whose work has been thoroughly reviewed by a Professional Member who will accept professional responsibility

To know whether a document needs to be authenticated, can you answer yes to both of these questions?

1.  Does the document contain technical information as defined in the Engineering and Geoscience Professions Act?
2.  Is the document complete for its intended purpose?

If you answered yes to both of these questions, then engineering and/or geoscience work probably occurred, and you should authenticate the document. This test work for most cases, but there are exceptions. If you are unsure, please contact the APEGA Professional Practice Department

How to Authenticate a Document

1.  The Professional Member verifies that the document should be authenticated – it contains technical information and is complete for its intended purpose.

2.  The Professional Member who is taking responsibility for the work (whether he or she prepared it, supervised someone who completed the work, or has thoroughly reviewed another person’s work) applies his or her Professional Member stamp or seal and signs and dates the document. 

    • Do not overwrite the name on the stamp or seal. 
    • The stamp (or seal), signature, and date must be near each other. 
    • It should be clear for which parts of the document the Professional Member is taking responsibility.

3.  The Responsible Member for the company (Permit Holder) at which the above Professional Member works applies the company permit number near the Member’s stamp, signature, and date. 

4.  Store the original, authenticated document (native file) in a way that will prevent tampering or identity theft.

After March 2012, APEGA stopped issuing permit stamps to apply permit numbers. If you have a permit stamp, you can still use it if it is part of your company’s quality control system.  

Digital Signatures

You can use a digital signature to authenticate an electronic document. The digital signature must be obtained through APEGA. Members apply on the Notarius website, and APEGA authorizes Notarius to issue the signatures. There is an annual renewal fee paid to Notarius and a one-time set-up fee.

APEGA does not recommend that you use scanned stamps or signatures because their use can be uncontrolled. 

Stamps & Seals

To order official APEGA stamps and seals, fill out the appropriate form on the Orders & Replacements page, and email or fax it in.