Digital instead of by hand: digital seals make certificates and notices tamper-proof

Starting on 15 July 2025, digital seals are replacing handwritten signatures on certificates and notices issued by Deutsche Akkreditierungsstelle (DAkkS). This not only makes these documents more secure against misuse, but also significantly speeds up the process of issuing notices and certificates.

For the issue of certificates and notices, DAkkS is replacing the traditional handwritten signature with a digital approval process combined with a qualified digital seal. The switch to digitally sealed certificates and notices marks a further step towards the digitisation of accreditation processes, significantly improving compliance with the stringent requirements regarding the authenticity and integrity of the documents issued, and making misuse of accreditation information more difficult.

Reduced bureaucracy, less paperwork and shorter processing times

At the same time, this step allows DAkkS to reduce the number and complexity of the documents required in many cases to present the scope of accreditation. In future, the accreditation certificates issued by DAkkS for each case of accreditation will consist of a certificate cover sheet and a certificate annex for each technical unit involved. The overall certificates and partial certificates for each technical unit that were previously issued in many cases will now no longer be required.  For accredited bodies, the change means simplified and faster delivery of their accreditation documents. Printed copies of the certificate cover sheet and certificate annexes will continue to be sent to our clients by post together with the relevant notices.

Each certificate’s digitally sealed cover sheet will in future be stored in the DAkkS directory of accredited bodies, helping to make the presentation of accreditation information more attractive and transparent. Another advantage is that third parties can use the digital seal to verify the authenticity and current validity of the accreditation documents for themselves at any time, simply by referring to the cover sheets and annexes stored in the directory of accredited bodies.  Only the accreditation information stored in the database of accredited bodies is entitled to be up to date and should be referred to wherever possible by the accredited body in the context of its provision of conformity assessment services.

When does the switch take place?

With effect from 15 July 2025, any change to a certificate or partial certificate will be taken as an opportunity to convert the entire certificate to the new system. Published certificate annexes that remain unchanged in terms of content will retain their original validity date and are simply given a new issue date.

This approach is to ensure that all certificates and their associated notices are gradually and efficiently converted to the new certificate system with digitally sealed documents.

Verification of digital seals

A qualified electronic signature or seal cannot be verified in an internet browser. To verify a signature or seal, the PDF file must be opened in a suitable PDF reader, such as Adobe Acrobat Reader, where the message “Signed and all signatures are valid” will then appear. The signature window also indicates that the document has been signed by DAkkS.

This serves as proof that DAkkS is the creator of the document, that DAkkS has provided the document’s qualified electronic seal and that the document has not been altered.

Easier management of certificates that are no longer valid

With the switch to the new certificate system and the introduction of digital seals, accredited bodies will generally no longer be obliged to return certificates that have ceased to be valid to DAkkS following extensions, reductions or amendments to the scope of validity.

One exception remains in place: if an accreditation is completely withdrawn or revoked, the paper certificate must still be returned to DAkkS by post within the period specified in the notice.