APEGA Professional Practice Standard

y JULY 2019y
Authenticating Professional
Work Products
Authenticating Professional Work Products
CONTENTS
1.0 OVERVIEW .................................................................................................................... 4

1.1 PURPOSE ..................................................................................................................................... 4
1.2 SCOPE .......................................................................................................................................... 5
1.3 DEFINITIONS ................................................................................................................................ 5
2.0 PROFESSIONAL RESPONSIBILITIES .............................................................................. 10
2.1 AUTHENTICATION OBLIGATIONS FOR LICENSED PROFESSIONALS ................................................ 10
2.1.1 Ethical Obligations ............................................................................................................................ 10
2.1.2 Authentication Obligations for Licensed Professionals ..................................................................... 11
2.1.3 Obligation to Safeguard Stamps ....................................................................................................... 11
2.1.4 Obligation to Safeguard Digital Certificates........................................................................................ 11
2.2 RESPONSIBLE MEMBER VALIDATION OF PROFESSIONAL WORK PRODUCTS ................................ 12
2.3 ABSENCE OF, OR IMPROPER AUTHENTICATION ........................................................................... 12
2.4 AUTHENTICATION AND VALIDATION: LIABILITY IN CIVIL PROCEEDINGS ....................................... 12
3.0 WHAT TO AUTHENTICATE ............................................................................................ 12

3.1 AUTHENTICATION TEST ............................................................................................................... 12
3.2 PROFESSIONAL WORK PRODUCTS IMPORTED INTO ALBERTA ..................................................... 14
3.3 PROFESSIONAL WORK PRODUCTS EXPORTED FROM ALBERTA .................................................... 14
3.4 AUTHENTICATING PROFESSIONAL WORK PRODUCTS FOR ENGINEERED GOODS ........................ 14
3.4.1 Professional Work Products for Commercially Engineered Goods (or Commercial Off-the-Shelf
Engineered Goods) .................................................................................................................................... 14
3.4.2 Customized Engineered Goods ........................................................................................................ 14
3.5 AUTHENTICATION NOT REQUIRED .............................................................................................. 15
4.0 AUTHENTICATION & VALIDATION PROCESSES ........................................................... 15

4.1 AUTHENTICATION REQUIREMENTS ............................................................................................. 15
4.2 ACCEPTABLE METHODS OF AUTHENTICATION AND VALIDATION ................................................ 15
4.3 UNACCEPTABLE METHODS OF AUTHENTICATION AND VALIDATION ........................................... 15
4.4 AUTHENTICATION & VALIDATION PROCEDURES .......................................................................... 16
4.4.1 Authentication ................................................................................................................................. 16
4.4.2 Validation ......................................................................................................................................... 17
4.5 AUTHENTICATION AND VALIDATION PLACEMENT ....................................................................... 17
4.6 SINGLE-DISCIPLINE PROFESSIONAL WORK PRODUCTS ................................................................ 17
4.7 MULTI-DISCIPLINE PROFESSIONAL WORK PRODUCTS ................................................................. 18
4.8 WORK PRODUCTS FROM NON-APEGA PROFESSIONALS .............................................................. 18
4.9 MULTI PERMIT HOLDERS ............................................................................................................. 18
4.10 AUTHENTICATING PHYSICAL PROFESSIONAL WORK PRODUCTS .................................................. 18
4.11 AUTHENTICATING ELECTRONIC OR DIGITAL PROFESSIONAL WORK PRODUCTS ........................... 18
AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 1

4.11.1 Electronic Professional Work Products ........................................................................................... 19

4.11.2 Digital Professional Work Products (e.g., Code, Software, and Modelling and Simulation) ............ 19
4.12 REVISIONS OF PROFESSIONAL WORK PRODUCTS ...................................................................... 19
4.13 AUTHENTICATION FOR CONTINUOUS OPERATIONS AND FIELD REVISIONS OF PROFESSIONAL
WORK PRODUCTS .................................................................................................................... 20
4.14 PROVIDING COPIES OF AUTHENTICATED PROFESSIONAL WORK PRODUCTS ............................ 20
4.15 RETAINING AUTHENTICATED PROFESSIONAL WORK PRODUCTS .............................................. 21
4.15.1 Period of Retention ....................................................................................................................... 21
4.15.2 True Originals ................................................................................................................................ 21
4.15.3 Storage of Authenticated Professional Work Products .................................................................. 21
4.15.4 Providing Copies to Employee and Contract Licensed Professionals ............................................. 21
APPENDIX 1 - EXAMPLES OF PERMISSIBLE STAMPS .......................................................... 22
APPENDIX 2 - EXAMPLES OF PERMISSIBLE AUTHENTICATION METHODS FOR A

PROFESSIONAL WORK PRODUCT BY AN APEGA LICENSED PROFESSIONAL ..................... 24
APPENDIX 3 - EXAMPLES OF PERMISSIBLE VALIDATION METHODS FOR A

PROFESSIONAL WORK PRODUCT BY A RESPONSIBLE MEMBER ....................................... 25
APPENDIX 4 - APEGA REQUIREMENTS FOR AN ACCEPTABLE CERTIFICATE AUTHORITY .. 26

DOCUMENT HISTORY
Date Version Revision Description
January 2013 3.1 Initial issue for membership use. Original title was Practice
Standard for Authenticating Professional Documents
May 2018 7.1 Updating current practices.

Draft published for member feedback.
July 2019 8.3 Issued for membership use

PREFACE
An APEGA professional practice standard describes the level of performance expected of
licensed professionals. Although practice standards are not specifically legislated, Part 8 (General)
of the General Regulation under Sections 58 and 59 allows APEGA to publish guides that define
the expectations and professional obligations of APEGA permit holders and licensed professionals.
Licensed professionals must follow practice standards, which establish acceptable practice.
The differences between a professional practice standard, a practice guideline, and a practice
bulletin are as follows.
• A professional practice standard sets the minimum standard of practice permit holders and
licensed professionals must comply with in their professional practice. APEGA’s statutory
boards will assess a permit holder’s or licensed professional’s practice and conduct against
practice standards.
• A professional practice guideline advises permit holders and licensed professionals in

their professional practice and recommends best practices. APEGA statutory boards may
assess a permit holder’s or licensed professional’s practice and conduct against practice
guidelines.
• A professional practice bulletin addresses a subject related to professional practice and

remains in force until a practice standard or a practice guideline on the subject is
developed or until the practice bulletin is rescinded by APEGA.
CONTRIBUTORS
APEGA thanks the following members for their time and commitment in revising this
practice standard:
Predrag (Peter) Bozic, P.Eng. Erick Liebl, P.Eng.

Wan (Randy) Chan, P.Eng. Pal Mann, P.Eng.
Haisheng Fan, P.Eng. Keith Millis, P.Geoph.
Hartley Harris, P.Eng. Dale Ozdoba, P.Eng.
John Hogg, P.Geo. Kenneth Rafa, P.Eng.
Warren Korol, P.Eng. Tom Sneddon, P.Geol.
Questions or suggestions concerning this document can be addressed to the:
Director of Professional Practice

APEGA
1500 Scotia One, 10060 Jasper Avenue
Edmonton, Alberta T5J 4A2

1.0 OVERVIEW
This practice standard replaces the Practice Standard for Authenticating Professional Documents
version 3.1 from January 2013. It provides detailed direction for licensed professionals and permit
holders on how to authenticate professional work products (PWPs) as directed in the following
sections of the Engineering and Geoscience Professions Act (the Act):
• Section 3(2): Exclusive use of name engineer

• Section 6(2): Exclusive use of name geoscientist
• Section 78(1): Use of stamps, seals, permit numbers
Authentication serves the public interest by providing a clear and unique indicator that an APEGA
licensed professional has completed or reviewed the work.
This version includes several new considerations and practices including:
• defining professional work products (PWPs) and clarifying how licensed professionals can
assess which products need authentication
• defining Responsible Members’ validation of PWPs
• standardizing the authentication and validation formats to enable licensed professionals,

permit holders, and the public to easily identify the authenticator, the date of
authentication, the validator, and the date of validation
• addressing the use of digital technology to authenticate and validate PWPs
• setting the requirements for authenticating PWPs imported into, or exported from, Alberta
For clarity and conciseness, several topics from the previous version of this standard related to
best practices versus minimum standards have been removed. These will be considered for a
future update.
1.1 PURPOSE
This professional practice standard helps APEGA licensed professionals and permit holders comply
with the statutory requirements of authenticating PWPs. It also helps the public understand the
obligations of APEGA licensed professionals in authentication and the use of the APEGA stamp.
Given the diversity and complexity of the practices of engineering and geoscience in Alberta, it is
impossible for this standard to address all authentication questions that may arise. Licensed
professionals must use due diligence and professional judgement to ensure their professional
practice conforms with the intent of this standard. Permit holders and their Responsible
Members are expected to adequately document their authentication processes and protocols
in their Professional Practice Management Plans. They must clearly define the permit holder’s
expectations regarding which outputs of engineering and geoscience require authentication and
validation, and they must describe the internal controls for the authentication and validation
processes.

1.2 SCOPE
This practice standard details the requirements for authenticating PWPs.
The procedures outlined apply to:
• all PWPs used in Alberta, regardless of where they were produced
• all PWPs produced by, or for, permit holders, even if for internal use only. The Act does
not differentiate between PWPs prepared by an engineering or geoscience consultant for
an external client or those prepared by licensed professionals for their employer’s
internal use
• all PWPs produced by licensed sole proprietors or any entities practising engineering or
geoscience but are not mandated by legislation to have an APEGA Permit to Practice
1.3 DEFINITIONS
For the purposes of this standard, the below terms and definitions apply. These terms are italicized
throughout the text.
APEGA or Regulator
The Association of Professional Engineers and Geoscientists of Alberta
APEGA Licensed Professional (Licensed Professional)

A professional engineer, professional geoscientist, professional geologist, professional
geophysicist, professional licensee (engineering), professional licensee (geoscience), professional
licensee (geological), professional licensee (geophysical), or licensee entitled by the Act to practise
engineering or geoscience in Alberta.
Authentication (Physical and Digital)

Authenticating a PWP means an APEGA licensed professional has completed or reviewed the work
and accepts professional responsibility for the engineering or geoscience involved.
Authentication can be physical (for original, physical PWPs) or digital (for electronic or digital
PWPs).
Following the requirements of Section 54(3) of the General Regulation, authentication has three
distinct pieces, adapted to include technological advances:
• a physical ink impression or electronic image of the licensed professional’s stamp
• the licensed professional’s handwritten signature (for physical authentication) or an

electronic image of the handwritten signature accompanied by the digital signature
(for digital authentication)
• the authentication date, handwritten or inserted electronically and digitally

Certificate Authority
A trusted, third-party organization that provides digital certificates used to create a digital
signature. The certificate authority (CA) must have a relationship with the regulator to access
member identities and continued professional status. See Appendix 4 for APEGA’s CA
requirements.
Date
The date format must be unambiguous with no confusion between the recorded month,
day, or year.
Digital Certificate
An encrypted, digital attachment that allows a sender to send, or a recipient to read, a digital
signature for digital authentication. A digital certificate must be provided by a certificate authority
(see Certificate Authority).
Digital Signature (see Signature)
Direct Supervision and Control

The high degree of guidance a licensed professional provides to one or more subordinates. The
licensed professional accepts professional responsibility for engineering or geoscience tasks
performed by the licensed professional’s subordinates.
Direct supervision and control include:
• assessing subordinates’ experience levels, qualifications, and competencies when

delegating engineering or geoscience tasks
• overseeing subordinates’ engineering or geoscience tasks
• providing basic and general guidance on engineering or geoscience tasks
• taking responsibility for engineering or geoscience decisions involving subordinates’ work
• reviewing subordinates’ professional services outputs (see Professional Services Output)
Discipline
A specific field of practice within a profession (e.g., electrical engineering, mechanical engineering,
geophysics, geochemistry).
Due Diligence
The level of judgement, care, forethought, and determination a person reasonably uses to avoid
harming oneself, other people, property, or the environment.

Engineered Goods
Any goods designed, used, or produced using engineering services, falling into one of two
categories:
1. Commercially engineered goods or commercial off-the-shelf engineered goods
These are commercial goods for which there is public confidence of them being designed
by competent and qualified persons and manufactured in compliance with recognized
Canadian or international regulations, codes, or specifications. They are certified by a
recognized technical, regulatory, or legal body (e.g., CSA Group standards). Commercially
engineered goods are usually packaged with a complete user manual, specifications, and
assembly and safety instructions. If a commercially engineered good is used in a way that
deviates from the published specifications, it becomes a customized engineered good.
2. Customized engineered goods
These are goods, designed by licensed engineers, for which no applicable Canadian or
international regulations, codes, or specifications govern the entire design or manufacture
of the product. The designer usually provides a user manual with specifications, and safety
and assembly instructions.
Integrity (of a Professional Work Product)

The ability to verify that a PWP’s information has not changed since authentication and that the
way it is stored provides the stability and longevity to protect, keep, and retrieve the PWP and its
authentication information.
Issued
The initial provision of an original, authenticated professional work product (PWP) to the intended
user by a licensed professional or permit holder. For the purposes of this practice standard,
providing a copy of an authenticated PWP is different than issuing the original PWP.
Permit Holder
A partnership, association, or corporation that holds a permit under the Act. The Association of
Science and Engineering Technology Professionals of Alberta (ASET) permit holders, as defined in
Section 86(4) of the Act, are not included.
Permit Holder Name (Name of Permit Holder)

The permit holder’s legal company name as registered with the Alberta Corporate Registry, or
with the appropriate authority where the company is registered as a legal entity.
Permit to Practice
An APEGA licence given to permit holders to practise engineering or geoscience in Alberta.
Permit to Practice Number (or Permit Number)
The unique registration number provided to a permit holder licensed by APEGA to practise
engineering, geoscience, or both.
Professional Practice Management Plan (PPMP)

A permit holder’s written corporate policies, procedures, and systems describing the quality
control and assurance measures in place to ensure appropriate standards of professional practice
are maintained. Maintaining an up-to-date PPMP is a legal obligation of holding a Permit to
Practice as described in Section 48(1)(d) of the General Regulation.

Professional Services
For APEGA’s purposes, professional services are provided by licensed professionals and permit
holders to clients, or by employees to an employer. The products of professional services are
called outputs. In this practice standard, there are two types of professional services:
1. engineering services provided by a licensed engineering professional
(as defined in Section 1(q) of the Act)
2. geoscience services provided by a licensed geoscience professional
(as defined in Section 1(r) of the Act)
Professional Services Output (or Output)
A professional services output is any product created by a licensed professional or anyone
under the licensed professional’s direct supervision and control. For the purpose for this practice
standard, outputs can be physical, electronic, or digital and can be delivered through traditional
methods, such as by mail, or electronically through computers, tablets, personal digital assistants,
cell phones, voicemails, emails, teleconferencing, videoconferencing, or SMS (text). Not all outputs
require authentication and validation.
Professional Work Product
A professional work product (PWP) is an output that requires authentication and validation.
Defined in the General Regulation as “…plans, specifications, reports, or documents of a
professional nature,” a professional work product (PWP) is any output of professional services with
technical information relied upon by others, internally or externally, to make a decision or to take
action. A PWP can be physical (e.g., paper, plastic film), electronic (e.g., electronic document,
image), or digital (e.g., software, modelling, simulation, or any other computer application that
cannot be reproduced in a physical or electronic format). See the authentication test in Section 3.1
when assessing whether an output is a PWP.
Responsible Member
As specified in Part 7, Section 48(1)(c) of the General Regulation, a Responsible Member is an
APEGA licensed professional who is responsible for direct personal supervision of the practice
of engineering or geoscience by the permit holder. A Responsible Member must be qualified
by education and experience in the field of engineering or geoscience in which the partnership
corporation or other entity intends to engage, must be designated in writing by the permit holder,
and must be registered with APEGA as a Responsible Member.
The Responsible Member must have a sufficiently close relationship with the permit holder to
undertake the roles and responsibilities associated with acting as a Responsible Member.
A Responsible Member can be:
• a full-time, permanent employee of the permit holder;
• a member of the permit holder;
• a sole practitioner; or
• an individual providing professional services to the Permit Holder through a contractual
arrangement or as a part time employee.
The permit holder’s Responsible Members direct, supervise, and control all or part of a permit
holder’s professional practice in accordance with the permit holder’s Professional Practice
Management Plan and all relevant legislation, regulations, and codes.

Signature
Signatures are traceable and individualized permanent marks attached to stable information.
All manuscript signatures, or electronic images of handwritten or manuscript signatures, must be
in full. Initials are not acceptable.
This standard refers to two types of signatures.
1. Physical Signature: An ink or “wet” signature, also referred to as a handwritten

or manuscript signature.
2. Digital Signature: A valid digital signature contains information specifying the signed
product was created by a known sender (authentication), the sender cannot deny having
sent the message (non-repudiation), and the message was not altered in transit (integrity).
A digital signature can only be used by the holder of a digital certificate. It cannot be
reproduced by anyone who does not have access to the protected digital certificate.
Sole Proprietor
Within Alberta, a sole proprietorship exists when an individual is the sole owner of a business and
makes no legal distinction between the individual and the business (i.e., the business does not
exist as a separate entity). A sole proprietorship may have multiple employees.
A licensed professional practising as a sole proprietor does not need a Permit to Practice since the
sole proprietor is not practising engineering or geoscience through a corporation, partnership,
or association.
Stamp (or Professional Stamp or Permit to Practice Stamp)

Unique, personalized, rubber blocks or electronic image files (e.g., jpeg or tiff) that APEGA
provides upon request to licensed professionals for imprinting the recognizable APEGA licensed
professional insignia as part of the authentication process.
Many APEGA permit holders have kept the legacy Permit to Practice stamp, which is used by a
permit holder’s Responsible Member. The Permit to Practice stamp is an acceptable way for a
Responsible Member to validate a professional work product.
See Appendices 1–3 for examples of permissible stamps.
Technical Information
Technical information differentiates a professional work product from an output. Technical
information is an all-encompassing term for any content or data derived from the practice of
engineering or geoscience as defined by the Act. Technical information includes advice, analyses,
assessments, calculations, designs, evaluations, inputs (e.g., to planning or to modelling and
simulation), interpretations, notes, opinions, recommendations, and process descriptions.

Validation (Physical and Digital)

Professional work product (PWP) validation means a permit holder’s Responsible Member has
reviewed the PWP to ensure it meets the quality control and assurance measures described in
the permit holder’s Professional Practice Management Plan.
Validation includes physical validation (for original, physical PWPs) and digital validation (for
electronic or digital PWPs).
Validation consists of:
1. the permit holder’s name and Permit to Practice number
2. the Responsible Member’s handwritten signature (for physical validation) or an electronic

image of the Responsible Member’s handwritten signature with the Responsible Member’s
digital signature (for digital validation)
3. the date the Responsible Member validated the PWP, either handwritten or inserted
electronically or digitally
2.0 PROFESSIONAL RESPONSIBILITES
2.1 Authentication Obligations for Licensed Professionals

Section 54 of the General Regulation requires licensed professionals to authenticate professional
work products (PWPs) they have prepared or reviewed, showing their professional
responsibility for that PWP. The legislative obligation to authenticate overrules any contractual
agreements between a permit holder or licensed professional and a client or employer.
2.1.1 Ethical Obligations

By authenticating a PWP, the licensed professional accepts professional responsibility for it.
Authentication also implies the PWP was completed according to APEGA’s Code of Ethics and
Rules of Conduct.
APEGA’s Code of Ethics and Rules of Conduct are in the General Regulation and identify the key
principles for professional conduct:
• protecting the health, safety, and welfare of the public
• displaying a regard for the environment
• displaying competence and knowledge demonstrating integrity, honesty, fairness, and

objectivity
• complying with statutes, regulations, and bylaws
• upholding the honour, dignity, and reputation of the professions

2.1.2 Authentication Obligations for Licensed Professionals

Licensed professionals are responsible to:
• authenticate a PWP only if they are in good standing with APEGA
• authenticate only PWPs that they have prepared directly, that were prepared under their
direct supervision and control, or that were prepared by others, but they have thoroughly
reviewed
• authenticate all PWPs for which they are legally obligated to accept professional
responsibility as required by the Act and the General Regulation
forward authenticated PWPs to their Responsible Member for validation if working for
•
a permit holder
2.1.3 Obligation to Safeguard Stamps

Licensed professionals can order a physical or electronic stamp on the APEGA website and must:
• get the physical or electronic stamp from APEGA only and not modify it in any way without
APEGA’s express written approval
• secure and store the physical or electronic stamp to prevent loss or use by anyone other
than the professional named on the stamp
• return the physical stamp to APEGA or confirm the electronic stamp’s permanent deletion
upon removal from the register, suspension, or registration cancellation. The stamp is the
property of APEGA and not of the individual
2.1.4 Obligation to Safeguard Digital Certificates

Licensed professionals must:
• get a digital certificate from a provider that meets APEGA’s requirements for an acceptable
digital certificate authority (see Appendix 4)
• secure the sign-in credentials for a digital certificate to prevent theft or use by anyone
other than the individual to whom the digital certificate was provided

2.2 Responsible Member Validation of Professional Work Products

The permit holder’s Professional Practice Management Plan (PPMP) describes the policies and
processes licensed professionals and Responsible Members follow to ensure the quality of the
permit holder’s professional practice of engineering and geoscience, including internal controls on
authentication.
The Responsible Member’s validation does not mean the Responsible Member has taken
professional responsibility for the technical details in an authenticated PWP. The validation only
means the Responsible Member has reviewed the authenticated PWP, and in the Responsible
Member’s professional judgement:
• the authenticated PWP is within the authenticator’s scope of practice
• the quality control and assurance procedures outlined in the permit holder’s PPMP
were followed to review the technical content of the PWP before authentication
• the PWP was developed according to APEGA’s Code of Ethics and Rules of Conduct
2.3 Absence of, or Improper Authentication

Authentication is mandatory. A licensed professional’s failure to authenticate a PWP is a violation
of the Act and may be investigated by the regulator. Not authenticating a PWP will be treated as
unprofessional conduct or unskilled practice.
2.4 Authentication and Validation: Liability in Civil Proceedings

Although authentication and validation are identifiable signs that the practice of engineering or
geoscience has occurred, they are not the only indicators. A court can find a licensed professional,
a permit holder, or both to be legally liable for an issued PWP even if it is not authenticated or
validated.
3.0 WHAT TO AUTHENTICATE
3.1 Authentication Test

The Act requires APEGA licensed professionals to accept professional responsibility by
authenticating professional work products (PWPs) they have prepared or reviewed.
Answer the three questions in Figure 1 to determine whether an output is a PWP that requires
authentication. If there is still doubt after applying the authentication test, APEGA’s Director of
Professional Practice can answer any questions.

Professional services output
Is there
another
Does the output legal requirement
(e.g., a building code) Authentication
contain technical required
information? that demands
authentication?
Is the
technical
information complete Authentication
not
for the final intended
required
purpose of the
output?
Will
others rely on the
technical information Authentication
not
related to the output’s required
intended
purpose?
Authentication
required
Figure 1: Authentication test

3.2 Professional Work Products Imported into Alberta

With the increase in interprovincial, national, and international trade, PWP development is often
contracted to individuals or companies outside Alberta that may not employ APEGA licensed
professionals or have APEGA Permits to Practice. Regardless of their place of origin, all PWPs
imported for use in Alberta must be authenticated by an APEGA licensed professional.
3.3 Professional Work Products Exported from Alberta

Professionals licensed in Alberta often prepare PWPs for use outside Alberta. These products
must follow APEGA’s authentication and validation rules unless they are going to a client in a
jurisdiction with its own rules and the APEGA licensed professional or permit holder is licensed
to practise engineering or geoscience by the regulatory body in that jurisdiction.
3.4 Authenticating Professional Work Products for Engineered Goods

For the purposes of this standard, engineered goods fall into two categories: commercially
engineered goods and customized engineered goods.
3.4.1 Professional Work Products for Commercially Engineered Goods

(or Commercial Off-the-Shelf Engineered Goods)
An APEGA licensed professional does not need to authenticate a PWP for a commercially
engineered good unless:
• the commercially engineered good is part of a larger engineered system (e.g., a turbine in
a mechanical system, a pump in a fire-suppression system, a prefabricated beam or truss
in a structure, or a commercial software application for a building control system). The
licensed professional responsible for the design of the larger system must authenticate
the PWP, confirming the commercially engineered good is integrated adequately into the
overall engineered system and can achieve the intended purpose.
• the user of a commercially engineered good plans to use the good in a way that deviates
from the designer’s or manufacturer’s published specifications. In such cases, the
engineered good is considered a customized engineered good, and a licensed
professional must assess if the intended use is safe, and if so, must provide an
authenticated PWP that documents this.
3.4.2 Customized Engineered Goods

All PWPs related to customized engineered goods designed, constructed, manufactured, erected
in, or imported into Alberta must be authenticated by an APEGA licensed professional.

3.5 Authentication Not Required

The following items do not require authentication:
• outputs of professional services provided for review or comment only (e.g., drafts).
Such outputs are considered incomplete, and they should be clearly marked as such.
• outputs that do not contain technical information (e.g., contracts, checklists, cost
estimates, construction schedules, progress claims, payment verifications, correspondence,
and brochures) except if required by legislation (e.g., schedules required by safety codes
officers under the Alberta Building Code).
The licensed professional’s stamp and authentication are only valid for engineering or
geoscience PWPs.
4.0 AUTHENTICATION & VALIDATION PROCESSES
4.1 Authentication Requirements

Professional work products (PWPs) must be authenticated by a licensed professional. If the PWP is
produced by an APEGA permit holder, it must also be validated by a Responsible Member.
4.2 Acceptable Methods of Authentication and Validation

There are two types of authentication and validation:
1. physical
2. digital
These methods are not normally combined. If a permit holder combines these methods of
authentication in a single PWP, the permit holder’s PPMP must define the procedure that protects
the integrity of the authentication.
4.3 Unacceptable Methods of Authentication and Validation

The following authentication and validation methods are unacceptable:
• stick-on (e.g., labels) or photocopied authentications, scanned images of a stamp applied

on original PWPs or blank pieces of paper, or any other methods not described in Section 4.2
• PWPs signed by another person on behalf of the licensed professional identified on the
stamp
• faxed stamps or electronic images without digital signatures

4.4 Authentication & Validation Procedures
4.4.1 Authentication
Authentication includes the following criteria depending on the authentication method.
• Physical authentication:
o an ink impression or electronic image of the licensed professional’s stamp,
o the licensed professional’s full handwritten signature, and
o the authentication date.
• Digital authentication:
o a digital signature supplied by a provider independently verified by a third party as
meeting APEGA best practices
o an electronic image of the licensed professional’s stamp,
o the licensed professional’s digital signature and an electronic image of the licensed
professional’s handwritten signature, and
o the authentication date included with the digital signature and inserted as an
electronic image.
The licensed professional must not combine methods in an individual authentication (i.e., picking
and choosing which elements of the authentication will be physical and which will be digital).
When appropriate, each authentication must include a note near the authentication describing
any boundaries or limitations of the authentication.

For physical authentication, licensed professionals must apply their stamp, handwrite their
signature, and insert the date. They may allow a person under their direct supervision and
control—and who is authorized in writing to do so—to apply the stamp and insert the date,
but licensed professionals must always personally sign it.
For digital authentication, which is a one-step process, licensed professionals must apply the
digital signature themselves. The digital signature cannot be delegated, even to those under the
licensed professional’s direct supervision and control.

4.4.2 Validation
Validation is performed by a permit holder’s Responsible Member. Validation occurs after the PWP
has been authenticated by a licensed professional and consists of:
• the permit holder’s name and Permit to Practice number;
• the Responsible Member’s full signature—initials only are not acceptable; and
• the date the Responsible Member signed the PWP, which may be different than the date it
was authenticated.
If using physical validation, Responsible Members must insert all required information manually or
use an ink impression of the APEGA Permit to Practice stamp.
If using digital validation, Responsible Members must apply their digital signature, including the
validation date, and insert electronic images of their handwritten signature.
4.5 Authentication and Validation Placement

Given the wide variety of PWPs, exact placement of the authentication or the validation is at the
licensed professional’s or Responsible Member’s discretion.
The stamp impression, signature, and date must be clear, legible, and placed in a prominent, easily
visible location on each PWP. For example, original reports and letters can be authenticated next
to the authenticator’s name on the signature block. Attachments that can be distributed
separately must be authenticated separately. Each original drawing must be authenticated
(e.g., in a designated stamp box on the drawing).
Validation must include the Permit to Practice number and the permit holder’s name as part of the
letterhead or title block of a PWP. The validation must be close to the authentication for
increased visibility.
4.6 Single-Discipline Professional Work Products

If a PWP is completed within one licensed professional’s discipline, only that licensed
professional’s authentication is needed.
If multiple licensed professionals in the same discipline work together on a PWP, it is acceptable
for only one authentication to be applied. The authentication must be provided by the licensed
professional taking responsibility for the entire PWP in that discipline.
If multiple licensed professionals within the same single discipline share responsibility for and
authenticate their portions of the PWP individually, the boundaries and limitations of each
authentication must clearly show which licensed professional is taking responsibility for which
part of the PWP.

4.7 Multi-Discipline Professional Work Products

Multi-discipline PWPs must be authenticated by the licensed professionals taking responsibility for
each discipline using one of the methods described in Section 4.4.1.
The Responsible Member must validate that all multi-discipline PWPs have been reviewed,
authenticated, and coordinated, in accordance with the permit holder’s quality control and
assurance procedures using one of the methods described in Section 4.4.2.
A PWP that involves engineering and geoscience must be validated by a Responsible Member
licensed to practise engineering and a Responsible Member licensed to practise geoscience.
4.8 Work Products from Non-APEGA Professionals

On occasion, APEGA licensed professionals rely on work produced by non-engineering or
non-geoscience professionals who are certified with other professional associations (e.g.,
agrologists, biologists, and chemists). In such cases, an APEGA licensed professional must request
that these professionals certify their work according to their regulatory standards.
4.9 Multiple Permit Holders

If licensed professionals working under different Permits to Practice collaboratively produce a
PWP, a Responsible Member from each contributing permit holder must use one of the methods
described in Section 4.4.2 to validate the authenticated the PWPs, clearly defining which licensed
professionals worked under which the Responsible Member’s permit number. The contract
between the multiple permit holders must define which permit holder is the coordinator to ensure
there are no gaps in the professional responsibilities.
4.10 Authenticating Physical Professional Work Products

Physical PWPs include hard-copy documents and reproducible physical media (e.g., paper, plastic
film). Physical authentication and validation must be applied to all original, physical PWPs.
4.11 Authenticating Electronic or Digital Professional Work Products

Licensed professionals and permit holders are responsible for ensuring their use of any
technology to improve their practice of engineering or geoscience conforms to the Act and the
General Regulation.
Licensed professionals and permit holders must develop appropriate strategies to ensure proper
authentication and validation when using existing and emerging technologies.
Electronic and digital PWPs must be authenticated and validated, and the permit holder must
describe the policies and procedures for doing so in its Professional Practice Management Plan
(PPMP).

4.11.1 Electronic Professional Work Products

Electronic PWPs must be digitally authenticated, regardless of their intended medium, so the
licensed professional’s stamp, signature, and date appear when the PWP is viewed or printed.
However, it is the digital signature that confirms the integrity, security, and authenticity of the
electronic PWP, not the electronic image of the stamp with the signature and date.
4.11.2 Digital Professional Work Products (e.g., Code, Software, and Modelling
and Simulation)
The licensed professional and permit holder are responsible for authenticating and validating any
digital PWPs resulting from the practices of engineering or geoscience. The permit holder’s PPMP
must describe how the permit holder will determine whether any code, software, or modelling
and simulation is a digital PWP.
If classified as digital PWPs, the original or modified versions of the program or code (whether
physical, electronic, or digital) and any control philosophy, trip or logic diagrams, logic functional
descriptions, cause-and-effect diagrams, Scientific Apparatus Makers Association diagrams, control
narratives, commissioning plans, and commissioning results must be authenticated as described
in the permit holder’s PPMP. The licensed professional and the Responsible Member must ensure
authentication and validation occur when the PWP is complete.
4.12 Revisions of Professional Work Products

A revised, authenticated PWP must clearly indicate the revising licensed professional’s acceptance
of responsibility for the revisions and the effects of those revisions. The revisions must clearly
identify the boundary of professional responsibility between the original and revised PWP if the
revisions are made by a different licensed professional.
Licensed professionals making and authenticating revisions to an original PWP must distinguish
them from the original authenticated PWP and must identify who is assuming professional
responsibility. Unless all revisions are captured on a new, authenticated PWP at project
completion, all revised and authenticated PWPs must be kept.
The permit holder’s PPMP must describe how revisions to authenticated PWPs will be carried out
and controlled.

4.13 Authentication for Continuous Operations and Field Revisions of

Professional Work Products
Some permit holders may need to continue production while urgent engineering or geoscience
solutions are carried out, preserving continuous operations as best as possible. Any design
revisions, change orders, field or operational instructions, or field reviews that meet the
requirements of the authentication test (see Section 3.1) and affect a previously authenticated
PWP must also be authenticated as revisions.
The permit holder must evaluate if the authentication process will cause an impractical delay
considering the situation’s urgency or potential risk to people, the environment, infrastructure, or
operational reliability. If the Responsible Member decides action must be taken before
authentication, the Responsible Member must ensure, at minimum, the following information
is documented before acting:
• the circumstances surrounding the need for the change or revision,
• the details of the required change or revision, and
• a summary of the key factors in the professional evaluation or assessment used to

determine that an immediate change or revision needed to happen before authentication.
The change or revision must be formalized and authenticated as soon as possible after
implementation, and the timeline must be defined, justified, and documented by the licensed
professional and permit holder in the context of the professional services provided. The permit
holder must be able to justify its actions and prove that its licensed professionals and Responsible
Members exercised due diligence.
The permit holder’s PPMP must include authentication policies describing how the permit holder
controls authentication for continuous operations using design revisions, change orders, field or
operational instructions, or field reviews.
4.14 Providing Copies of Authenticated Professional Work Products

Clients are entitled to receive original authentication on original PWPs or on copies.
When setting the requirements for professional services, the licensed professional or permit
holder and the client must clearly define the expectations involving original, authenticated PWPs,
including whether copies are provided physically, electronically, or digitally, and if any copies are to
include authentication.
Copies of PWPs must be clearly marked as such to ensure any physical changes are properly
captured in revisions that can be authenticated.
The permit holder’s PPMP must include policies describing how PWP copies will be controlled.

4.15 Retaining Authenticated Professional Work Products
4.15.1 Period of Retention

There are no requirements in the Act for keeping PWPs. As a minimum, authenticated originals or
their copies must be kept for reference or for defence against legal claims or complaints. Licensed
professionals and permit holders are encouraged to consult insurers and legal counsel for other
retention requirements.
A PWP must be kept at least until the limitation period for claims of wrongdoing expire, as outlined
in the Alberta Limitations Act. The period of limitation is just short of 12 years, including possible
extensions that may be legally authorized.
Depending on the nature of the PWP, the likelihood of litigation might suggest that the retention
period be longer than stated in the Limitations Act. Licensed professionals and Responsible
Members must comply with the retention obligations of other applicable legislation, such as the
Occupational Health and Safety Act, the Oil and Gas Conservation Act, and the Pipeline Act.
Licensed professionals and permit holders must consider the life span of a customized engineered
good when determining the retention period of a related PWP (e.g., bridges, buildings, and dams).
Infrastructure-related PWPs might need to be retained past the limitation period stated in the
Limitations Act. The permit holder’s PPMP must include policies describing how long a permit
holder keeps PWPs and how they are disposed.
4.15.2 True Originals

A PPMP must include the permit holder’s internal controls addressing authenticated PWP
retention. If authenticated PWPs are stored as electronic documents or images, the internal
controls must detail how the permit holder defines which version (electronic or physical) is the
true copy. Canadian General Standards Board Standard 72.34-2005, Electronic Records as
Documentary Evidence, details mandatory requirements.
4.15.3 Storage of Authenticated Professional Work Products

The permit holder’s PPMP must include policies describing how a permit holder stores
authenticated PWPs.
PWPs must be stored in a way that maintains their integrity and prevents their unauthorized use.
Licensed professional and Permit to Practice stamps and signatures must be similarly maintained.
Archived copies must be labelled as such (e.g., “This copy or document is for record purposes and
must not be revised.”).
4.15.4 Providing Copies to Employee and Contract Licensed Professionals

Licensed professionals might ask if they can keep copies of PWPs they have prepared or
authenticated in the case of a claim or complaint against them. This topic must be discussed
between the employer and employee, or client and contractor or consultant, when setting the
conditions of employment or contract for professional services. The permit holder’s retention
policy and PPMP must include information on whether PWP copies will be provided to employees
and contractors.

Appendix 1 – Examples of Permissible Stamps
Professional Engineer
P LE PLE PLE
SA M SA M SA M
PLE
SA M
PLE
SA M
Professional Geoscientist
PLE PLE PLE

SA M SA M SA M
PLE
SA M
PLE
SA M

Professional Geologist
PLE PLE PLE

SA M SA M SA M
PLE
PLE SA M
SA M
Professional Geophysicist
P LE P LE PLE
SA M SA M SA M
PLE
PLE SA M
SA M

Appendix 2 – Examples of Permissible Authentication Methods for

a Professional Work Product by an APEGA Licensed Professional
Physical authentication consists of a stamp impression, a handwritten signature, and the date in physical
form or in electronic form with a digital signature. Regardless of format, the signature and date must be
clear and legible, and the APEGA licensed professional’s stamped name must not be covered by the
handwritten signature.
When a digitally authenticated professional work product is printed or viewed, an image of the stamp with
a signature and the date must appear.

Appendix 3 – Examples of Permissible Validation Methods for a

Professional Work Product by a Responsible Member
Legacy Permit to Practice Stamp
Handwritten
The name of the Responsible Member must be easy to read. If the handwritten signature does not clearly
identify the name, the Responsible Member’s membership number or printed name must be added.

Appendix 4 – APEGA Requirements for an Acceptable

Certificate Authority
For APEGA to confirm the integrity, security, and authenticity of documents authenticated digitally, the
following must occur.
1. APEGA professionals must apply a digital signature supplied by a digital signature provider
independently verified by a third party as meeting APEGA’s best practices. APEGA must
confirm the verification documents.
2. To meet APEGA best practices, the certificate authority must:
• be experienced in providing this authentication technology to members and licensees of

other professional associations.
• have the resources, technical support, and systems in place to provide continued service
for the foreseeable future.
• have protocols ensuring only APEGA licensed professionals are granted the authority to
own and use an electronic image of their stamp with their personalized digital certificate.
• have protocols allowing APEGA to withdraw or suspend an APEGA licensed professional’s

ability to use the digital certificate.
• have a platform that offers flexibility and ease of use for a wide range of purposes and
applications (e.g., compatibility with different file formats).
• use a public-key infrastructure, which is a combination of hardware, software, people,

policies, and procedures needed to create, manage, distribute, use, store, and withdraw
digital signatures.
• have a digital certificate compliant with the International Telecommunication Union X.509
V3 standard.
• maintain the digital certificate under the sole control and possession of an APEGA licensed
professional.
• allow the digital certificate to be stored on the medium of the APEGA professional’s choice
(e.g., hard drive or memory stick).
• provide interfaces between the technology and the software used by APEGA licensed
professionals so the image of the APEGA stamp with signature and date appears when
printing or viewing the professional work product.

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y JULY 2019y

1.0 OVERVIEW .................................................................................................................... 4

3.0 WHAT TO AUTHENTICATE ............................................................................................ 12

4.0 AUTHENTICATION & VALIDATION PROCESSES ........................................................... 15

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 1

4.11.1 Electronic Professional Work Products ........................................................................................... 19

APPENDIX 1 - EXAMPLES OF PERMISSIBLE STAMPS .......................................................... 22

APPENDIX 2 - EXAMPLES OF PERMISSIBLE AUTHENTICATION METHODS FOR A

APPENDIX 3 - EXAMPLES OF PERMISSIBLE VALIDATION METHODS FOR A

APPENDIX 4 - APEGA REQUIREMENTS FOR AN ACCEPTABLE CERTIFICATE AUTHORITY .. 26

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 2

Date Version Revision Description

May 2018 7.1 Updating current practices.

July 2019 8.3 Issued for membership use

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 3

• A professional practice guideline advises permit holders and licensed professionals in

• A professional practice bulletin addresses a subject related to professional practice and

Predrag (Peter) Bozic, P.Eng. Erick Liebl, P.Eng.

Questions or suggestions concerning this document can be addressed to the:

Director of Professional Practice

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 4

• Section 3(2): Exclusive use of name engineer

This version includes several new considerations and practices including:

• defining Responsible Members’ validation of PWPs

• standardizing the authentication and validation formats to enable licensed professionals,

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 5

APEGA Licensed Professional (Licensed Professional)

Authentication (Physical and Digital)

• a physical ink impression or electronic image of the licensed professional’s stamp

• the licensed professional’s handwritten signature (for physical authentication) or an

• the authentication date, handwritten or inserted electronically and digitally

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 6

Digital Signature (see Signature)

Direct Supervision and Control

Direct supervision and control include:

• assessing subordinates’ experience levels, qualifications, and competencies when

• overseeing subordinates’ engineering or geoscience tasks

• providing basic and general guidance on engineering or geoscience tasks

• taking responsibility for engineering or geoscience decisions involving subordinates’ work

• reviewing subordinates’ professional services outputs (see Professional Services Output)

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 7

Integrity (of a Professional Work Product)

Permit Holder Name (Name of Permit Holder)

Professional Practice Management Plan (PPMP)

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 8

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 9

This standard refers to two types of signatures.

1. Physical Signature: An ink or “wet” signature, also referred to as a handwritten

Stamp (or Professional Stamp or Permit to Practice Stamp)

See Appendices 1–3 for examples of permissible stamps.

AUTHENTICATING PROFESSIONAL WORK PRODUCTS y JULY 2019y 10

Validation (Physical and Digital)

1. the permit holder’s name and Permit to Practice number

2. the Responsible Member’s handwritten signature (for physical validation) or an electronic

2.0 PROFESSIONAL RESPONSIBILITES

2.1 Authentication Obligations for Licensed Professionals

2.1.1 Ethical Obligations

• protecting the health, safety, and welfare of the public

• displaying a regard for the environment