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Sealing & signing drawings electronically

  • 1.  Sealing & signing drawings electronically

    Posted 05-24-2016 10:12 PM

    I'm curious how many of you are going about electronically affixing your seal and signature to your final drawings.

    1. Are you placing seal/signature on the original file (Autocad, Revit); or, on the final PDF?
    2. Are you placing seal and signature as single images or as separate, overlaid images?
    3. Are you the only person who has access to your seal/signature for this purpose; or, is it readily available to production staff to "turn on" in the titleblock or to pull from the server for insertion into a drawing file?
    4. Do you physically sign a seal and handwrite the seal date, after which the image is scanned and inserted into the drawing file?
    5. Assuming the titleblock provides for a date field, are there circumstances when this date differs from the seal date?  If so, what are these circumstances?
    6. Please share the basic workflow for affixing your seal and signature to your electronic files.
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    Mike Leinback AIA
    Senior Project Manager
    Dewberry
    Jacksonville TX
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  • 2.  RE: Sealing & signing drawings electronically

    Posted 05-25-2016 05:27 PM
    1. Are you placing seal/signature on the original file (Autocad, Revit); or, on the final PDF?: On the final PDF
    2. Are you placing seal and signature as single images or as separate, overlaid images?Overlaid separate images most of the time
    3. Are you the only person who has access to your seal/signature for this purpose; or, is it readily available to production staff to "turn on" in the titleblock or to pull from the server for insertion into a drawing file? As AOR I am the only one with access to the final signature. Staff may affix seal but I insert signature
    4. Do you physically sign a seal and handwrite the seal date, after which the image is scanned and inserted into the drawing file?
    5. Assuming the titleblock provides for a date field, are there circumstances when this date differs from the seal date?  If so, what are these circumstances?
    6. Please share the basic workflow for affixing your seal and signature to your electronic files.

     

     

    2015 PNG

     




    Original Message


  • 3.  RE: Sealing & signing drawings electronically

    Posted 05-25-2016 05:39 PM

    We use software called CoSign Omnisign. It's inexpensive and does one thing well - secure digital signatures.

    To answer your questions:

    1. Drawings are printed into a multi-sheet PDF. The architect can easily flip between sheets, review, and sign.

    2. The seal is placed in the drawing file. The signature is placed afterward with CoSign.

    3. The signature is available only to the architect signing the drawings. CoSign signature placement is password protected. I believe placing a digital file from any staff person would violate many state's regulations.

    4. Cosign allows signature and date to be placed in one operation. We generally do not include the date on the seal. I think different states regulations vary on this.

    5. We haven't run into this. CoSign will use the current date.

    6. CAD/BIM files > PDF set > signature > distribution to Owner/Contractor

    ------------------------------
    Steve Davis AIA
    Canizaro Cawthon Davis
    Jackson MS

    Original Message


  • 4.  RE: Sealing & signing drawings electronically

    Posted 05-25-2016 07:53 PM

    I'm not sealing, but usually I'm the PA running the project and work directly with the PM or partner doing the sealing.

    For cities allowing electronic seal:

    1. we do not seal the pdf - we seal the source material for the pdf

    2. one image

    3. not one access point, technically, but it's a pretty self contained process

    4. we seal a blank page, sign and date that page, scan that and insert the image file into our Revit or Acad title block (STILL transitioning from platform to platform, grrrr). The title block is updated in the file(s) long enough to make a pdf, do final QC on the image, and combine the pdfs for upload to the code jurisdiction. Once the file is uploaded, the title block is returned to a "no seal and signature" state. The seal is not an on/off switch in the file.

    5. The date on the drawings is whatever we've decided is our date for drawings and project manual. It is not unusual that the date on the seal is one or two days later. It was he same when doing wet seals and signatures on paper. If the person doing the signing is ready when the paper (electronic) is ready, all dates match. If not, the issue dates match and the seals, whether our seal or one of our consultants' seals, can be dated after the issue date.

    Tom Miller, AIA

    Project Architect

    Slaggie Architects, Inc.

    Kansas City, MO

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    Tom Miller
    Project Architect
    Overland Park, Kansas

    Original Message


  • 5.  RE: Sealing & signing drawings electronically

    Posted 05-25-2016 08:14 PM
    We are a very small firm. We have our signature and seal right inside Revit. We just turn it on when we need it printed.

    --
    Mike Sealander, AIA
    Maine Licensed Architect
    cell 207.266.5822



    Original Message


  • 6.  RE: Sealing & signing drawings electronically

    Posted 05-25-2016 08:26 PM

    Good questions!  I have worked in 3 states (AL, FL, IL)  that have all had different regulations on the requirements and allowances of seals/signatures. 

    1. Every office I've seen that does electronic seals/signatures, it has been done within the drafting software. This was an AutoCAD layer when I worked in Alabama in 1999-2000, and in now in Revit it is inserted as an image into the titleblock family.  I am not a huge fan of the latter method because - after it is added -  it is too easy (being quick/lazy) to leave it visible on drawings that don't need the seal/signature.  The result it the seal/signature being displayed on non-official drawings when it otherwise wouldn't normally be shown.    My disdain for this habit means I would like to try inserting it onto the exported PDFs as a watermark in lieu of in Revit. 

    2. I have all file types prepared depending on the situation - seal alone, signature alone, seal+signature.  Thus the one that is used is that which matches the requirement at the time... 

    3. I prefer to keep the images to myself so the staff requests them when ready.  It gives me control and makes me feel better about them now showing up where they're not supposed to be.  When the project is ready, I will copy the files to the project folder for the staff.  It doesn't truly control anything that closely since the staff could theoretically copy the files from a previous job, but the process reinforces with staff an agreement over how I prefer it be handled. 

    4. Normally no, I don't do a hand-written date - unless the jurisdiction requires it.  But I do know a guy who does this, so that he has even more control over how the image is used.  

    5.  I am a firm believer that the 'issuance date' must match the seal date.  I am not aware of any exceptions to that.  Even for permit comment revisions, I would expect a new issuance date and a new seal date, again matching each other.  

    6. In Revit - edit the titleblock family, insert seal/signature image, load titleblock family back into project.  

    I look forward to seeing other responses! 

    ------------------------------
    Jeremy Franklin AIA, NCARB, LEED AP BD+C
    Perkins + Will
    Chicago IL

    Original Message


  • 7.  RE: Sealing & signing drawings electronically

    Posted 05-26-2016 09:42 AM

    New Jersey requires a physical raised seal for documents. I do a wet signature per each sheet and then seal over the signature. For New York City, I do have a *.tiff file which I received when I got my physical stamp and I insert that as an attached image per sheet. For New York City I use my physical stamp for all the DOB forms with a wet signature. I do a wet signature over each seal as New York City Dept. Of Buildings does check and is part of their policy you are to sign with blue or black ink. It is an insurance policy that my physical signature/seal shows I have reviewed every document and is compliant with either the township, municipality or borough. If at some point policy and ethics allows architects to use electronic signature and/or seal in these two states that would help to expedite. Signing and/or sealing 25+ sheets can be laborious.

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    Andrew Thompson AIA
    County Architect
    Passaic County
    Paterson NJ

    Original Message


  • 8.  RE: Sealing & signing drawings electronically

    Posted 05-27-2016 08:45 PM
    We add firm seal electronically to CAD title block. Our individual wet seal & signature are only added to printed permit drawings & we submit. No exceptions.

    John Fendley, AIA, CCS
    ArchWorks, inc.


    Original Message


  • 9.  RE: Sealing & signing drawings electronically

    Posted 05-26-2016 02:33 PM

    Mike,

     

    Our practice consists of the following steps:

    1.       Just prior to issuing the drawings, a unique stamp impression is made on a blank sheet of paper.  The architect of record signs and dates this stamped image, which is then scanned to jpg format.

    2.       The scanned image is inserted on each Revit sheet.

    3.       The original paper sheet with the signed and dated seal is destroyed to prevent its use elsewhere.

    4.       The Revit sheets are printed to pdf for electronic issuance and for physical printing as necessary.

    5.       If unauthorized use of the jpg version of the seal were a problem, all copies of it could be deleted from our file server.  With the pdfs of each sheet held as the permanent record of the issued drawings, the jpg images of the seal could also be removed from each Revit sheet.

    6.       We prefer that the drawing date field and the seal date match.  There are two conditions where this might not be the case:

    a.       When a consultant finishes drawings at and earlier date,

    b.      When a sheet is revised during construction, the drawing date field remains the original issue date, a revision date is entered in the revision block, and the sheet is reissued with a new seal carrying the revision date.

     

    David M Schele

    Felder Group Architects

    106 S. Harris St. Ste 101

    Round Rock, TX 78664

    512-454-2200 (ph)

    512-454-3416 (fx)

     




    Original Message


  • 10.  RE: Sealing & signing drawings electronically

    Posted 05-26-2016 02:36 PM

    Whatever your determination:

    • Verify your intentions with your legal advisor/insurance provider.
    • Do not export files with an embedded seal or signature - it is most likely that your jurisdiction would require a 'fresh' signature on the stamp anyway.
    • If the stamp is embeded in the electronic file, it can be easily managed with files designated in project folders labeled "stamped" OR "sealed" . All other files in other folders would be assumed clear of signature or stamp.
    ------------------------------
    Kenneth E. Martin, AIA
    Principal Proprietor
    KeMA
    Thornton CO

    Original Message


  • 11.  RE: Sealing & signing drawings electronically

    Posted 05-30-2016 05:38 PM

    I wet seal depending on the State or jurisdiction. 

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    H. Edward Goldberg AIA
    Architect
    HEGRA Architects
    Baltimore MD

    Original Message


  • 12.  RE: Sealing & signing drawings electronically

    Posted 05-31-2016 10:28 AM

    I am a sole-proprietor so it is a little different as to questions of access to stamp etc... but I scan in a signed & dated seal and I drop right into Revit title block and then hit print for all permit sets. I have toyed with the idea of simply keeping a copy of each of my stamps on file and then electronically signing and dating them via a program like Acrobat but my old school tendencies kick in and I have, for now, always signed and sealed by hand a single document, scanned it and inserted that image into the Revit file.

    I submit primarily in the Washington D.C. metro market. Many of the largest jurisdictions in this area either require that you submit electronically (they do not accept paper permit sets with a wet seal (e.g. the District of Columbia & Arlington, Virginia)) or are moving in the all electronic direction. Other large jurisdictions in my area like Fairfax County, VA & Montgomery County, MD will be requiring all permits electronically in the next year (they have pilot programs being tested). Typically they are using an electronic filing systems like ProjectDox or some variant of it. Wet seals on paper permit sets are, at least in the Washington D.C. metro area, becoming non-existent as most permit sets are submitted electronically.

    And while I try to coordinate the date on the stamp with that of the drawings I find that this is occasionally not the case. This is often due to some last second change that needs to be made after I have inserted the scanned stamp into the file and results in a difference in the dates on the drawings and stamp of a day or two. From a permit application perspective different dates on the stamp and the drawings is of no consequence as local jurisdictions near me have no rules requiring them to match.

    ------------------------------
    Dean Cretsinger, AIA
    DJC Architecture


    Original Message


  • 13.  RE: Sealing & signing drawings electronically

    Posted 06-01-2016 05:53 PM

    Some of the jurisdictions where we work allow electronic seals and signatures, but we will only put electronic seals and signatures on pdf files.  We then “write protect” the pdf document which entails setting up a password that needs to be used to modify the document.  It will allow anyone to print, but that is all. The State of Missouri requires this protection on electronic seals so no one can extract the seal and signature to be used on other drawings.  The only real drawback to this is if we create a single file for all of the drawings, then the drawings cannot be divided into separate files.  Some clients like to have the ability to do this, but not many.  We use Bluebeam pdf, but most pdf programs contain some sort of security like this.  I would check on the state you are working to see if they have any language about the use of electronic seals.  The specific jurisdiction may allow electronic seals, but how they are used is usually governed by a state board for the practice of architecture. 

     

    Jeffrey Bumb AIA

    Fox Architects

    St. Louis, Missouri

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    Jeffrey Bumb AIA
    Fox Architects
    Saint Louis MO

    Original Message


  • 14.  RE: Sealing & signing drawings electronically

    Posted 05-31-2016 06:42 PM

    Digital signing is recipe for disaster.
    Unless you personally sign each copy submitted for formal approval or contract signing, I do not believe you can have confidence that you are the only one in charge.
    It's a bit of time, but self protection.
    No matter what state you're in.
    Sound old school? Perhaps. But N J easily finds the frauds because it requires hand pen signing, then the embossing seal.
    Just saying.




    Original Message


  • 15.  RE: Sealing & signing drawings electronically

    Posted 05-31-2016 11:28 PM
    We print out of revit with no seal and review. When ready for seal, we use bluebeam to "stamp" with a seal and signature and date. Once on the sheet it is flattened (without ability to recover to protect seal).

    Mitch Harding, AIA
    HH Architects


    Original Message


  • 16.  RE: Sealing & signing drawings electronically

    Posted 06-03-2016 08:07 AM

    We are looking for an electronic signature software that will insert securely into pdf's.  Does anyone know of a pros-cons list of available software?

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    Keith F Silas AIA, LEED-AP
    Tampa FL

    Original Message


  • 17.  RE: Sealing & signing drawings electronically

    Posted 06-06-2016 05:48 PM
      |   view attached

    In Connecticut our Architecture and Engineering Licensing Statutes permit electronic submissions of documents. In general this means the the signature will disappear should anyone alter the document in any way. Having an image file of someone's signature on a document is not an electronic signature, it is simply an image. I believe Adobe Acrobat Pro, Bluebeam and others have recognized digital IDs that meet an internationally recognized standard. I was able to create one some time ago in Acrobat. Bluebeam recognizes a number of these standard digital IDs. You don't need special software to create them but may need something more than a reader such as Acrobat Pro or Bluebeam. You would always place the signature on a PDF print of the document and not within the authoring software such as AutoCAD or Revit (or MSWord or any other authoring software). Bluebeam allow you to add an image file such as a scan of your signature to the actual digital ID to make it appear more authentic but the real proof is in the digital ID.

    As we continue into the realm of paperless submissions this issue will become more and more important; the technology has all been worked out. This link from Bluebeam gives additional information: Bluebeam Solutions | Digital Signatures

    Bluebeam remove preview
    Bluebeam Solutions | Digital Signatures
    Import existing digital IDs, and save trusted signatures and monitor the status of digital signatures and certificates, like DocuSign invisible signatures and digital IDs, with embedded timestamps, meeting PAdes LTV support requirements.
    View this on Bluebeam >

     I know I am a little late to this discussion - apologies...

    In case anyone is interested I am also attaching PDF submission requirements that I have developed to allow for better electronic document reviews.

    ------------------------------
    David Barkin AIA
    Chief Architect
    State of Connecticut
    Hartford CT

    Attachment(s)

    pdf
    5.2 Dwg Info 0500 160518.pdf   83 KB 1 version
    Original Message


  • 18.  RE: Sealing & signing drawings electronically

    Posted 06-07-2016 09:09 AM
    I use vectorworks as my BIM platform. For a permit release I sign and seal a blank piece of paper and include the date as part of the handwritten signature. I then scan the seal into a pdf. I insert that pdf into title blocks on the set. Vectorworks can import and crop pdfs through the viewport features. The set is then exported as a pdf with the embedded pdf as an inseparable image. At least I believe its inseparable. 

    Louis B. Smith, Jr.,AIA
    Microtecture, LLC
    8437 Shiredale Lane
    Charlotte NC 28212
    704.814.7361
    Sent from my iPad



    Original Message


  • 19.  RE: Sealing & signing drawings electronically

    Posted 06-10-2016 10:06 AM

    Can we develop this concept to advance our profession?

    The Architects Information Exchange (AIX), is an Internet Platform Repository of the Built Environment Digital Documentation, upon which Architects submit for building permits, as well as a novel method to sell their CAD and BIM, etc. to authorized members for modification, improvement and resubmitting.

    The purpose of the AIX is to generate automated residual "Royalty Retirement" income from their hard work (CAD & BIM), while establishing best digital documentation practices and unprecedented collaborative efficiency for the industry.

    Architects are rightly positioned as the "Stewards of the Built Environment Documentation."

    Members would agree to Digital Rights Management (DRM) terms for use (t.b.d.) and "signed" documents are a given when submitted to building departments, etc. via the Architect's account on the AIX.

    This platform is totally comprehensive in scope and requires several days of focused deliberation to define.

    #DiamondAgeofArchitecture

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    David Ways AIA, NCARB, LEED AP
    Arcticstar Design, Inc.
    Bradenton FL

    Original Message