In the world of electronic plan review it is crucial that an individual be able to prove their identity and the integrity of documentation that they submit. This is done through the process of adding digital signatures and electronic seals to a document. All Electronic Plan Review submittal documents for Building Inspection reviews are now required to be signed, sealed or notarized using digital signatures, and as of July 1, 2021 all Land Use and Environmental Electronic Plan Review documents will also require digital signatures. Any Engineered, Surveyed, Notarized or Architectural document that requires an original signature, in most cases, requires a digital signature to be submitted electronically. Please note that your professional board may have special requirements for using digital signatures. Also note that a notary may verify the integrity of an original paper document and attest to the documents authenticity by using the Original Documentation Affidavit (PDF).

The difference between a digital signature and an electronic signature is largely found in the method of identifying businesses and signers. For digital signatures, a third-party certificate authority verifies the identity of the person who is signing a document. In contrast, an electronic signature provides no verification of the identity of the person signing the document. Growth Management Electronic Documents must be signed using digital signatures and not self-signed or electronic signatures.

This resource is intended to walk you through the process of acquiring a digital signature by providing some general guidelines for signing and submitting in the ‘City of Tallahassee Permit Portal’. Changes or additions to these statutes and rules are possible; therefore, it is your responsibility to monitor these digital signature criteria to ensure that you remain in compliance.

If you have additional questions about digital signatures, or the digital signature process, please contact us.

Acquiring a Digital Signature and Signing

The City of Tallahassee’s Growth Management Department has compiled the list below of trusted Certificate Authorities who issue digital signatures for individuals. This is not a complete listing.

• IdenTrust
• GlobalSign

Please note that when doing business with these companies you are not doing business with the City of Tallahassee. Also, be sure to follow these steps and note our suggestions when purchasing a digital signature and signing:

• Purchasing a Digital Signature
  A variety of different products are provided by Certificate Authorities, depending greatly on the number of digital signatures you are purchasing. You may wish to ask about digital signatures that can support images of signatures or seals. Finally, since the Growth Management Department requires that submittals be made in PDF format, it is necessary that you purchase signatures that can be applied and verified using a PDF authoring software (purchased separately).
• Signing with a Digital Signature
  Your Certificate Authority will be your main source for applying your new digital signature by offering step-by-step instructions on the digital signing process using their products.
• Follow the Guidelines for Signatures and Seals that pertains to your profession

Alternative Submittal Option - E-Notary Affidavit of Originality

If you do not have the ability to digitally sign a document, an E-Notary may verify the integrity of the original paper document and attest to the document’s authenticity by using a Public Notary Document Affidavit.

For more information, please see the resources below and follow the links to the rules and regulations of the board that pertains to your profession.

Additional Information

• City Policy 407: Policy on Electronic Digital Signature, Electronic Seals and Electronic Notary (PDF)
• Florida Statute 668 - Electronic Commerce
• What are Digital Signatures and why are they so important?
• Digitally Signing a PDF document with Adobe Reader and Acrobat Pro

References for Engineers

• Florida Statute 471.025 - Seals
• Signing and Sealing Engineering Documents

References for Notaries

• Florida Statute 117.021 - Electronic Notarization
• Notary Public Underwriters, Inc.
• American Society of Notaries
• Original Documentation Affidavit (PDF)

References for Professional Surveyors and Mappers

• Florida Statute 471.025 - Seals
• Board of Professional Sureveyor and Mappers Rule 5J-17.062

References for Architects

• Florida Board of Architecture and Interior Design Rule 61G1-16.005
• Florida State Statute 481-221
• Seal Requirements - Architects