ISTA Paper and eCertificates

FAQ eCertificates - General Questions

• Is Participation free?

  Yes, participation is free for all ISTA accredited laboratories.

• How can an ISTA accredited laboratory participate?

  Please send a request to audit@ista.ch and provide:

  1. An email address for sending links/eCertificates,
  2. A transparent .png file of your laboratory stamp, and
  3. A transparent file of the signature including name and job title.
• Can a non accredited ISTA laboratory participate in the eCertificates trial system?

  If you are in the final stage before accreditation, participation may be possible after consulting with the ISTA Accreditation & Technical Department.

• How can I receive blank eCertificates?

  Upon entering your laboratory area, you can view your current stock of eOICs and eBICs. You can also order new blank eCertificates here.

• How can I pay for blank eCertificates?

  Payment can be made directly by credit card or invoice. Please note, unpaid invoices may result in account suspension.

• How much does a blank eCertificate cost?

  The cost is 10 CHF per eCertificate. ISTA found from its statistics, that currently for each Original paper Certificate 2.5 blank Certificates are used (either as Provisionals, Duplicates or misprints) at a cost of 4 CHF per blank paper Certificate.

• What are the advantages of eCertificates?

  Several advantages include:

  1. Elimination of duplicates,
  2. Provisionals can become Originals when signed as such,
  3. PDFs can be provided to clients without physical shipments, saving time and costs.
• Are there plans for "pay as you go" billing?

  You need to purchase a specific block of eCertificates in advance, prior to use. The “pay as you go” may be taken into consideration at a later stage.

• If paper copies are required by authorities, what can we do?

  Authorities can print PDFs from the ISTA systems for their records, whether physical or electronic.

• Can paper Duplicates still be issued?

  If you choose to issue an eCertificate for a seed lot or seed sample, those would be the Original, but you may still issue paper Duplicates for this. 

• Are paper Certificates still valid?

  Yes, both paper and electronic systems will run in parallel.

• Can paper Certificates be exchanged to eCertificates?

  No, both formats remain valid.

• How can I fill out an eCertificate?

  You can either do this via

  1. manually
  2. an Excel table (available through your portal)
  3. fully automatic via an API solution. 
• Using the Excel table, do I still need to sign or amend drafts manually?

  Yes, manual signature or amendment is required.

• How can I participate in the API solution?

  For further details, please contact audit@ista.ch.

• Is there a trial period for the API solution?

  Yes, there is a trial period available.

• Is there a cost for setting up the API solution?

  Yes, the basic costs are calculated by our provider MySign and should cover their requirements. There are also costs on the laboratory side to consider.

• Are eCertificates safe?

  The system ensures safety with data stored independently on two servers. Cybersecurity is managed at a state-of-the-art level by our providers.

• How is confidentiality of data handled?

  Provisional and/or Original eCertificates and access information are distributed only to the ISTA-accredited laboratory issuing the eCertificate. Distribution to third parties is the responsibility of the data owner. Those with access can verify the eCertificate data.

• Can an eCertificate be checked by the client before it is signed?

  The laboratory can provide data to the client, similar to paper certificates. Draft eCertificates cannot be printed or distributed otherwise.

• How do the eCertificates look like?

  They closely resemble paper copies, ensuring familiarity for readers of ISTA Certificates.

• Is the PDF the valid eCertificate?

  No, only the document stored on the server is valid. The PDF serves as an informational copy that can be verified online with the correct credentials.

• Can everyone access the system and see all eCertificates?

  No, eCertificates can only be viewed individually by those with a PDF or login credentials.

• Can clients print the Original eCertificate, and how many duplicates can they make?

  Clients may print unlimited PDFs. The Original is the version stored in the system, with PDFs marked as printouts and indicating how data can be verified

• Can the Original eCertificate be changed once signed?

  No, once signed, the Original cannot be altered, similar to a paper copy.

• Can eCertificates be sent directly to the client of an ISTA accredited laboratory by the system?

  Direct sending to clients is not planned due to contractual and technical considerations.

• How can black-and-white PDFs be identified as eOIC or eBIC?

  This can be done by the title as with the paper, but also by the number of the eCertificate. For the eCertificate system, all eCertificate numbers will start either with the code OIC or BIC.

• Can the PDFs be downloaded into the laboratory system?

  Yes, using the print-to-file function when printing.

• How long are eCertificates saved on the system?

  Storage is indefinite. The ECOM may decide at a later stage on how long they might be visible. 

• Will all information in the system be available for ISTA audits?

  Yes, auditors can access eCertificates as part of their audit process. Laboratories will be informed during audits

• What about sigantures on the eCertificates? How is it done and what if “electronic” signature is not accepted by an authority?

  The eCertificates are signed using a unique signature code. On the PDF the signature covered by this code will be displayed. If a country does not accept this, you may have to continue to issue paper Certificates. In this case this country cannot participate in this and any other electronic seed system.

• How can authorities be informed about this new system?

  Authorities are informed through webinars and ISTA Designated Authorities.

  If you face any difficulties, please direct the authorities to the following tutorial: https://www.youtube.com/watch?v=VU8_eJNSgdM

  If the previous video is not sufficient, please direct them to audit@ista.ch. 

FAQ eCertificates - Technical Questions

• How can Provisional eCertificates be issued?

  Instead of signing them as Originals initially, you can sign them as Provisional. Later, you can modify and sign them as Originals while retaining the same eCertificate number and access code.

• Does the Original have a different number than the Provisional, and will the Provisional still be available?

  The eCertificate number and access code remain unchanged. Once the Original is available, only it will be displayed. The Provisional remains in the background but cannot be accessed once overruled by the Original.

• Are there character limitations for text fields?

  Yes, specific limitations are detailed in following list: List FAQ

• Are there different font sizes and/or different font styles (such as italics, bold, etc.) available?

  No, all text is uniform in size and font. This approach is approved by the ISTA Accreditation & Technical Department, including for scientific names.

• What is the tracking system for eCertificates?

  Tracking can be done in the by search function, release dates, status, applicant. In the search function you may e.g. search by test number, lot number etc. 

• How much time is required for certificate generation after data submission on the portal?

  After signature there is an immediate release of the eCertificates (Provisional and/or Original). With API and signing multiple eCertificates, there will a short technical delay. 

• Is there a chance to edit before you sign it?

  Yes, you may edit at any time before final signature.

• If edited, is the previous version still available?

  No, editing replaces the previous version. Provisionals remain available even after the Original is signed but are not displayed.

• When using the API solution, are emails sent with the PDF and information?

  Yes, emails may be sent in bulk with email notifications included.

• If the person signing the eCertificate is different from the person filling out the information, will the signatory refuse the signature?

  Access requires a uniform laboratory access code. Drafts can only be signed with a personalized code. The signer must verify data accuracy before signing.