FDOT Develops Electronic File Method for Securing Plans

Public Roads, Jan, 2001

Combining ancient technology -- "ink pen and embossing seal" -- with the latest computer technology -- "electronic signature" -- the Florida Department of Transportation (FDOT) has developed an engineering board-approved method for securing engineering plans in electronic files. FDOT can use these signed and sealed electronic files as the legally binding documents for lettings, construction, and as-built plans.

The Florida Board of Professional Engineers, a licensing board that regulates the practice of engineering in the state, very carefully controls the use of engineering seals. The board extended its rule for signing and sealing engineering plans to include the use of electronic signatures to secure electronic files. This process did not require the board to modify how it manages engineer licensing.

This innovative technique, which is the first of its kind in the world, still relies on signing and sealing by an engineer, but what the engineer signs and seals now is a single sheet of paper that contains a computer-generated numerical code -- the electronic signature -- that cannot be forged and can be used later to authenticate the drawings and plans that are electronically delivered. The engineer's signature and seal on the paper secures this electronic signature, which secures all the engineering plans in the electronic files.

A federal testing laboratory that reviews security software, including cryptographic programs, for the U.S. government has approved the program that generates the electronic signatures.

FDOT received help from the State Technology Office and assistance from other state and private groups, which supported development, provided legal and technical assistance, and helped get the engineering board to review and approve the computer-based approach.

The electronic signing and sealing process developed by FDOT and approved by the engineering board has also been approved by the state licensing boards that oversee architects, geologists, and surveyors. To date, no other state has approved a secure method of managing electronic copies of engineering documents. Several other states have expressed an interest in this innovative approach. This new process will also benefit engineers that develop plans for the state.

After approval by the Florida Board of Professional Engineers, the new Florida method has been tested and certified and the first set of electronic engineering plans has been delivered on CD-ROM. The first set of electronically signed and sealed engineering plans, developed by Reynolds, Smith, and Hills Inc., are for a road reconstruction and widening project in Miami-Dade County, part of the Homestead Extension of Florida's turnpike.