United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Directive 9000.5 March 11, 2004

Distribution: FGIS, OSP, Industry Originating Office: FMD PPMAB

The U.S. Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, 

national origin, sex, religion, age, disability, political beliefs, and marital or familial status. (Not all prohibited 

bases apply to all programs.) Persons with disabilities who require alternate means for communication of program 

information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and 

TDD).

To file a complaint, write to the USDA, Office of Civil Rights, Room 326-W, 1400 Independence Avenue, SW, 

Washington, DC 20250-9410, or call (202) 720-5964 (voice and TDD). USDA is an equal employment opportunity 

employer.

REMOTE ISSUANCE OF OFFICIAL CERTIFICATES

Contents

REMOTE ISSUANCE OF OFFICIAL CERTIFICATES ��������������������������������������������������������1

1. PURPOSE �������������������������������������������������������������������������������������������������������������������������

2. REPLACEMENT HIGHLIGHTS �����������������������������������������������������������������������������������������

3. GENERAL INFORMATION �������������������������������������������������������������������������������������������������

4. REQUIREMENTS ���������������������������������������������������������������������������������������������������������

5. RESPONSIBILITIES ���������������������������������������������������������������������������������������������������������

6. QUESTIONS �����������������������������������������������������������������������������������������������������������������
FGIS Directive 9000.5 March 11, 2004

Page 2

1. PURPOSE

This directive establishes guidelines for using computer technology to issue official

inspection and weight certificates for export and domestic locations other than official

service points. This directive applies to certificates issued under the United States Grain

Standards Act (USGSA), as amended, and the Agricultural Marketing Act of 1946

(AMA)

2. REPLACEMENT HIGHLIGHTS

This directive replaces Program Directive 9000.5, dated March 11, 1999. This directi

was revised to include provisions for facsimile signatures for export shipments and to

establish an updated filing policy when official agencies and Federal Grain Inspection

Service (FGIS) field offices do not issue or produce hard copies of certificates.

3. GENERAL INFORMATION

FGIS is committed to the policy of adapting computer automation and Internet

technology into its national inspection and weighing programs as a means to improve

marketing efficiency and to reduce administrative costs.

Official certificates are important documents used in grain and commodity marketing.

To expedite receipt of official certificates, customers have expressed interest in using

special computer software to prepare and print a hard copy certificate at a location other

than the inspection office. One technology that is available transmits encrypted data

from the inspection location to another location where associated software de-encrypts

and generates official certificates. Remote certification improves operating efficiency by

reducing the time it takes for businesses to get official certificates into proper channels.

FGIS will evaluate plans regarding the installation and use of remote certification

systems for inspection and weighing services. Approvals are contingent on operatin

plans that demonstrate the control of all official information and official documentation

by official personnel.

4. REQUIREMENTS

a. Remote certification is available for any service. Official personnel may use

electronic facsimile signatures in lieu of handwritten signatures for export

certificates when this is acceptable to the applicant. Export ship certificates

require mechanical embossing by official personnel unless it is not required by

the applicant or interested parties

b. All grain certificates shall show the information and statements required under

sections 800.160 through 800.165 of the regulations. All AMA serv

certificates shall show the information and statements required under section

868.70 through 868.75 of the regulatio

c. Official personnel must demonstrate how certificates will conform to official

requirements regarding color, format, and required statements
FGIS Directive 9000.5 March 11, 2004

Page 3

d. Remote certification programs must have physical or electronic security features

which control unauthorized access to data to prevent manipulation or have audit

procedures or trails to monitor certificate issuance for deceptive or fraudulent use.

e. An accountability and verification system is required to ensure the proper

issuance of official certificates. Electronically generated certificate numbers must

be computer generated with only initial user intervention to initiate the sequence

at the time of program startup

f. Official personnel are not required to maintain a hard copy certificate for the

official file if the certificate is printed at a remote location. However, the

originating office must maintain an electronic file and have processes in place to

assure the proper retention and storage of the electronic information for the

appropriate retention period. A hard copy certificate is required for the official

file only when the certificate is printed at the office or laboratory of the official

service provider

5. RESPONSIBILITIES

a. Applicants for service

(1) Notify the field office or agency manager of interest in remote certificate

issuance

(2) Develop a protocol with the service provider describing how they will receive 

and dispose of electronic files.

c. FGIS Field Offices Managers:

(1) Provide oversight

(2) Review official agency’s detailed description and recommendation of the

project. Accept, amend, or reject proposa

(3) Monitor the issuance process during a trial period established by the field

office.

(4) Provide final approval or disapproval of the plan after the trial.

d. Director, Field Management Division

(1) Provide support and advice to field offices and official agencies.

(2) Provide evaluation of encryption and security systems

6. QUESTIONS

Direct any questions concerning this directive to the Policies, Procedures, and Market

Analysis Branch (PPMAB) at (202) 720-0228