Purpose

A temporary process has been set up for CWS staff to electronically stamp permitting plans, specifications, and any other related documents that need to be stamped in the permitting process. This will eliminate the need to acquire hard copy permits for final processing if a permit was received via MiEHDWIS or in some cases via email (see paths below). This document will give guidance on how to set up a stamp and signature in Kofax Power PDF.

There are three main paths that a permit can take, and the signature/stamping requirements for each are below:

1. Permit received via MiEHDWIS

   1. Receiving - Ideally, the CWS will have a Certifier that can certify the documents sent to EGLE. This replaces the need for signatures upon receiving documents as the Certifier approval process allows certifying to act as a signature.

   2. Final Processing - EGLE staff must provide a stamp, Digital ID signature, and lock the document when signing. This process will be done through Kofax or Adobe using the provided guidance documentation until the process within MiEHDWIS is fully developed.

2. Permit received via email

   1. Receiving - If a permit package is received via email, the permit application must be signed with a certificate-backed digital signature. A wet signature that is scanned and upload is not acceptable. Any electronic signature that is not certificate-backed is not acceptable.

   2. Final Processing - EGLE staff must provide a stamp, Digital ID signature, and lock the document when signing. This process will be done through Kofax or Adobe using the provided guidance documentation. The generated permit from MiEHDWIS and the finalized permit package can then be emailed to the CWS and any other requested parties.
      Note: The generated permit document does not need to be stamped/signed.

3. Permit received via hard copy

   1. Receiving - A permit application received via hard copy must have a wet signature. The CWS can submit the permit application via email and follow Step 2 above, or ideally, add a Certifier to MiEHDWIS. Adding a Certifier to MiEHDWIS should be encouraged as it will cut down on mail and processing time.

   2. Final Processing - For hard copy plans, the final processing should adhere to the steps laid out in the Permits Received Externally SOP. If no portions of the permit have been received electronically, all final processing will have to happen to the hard copies.
      Note: The generated permit document does not need to be stamped/signed.

Using a Stamp

Applying the Stamp

Navigate to the Stamp tab on the Panel menu (typically left side of window). Select the EGLE CWS Permitting stamp created per Setting up a Stamp and Signature in Kofax Power PDF. Apply the stamp to the cover sheet of the document by clicking and dragging the mouse in the appropriate location and to the size desired. The size should allow for the text entered and certifying the signature to be easily visible. The stamp can be resized before the Certify process is completed. Alternatively, selecting the stamp and a single click in the desired location will apply the stamp in its standard 3-inch x 3-inch size.

Adding the Permit Number and Issued Date

The permit number and issued date must be entered manually using the Text Box tool. Kofax will not allow the Text Box to be created directly over the stamp. the Text Box will have to be placed near the stamp initially, and then moved and resized after creation.

In the Comment tab, click Text Box and apply it to the document. It may be useful to create a default text box style at this point for future use. To save the correct style as default, change the Text Color to black, the Fill Color to No Color, the Line Width to 0 pt, and click Save Default.

Enter the permit number (Activity ID) and the Issued Date assigned by MiEHDWIS on the final generated permit document. the permit number should be formatted as ACT-######, e.g. ACT-211890. The date should be formatted as XXX ##, ####, e.g. OCT 12, 2022. Space and align the text so that it fits into the appropriate stamp fields.

Certify/Sign a Document

Certifying a Document Using a Signature Scheme

It is important to have the stamp, permit number, and issued date applied and have the document in its finalized form before beginning the Certify process.

To Certify and digitally sign the document, click the Sign/Certify panel (typically on the left side). Click the Signature Scheme that was created in the setup guidance documentation. Once the Signature Scheme is selected, click and drag the mouse over the desired area. This should be at the bottom of the stamp within the white space.

On the Certify Document screen, make sure the correct Scheme is selected and choose Save. Save As will create an unnecessary copy and is not recommended. This will apply the signature that is associated with the Signature Scheme, lock the document, and certify the document. The document is now in an approved final state and is ready to be part of the finalized permit package. Certification is denoted by the blue ribbon on the signature.

Related Articles

Applying an Electronic Permit Stamp in Adobe Acrobat Reader DC

Setting Up a Stamp and Signature in Kofax Power PDF