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Digital Product Passport: Avoid Extra Work on the Path to Compliance.
Quick Access:
- DPP: Product Data for Different Users & Information Needs
- Essential: A Reliable Source of Product Data
- Data Governance for Digital Product Passports
- Potential Pitfalls in DPP Preparation
- How to Prepare for DPP Compliance
- From Compliance to Structural Data Maturity
- Frequently Asked Questions
The DPP is a digital identity card for products that will become mandatory in phases across the European Union from 2027 onwards. The first specific obligation applies to certain batteries from February 18, 2027. Requirements and effective dates for other product groups will be established separately.
By scanning a digital data carrier, such as a QR code on the product, packaging or accompanying documentation, consumers and other users can access product information. The applicable European legislation will determine which data must be available for each product group and who may access it.
The DPP is therefore fundamentally about data. Scanning a product, package or label is only the starting point. The greater challenge lies in everything that needs to be organized behind it. The Digital Product Passport puts the availability, reliability and traceability of product data throughout the supply chain to the test.
A Digital Product Passport requires reliable data, clearly defined processes, effective system integrations, and clear agreements on ownership and access. When these elements are not properly organized, DPP compliance may lead to additional manual work, duplicate checks, separate files and fragmented information.
Who Can Access Which Information in the Digital Product Passport?
A Digital Product Passport is not a static product page that displays the same information to everyone. The data that can be accessed depends on the applicable product legislation and the access rights defined for each user role.
Depending on the product group, the DPP may provide information to:
- Consumers: information about materials, origin and repair options.
- Supply chain partners: technical specifications, certifications and logistics data.
- Regulatory authorities: compliance information and evidence of conformity with legislation.
- Recyclers: information about the components and materials a product contains and how these can be safely processed or recovered.
The data carrier, such as a QR code powered by GS1 , primarily acts as the gateway. The real value lies in the underlying data, its structure, and the agreements that determine who can access which information.
DPP: Product Data for Different Users & Information Needs.
For organizations, the introduction of the Digital Product Passport means that relevant product data will no longer be used only internally or for specific channels. Depending on the applicable product rules, different data sets will need to be made digitally accessible to different user roles.
| User | Information Needed |
|---|---|
| Consumer | Origin, materials, sustainability, maintenance, repair |
| Retailer or wholesaler | Commercial product information, classifications, availability |
| Supply chain partner | Technical specifications, certificates, logistics data |
| Regulatory authority | Compliance data, declarations, supporting evidence |
| Repair service provider | Spare parts, manuals, maintenance instructions |
| Recycler | Material composition, disassembly information, processing guidance |
DPP compliance requires more than collecting product information. Organizations need to determine which data is required, where it is stored, how current it is, who owns it, and under which conditions it may be shared.
When these agreements are missing, different departments may start collecting, validating or enriching the same information separately. This not only creates additional work but also increases the risk of inconsistencies and errors across data sources.
Essential for DPP: A Reliable Source of Product Data.
A key principle of the Digital Product Passport is that information must be reliably connected to the correct product identity. This becomes more complex when product data is distributed across PIM, ERP, PLM and MDM systems, supplier portals, compliance files and separate spreadsheets.
In these situations, questions may arise such as:
- Which source is leading?
- Which data is current?
- Which certification belongs to which product?
- Which information may be shared externally?
- Who updates the data when information is missing or outdated?
- How do you prevent the same data from being maintained in multiple places?
There is a risk that creating Digital Product Passports will not become a structured data process, but instead turn into a series of correction cycles ahead of every deadline, product group or reporting requirement. A solid data foundation is therefore important for reliable DPP compliance.
The Digital Product Passport Affects Multiple Systems and Departments
Preparing for the DPP is not the responsibility of a single department. Product data affects marketing, e-commerce, IT, compliance, sustainability, procurement, supply chain and category management.
Different systems also play different roles within an organization. A PIM system can be important for managing commercial product information and publishing it to channels. ERP systems often contain item, logistics and operational data. PLM may be relevant for product specifications and material information. MDM helps organizations manage core data consistently. Supplier portals may be needed to collect data from across the supply chain.
When systems, sources and processes are not properly aligned, or when it is unclear which system is leading for specific data, different forms of additional product data work may arise. Examples include manual exports, additional checks, extra coordination between departments, duplicate data entry, or repeatedly requesting supplier information that has already been provided elsewhere.
The challenge of DPP compliance is therefore not only technical. It is primarily about how data moves through the organization, who performs each step, and how changes are managed.
Data Governance for Digital Product Passports.
A DPP that complies with laws and regulations requires clear data governance . Not as a policy document, but as a practical set of agreements embedded in daily processes.
Organizations should be able to answer questions such as:
- Which product data is mandatory, desirable or dependent on context?
- Which systems are leading for which data?
- Who owns product information, certificates and sustainability data?
- How is data quality monitored?
- How are changes tracked?
- Which information is publicly accessible, and which is available only to specific supply chain partners?
- How is supporting evidence documented for compliance purposes?
- How do you prevent the same data from being maintained manually in multiple places?
When data governance is not translated into practical ways of working, teams may start working around existing processes. They may use separate spreadsheets, temporary exports, shared folders or manual checks alongside the source systems.
These solutions can help make information available in the short term. Over time, however, they may increase the administrative burden, create unclear ownership, and reduce control over data quality.
Potential Pitfalls in DPP Preparation.
DPP compliance can become unnecessarily labor-intensive when organizations discover too late that their data and processes are not properly aligned. Common pitfalls include:
| Pitfall | Potential Consequence |
|---|---|
| Data is spread across multiple systems | Teams must manually locate, combine and verify information |
| Ownership is unclear | It is unclear who should resolve missing or incorrect data |
| Supplier data is not standardized | Additional work is required during onboarding, validation and enrichment |
| Compliance information is separate from product data | Supporting evidence must be manually linked to products |
| Changes are not managed centrally | Different versions of the same product information emerge |
| Access rights have not been defined | It becomes difficult to determine who is allowed to see which information |
| DPP is treated as a standalone project | Temporary solutions remain alongside existing processes |
Poorly organized product data is not only a data quality issue; it primarily becomes a process issue. The less clear the structure is, the more time teams spend on recurring manual activities such as:
- Searching: where is the correct information stored, and which version is authoritative?
- Checking: is the data accurate and complete?
- Correcting: manually resolving errors and inconsistencies.
- Coordinating: confirming internally and with suppliers which information is correct.
As these activities accumulate, DPP compliance requires increasing capacity from teams already responsible for product data, supplier data or compliance processes. The costs then do not come from the legislation itself, but from the weak foundation underneath it.
How to Prepare for DPP Compliance?
For many organizations, it is not necessary to start immediately with a complete technical DPP solution. A better first step is to understand the current state of product data and the processes surrounding it.
Start by asking questions such as:
- Which product groups are likely to be affected by DPP requirements?
- Which information will be required?
- Where is this information stored today?
- Which data is missing or insufficiently reliable?
- Which suppliers or supply chain partners need to provide data?
- Who internally owns the most important data fields?
- Which systems need to be integrated or cleaned up?
- Which information may be shared publicly, and which may not?
- Which manual checks are already required to make product information complete?
- Where does duplicate work occur across departments or systems?
Assessing your organization’s data readiness makes it easier to identify where the greatest risks of additional work lie. The challenge may be missing supplier data, unclear ownership, outdated systems, separate compliance files or insufficient data quality. In many organizations, it is a combination of these factors.
From Compliance to Structural Data Maturity.
The Digital Product Passport is driven by regulation, but its impact extends beyond compliance. Organizations that organize their product data and processes effectively also create a foundation for better e-commerce, more efficient supply chain collaboration, faster time-to-market for new products, and more reliable reporting.
The DPP is therefore not only another obligation to meet. It also provides an opportunity to take a structural look at how product data is managed, validated and shared across your organization.
The relevant question is not only: “How will we comply with the DPP requirements?” Equally important is: “How do we prevent DPP compliance from leading to additional manual work, separate files and recurring correction cycles?”
Frequently Asked Questions
Under the ESPR, a Digital Product Passport may become mandatory for a broad range of physical goods, including components and intermediate products. The ESPR includes exceptions for categories such as food, animal feed, medicinal products, living organisms and products of human origin.
Which product groups will actually require a DPP, and from which date, will be determined separately for each product group. Textiles, furniture, tyres, mattresses, iron and steel, and aluminium are among the priority product groups for further development.
Squadra Helps Your Organization Prepare for and Comply with Digital Product Passport Requirements.
We help organizations prepare their product data, governance and systems for upcoming product data regulations, including the Digital Product Passport.
Our Data Readiness Scan assesses your organization’s current position, identifies data gaps, and highlights process risks that require attention. This provides a clear view of the steps needed to build a scalable data foundation for compliance, supply chain collaboration and digital growth.
Get in touch today and discover how we can support your organization!
