Prepare product data for Digital Product Passports

Before gathering any data, start by understanding what kind of information your digital product passport must include. Requirements vary depending on your industry (textiles, electronics, batteries, etc.), but typically include:

• Product identity: name, type, model, and SKU
• Materials and substances: composition, origin, and recyclability
• Manufacturing details: factory location, production method, certifications
• Environmental impact: carbon footprint, energy consumption
• Repair and maintenance instructions
• End-of-life and recycling guidance
• Compliance and legal data: CE marks, REACH, RoHS, etc.

Check guidelines from:

• The European Commission’s Ecodesign for Sustainable Products Regulation (ESPR)
• Relevant ISO standards (e.g. ISO 22095, ISO/IEC 40180)
• GS1 and EPCIS standards for identifiers and traceability

You likely already have product data in ERP, PLM, or Excel files. But is it complete? Structured? Accurate?

Perform a data audit:

• Identify all current data sources (e.g. PIM, ERP, spreadsheets)
• Map existing data fields to DPP-required fields
• Highlight missing or inconsistent data
• Check file formats, units of measure, naming conventions

Tip: Create a spreadsheet listing each required DPP field, and whether your system already contains it.

Once you know what data you have, it's time to clean and standardize it for consistency and machine readability.

Checklist for data normalization:

• Use standard units (e.g. grams, centimeters)
• Apply controlled vocabularies (e.g. “polyester” instead of “pol.” or “Poly.”)
• Fix inconsistencies (e.g. different names for the same supplier)
• Ensure proper formatting (e.g. ISO 8601 for dates)
• Convert images, manuals, and certifications to standard digital formats (PDF, JPG, etc.)

Pro tip: DPP systems work best with structured JSON or XML schemas.

After identifying gaps and cleaning existing data, collect any missing information. This may involve:

• Contacting suppliers for bill of materials (BOM) or certificates
• Asking manufacturing partners for energy data or process info
• Researching packaging specs and recyclability
• Using tools like LCAs (Life Cycle Assessments) or EPDs to estimate environmental impact

Tip: Create a DPP data request template for your suppliers to fill in.

Digital product passports rely on unique identifiers to link each product with its data. Use globally recognized standards:

• GTIN (Global Trade Item Number) – ideal for retail products
• Serial numbers or QR codes – for traceability and tracking
• GS1 Digital Link – for scannable web-based access to product passports

Ensure that each product or batch has a persistent, scannable ID embedded on the label or packaging.

Now it’s time to organize all your data in a format that is compatible with digital product passport platforms.

Choose a schema or structure such as:

• JSON-LD (for embedding on web pages)
• EPCIS XML / JSON (for supply chain events)
• Custom JSON models (as used in DPPBuilder and other SaaS platforms)

Ensure your data schema covers:

• Product metadata
• Material and component hierarchy
• Lifecycle events (manufacturing, transport, maintenance, disposal)
• Links to supporting documents (PDF manuals, images, certificates)

Before uploading or generating DPPs, validate the data to catch issues early.

Use automated tools to:

• Check for missing fields
• Verify unit conformity
• Flag incompatible formats or encodings
• Confirm external links (e.g. PDF docs) are valid and accessible

DPPBuilder or similar platforms often include built-in validation tools to streamline this step.

Once validated, use a DPP platform or your internal system to generate the passport.

It will typically include:

• A machine-readable file (JSON/XML)
• A human-readable front-end (web or PDF)
• A public or private access point (QR code, GS1 digital link)

You may also choose to:

• Embed it on your product detail pages
• Share with customs, resellers, or recyclers
• Integrate with blockchain or supply chain networks for extra transparency

Digital product passports are living documents. Set up a system to maintain them:

• Track changes (versioning)
• Update records for repairs, recalls, or re-certifications
• Log events (ownership changes, usage, recycling)

Make sure your DPP system allows easy updates and compliance logs.

Your team and partners must know how to:

• Collect the right data
• Use the tools and templates
• Respond to customer and regulator inquiries

Organize training sessions, provide documentation, and clarify roles in the DPP lifecycle.