Why Digital Product Passports Need Supply Chain Collaboration

ESPR, the European Circular Economy regulation, is setting clear expectations for product transparency, evidence, and accountability. Meeting those expectations is not primarily a technology challenge, it is a data coordination challenge across complex value chains. Digital Product Passports succeed only when organisations collaborate to align data ownership, standards, and verification, transforming fragmented information into credible, audit-ready compliance.

This article demonstrates why effective, end-to-end supply chain collaboration is essential for the successful implementation of Digital Product Passports.

What a Digital Product Passport Needs (and Why One Company Can’t Fill It)

A Digital Product Passport is not a single dataset created at one point in time. It is a living record that accumulates information as a product moves through its lifecycle. To be meaningful, compliant, and usable, a DPP must bring together multiple categories of data — most of which are owned by different actors across the value chain.

No single organisation naturally holds all of this information. Data from different sources needs to be included to make a DPP work. To gain a deep understanding of Digital Product Passports (DPP), a detailed resource outlining the information they provide is available here. 

Who Owns What Data Across the Value Chain

Digital Product Passports depend on distributed data ownership. Each actor contributes a specific part of the product story:

• Suppliers
  
  • Raw material composition
  • Source and origin data
  • Chemical content and certifications
• Manufacturers
  
  • Processing and transforming data
  • Energy and emissions inputs
  • Assembly and quality records
• Brands / Product Owners
  
  • Product configuration and market information
  • Sustainability claims and reporting
  • Customer-facing documentation
• Retailers / Distributors
  
  • Market placement and availability data
  • Batch and lot traceability
  • Consumer access points to the DPP
• Repairers & Recyclers
  
  • Repair instructions and spare-part compatibility
  • Disassembly data
  • End-of-life and material recovery outcomes

Each dataset is valid only when it comes from the party responsible for that stage.

Why Collaboration Is Built into Digital Product Passports

Digital Product Passports are built on distributed data ownership. Because required information is created and held at different stages of the value chain, DPP data is fragmented by design. As a result, collaboration is not an optional enhancement — it is a structural requirement.

This is why collaborative pilot programmes play such a critical role in DPP implementation. They provide a controlled environment where multiple value-chain actors can work together to operationalise DPP requirements before full regulatory enforcement.

Through collaborative pilots, companies can:

• Define clear data responsibilities across suppliers, manufacturers, brands, and downstream partners
• Test data exchange between systems, ensuring interoperability rather than siloed solutions
• Validate data quality and completeness under real operational conditions
• Identify gaps and inconsistencies early, before regulatory deadlines apply
• Build trust between value-chain partners through shared processes and verifiable data

In practice, it is these pilot programmes that transform Digital Product Passports from compliance concepts on paper into functioning, real-world systems.

The Real Problem: Data Fragmentation Across the Supply Chain

Even the best-intentioned Digital Product Passport initiatives can fail if the underlying data is fragmented. In most supply chains, information exists in siloed systems — ERP(Enterprise Resource Planning), PLM (Product Lifecycle Management) platforms, supplier portals, or even simple spreadsheets. Add inconsistent naming conventions, units, or file formats, and the challenge multiplies.

Other common issues include:

• Missing evidence: Certificates, test results, or sourcing documents are often incomplete
• Outdated documentation: Information is not updated in real time, leading to inaccuracies
• Version-control problems: Multiple conflicting versions of the same document create confusion

When data is scattered, inconsistent, or incomplete, the consequences are serious:

• Inaccurate Digital Product Passports that fail regulatory requirements
• Compliance risks, including penalties or rejected audits
• Greenwashing accusations, undermining brand trust and credibility

The solution is collaboration combined with a unified digital approach, ensuring all actors can contribute, verify, and maintain accurate product information.

Collaboration as the Solution: What “Working Together” Actually Looks Like

If data fragmentation is the problem, structured collaboration is the solution. But collaboration is more than meetings or emails; it is a systematic, governance-driven approach that ensures every actor in the value chain can contribute, verify, and maintain accurate Digital Product Passport information.

Key elements of effective collaboration include:

• Shared data standards and definitions
  Agreeing on what each field means, the units of measurement, and data formats, so information from different sources is consistent and interoperable.
• Clear roles and responsibilities
  Defining who creates, verifies, updates, and approves each piece of passport data at every stage of the value chain.
• Data-sharing agreements
  Establishing rules for confidentiality, access levels, and audit trails to protect sensitive information while enabling transparency where required.
• Governance model
  A formal structure that includes a steering group, designated data owners, and clear escalation paths for resolving disputes or errors.

When these elements are in place, collaboration is no longer optional — it becomes the operational backbone of reliable Digital Product Passports. Pilot programmes, in particular, provide the environment to test, refine, and embed these practices before scaling across the full supply chain.

The Role of Innovation: Technology That Enables Collaboration

Collaboration alone is not enough — it must be supported by technology that makes data sharing practical, reliable, and scalable across the value chain. The right tools ensure that multiple actors can contribute, verify, and maintain Digital Product Passport information efficiently.

Key technological enablers include:

• Interoperability
  Systems are connected via APIs and common data schemas, allowing ERP, PLM, supplier portals, and traceability platforms to exchange information seamlessly.
• Digital identity and data carriers
  QR codes, NFC tags, and other digital identifiers ensure that products can be accurately tracked, accessed, and updated across the supply chain.
• Data quality tools
  Validation rules, certificate management, and evidence linking help ensure that the information in a Digital Product Passport is accurate, complete, and auditable.
• Optional automation
  Automating supplier onboarding, updates, and notifications reduces manual effort and helps maintain continuous, real-time accuracy across the entire product lifecycle.

By combining structured collaboration with these technological enablers, companies can move from fragmented, error-prone processes to trustworthy, scalable Digital Product Passports — creating value for regulators, brands, and consumers alike.

Practical Playbook: How to Start Collaborating on Digital Product Passports Now

Starting a full-scale Digital Product Passport initiative across your entire value chain can feel overwhelming. The key is to begin small, structured, and measurable. A pilot approach allows you to test processes, validate data, and refine collaboration practices before scaling.

Step 1: Launch a Pilot

• Choose one product line or one supplier tier to start.
• Focus on a manageable scope to learn without overextending resources.

Step 2: Define a Minimum Viable Passport (MVP)

• Identify the essential data fields that must be captured (materials, origin, chemicals, carbon footprint, repairability, recycling info).
• Create an evidence checklist to ensure each data point is verifiable.

Step 3: Standardise Supplier Data Requests

• Develop a template for requesting information from suppliers.
• Agree on a cadence for updates (monthly, quarterly, or aligned with production cycles).

Step 4: Set Clear KPIs

• Track data completeness (% of required fields filled).
• Monitor accuracy through validation rules and cross-checks.
• Measure update frequency and supplier participation rates.
• Use KPIs to identify gaps and guide improvements in future iterations.

By following this structured playbook, companies can turn collaboration into measurable outcomes, build trust across the value chain, and gradually scale Digital Product Passports from a pilot to enterprise-wide adoption.

 Common Pitfalls (and How to Avoid Them)

Even well-intentioned Digital Product Passport initiatives can stumble if key lessons from collaboration and pilots are ignored. Awareness of common pitfalls — and proactive strategies to address them — is essential for success.

1. “Tech-First, People-Last” Implementations

• Pitfall: Focusing on software or platforms before engaging suppliers and internal teams.
• How to avoid: Start with value-chain collaboration, clear roles, and agreed data responsibilities before layering in technology. Use pilot programmes to validate workflows.

2. No Single Source of Truth

• Pitfall: Multiple disconnected spreadsheets, systems, or file versions lead to conflicting information.
• How to avoid: Establish a centralised or interoperable system that consolidates verified data while maintaining auditability.

3. Over-Collecting Data Too Early

• Pitfall: Trying to capture every possible data point before processes are tested, leading to supplier fatigue and incomplete submissions.
• How to avoid: Start with a Minimum Viable Passport (MVP) in a pilot, focusing on essential fields and gradually expanding scope.

4. Unclear Ownership Across Teams

• Pitfall: Sustainability, compliance, and product teams assume someone else is responsible for data creation, verification, or updates.
• How to avoid: Define clear ownership and accountability at every stage, and embed this into your governance model.

By anticipating these challenges and embedding collaboration, pilots, and structured governance from the start, companies can avoid common missteps and ensure their Digital Product Passports are reliable, complete, and trusted.

Case-Style Example: Collaboration in Action

Imagine a brand working with three key suppliers on a pilot Digital Product Passport:

1. The brand and suppliers align on essential data fields — materials, origin, chemicals, and carbon footprint.
2. Each supplier provides verified information according to agreed formats and evidence requirements.
3. The brand consolidates the data into a unified passport accessible to internal teams, auditors, and downstream partners.

The results are immediate and tangible:

• Faster audits: Data is verified and consistently formatted, reducing time and effort for compliance checks.
• Stronger sustainability claims: Verified, traceable data support credible marketing and reporting.
• Smoother resale and repair: Complete product information enables circular economy activities, including repair, refurbishment, and recycling.

This scenario illustrates how focused collaboration, even on a small scale, can unlock measurable benefits and demonstrate the value of Digital Product Passports before full-scale rollout.

Real-World Progress: How DigiProd Pass Is Driving Collaboration

Digital Product Passports are moving from concept to reality, and DigiProd Pass provides tangible evidence that partnerships and ecosystem collaboration are the key drivers of progress.

Cross-Border Pilot Collaboration: Furniture Sector

DigiProd Pass launched a strategic pilot partnership with Sourcebynet, a global sourcing and supply chain partner supporting furniture brands and manufacturers, engaging teams across Denmark, Vietnam, and Singapore to align data structures and passport formats and demonstrate how Digital Product Passports can function across borders and supply chains. As part of the pilot, selected products will be equipped with DigiProd Pass-powered DPPs and showcased at the Furniture Fair in Shanghai, China, providing a public, hands-on demonstration of DPP technology for industry stakeholders.

Industry & Ecosystem Partnerships: Bangladesh Supply Chain Readiness

DigiProd Pass has formed collaborations and Memorandums of Understanding (MoUs) with BGMEA (Bangladesh Garment Manufacturers and Exporters Association) aimed at preparing local RGM industries for EU compliance requirements. These initiatives illustrate that DPP adoption is not just about software, it requires coordinated work across organisations, suppliers, and local ecosystem partners.

EU Project Collaboration: Circular Plastics & Automotive

DigiProd Pass participates in collaborative initiatives such as EcoPlast and autoMatPass, focusing on closing data gaps to enable traceability, sustainability, and circularity. These projects demonstrate that DPP progress depends on shared innovation and joint problem-solving at the sector level.

Manufacturing Partnerships

DigiProd Pass also collaborates directly with industry players, such as the DFS Group drives DPP adoption in manufacturing contexts. These partnerships show how hands-on collaboration with brands, suppliers, and technology providers can create practical, operational solutions.

Takeaway: Across pilots, industry initiatives, EU projects, and manufacturing partnerships, DigiProd Pass demonstrates that Digital Product Passports succeed when collaboration is structured, cross-functional, and ecosystem-driven.

Conclusion: Digital Product Passports Are an Ecosystem Effort

Digital Product Passports are more than digital forms or compliance documents; they are trust infrastructures that only become meaningful when multiple value-chain actors collaborate. Technology, standards, and governance are essential enablers, but the real impact comes from structured collaboration, pilot programmes, and ecosystem partnerships.

For companies ready to take the next step, the path is clear:

• Assess readiness across products, suppliers, and internal teams
• Pick a pilot to start small and learn quickly
• Align partners around data responsibilities, standards, and evidence requirements
• Build the data foundation that will scale into a full Digital Product Passport implementation

By embracing collaboration as the backbone of DPPs, organisations can turn regulatory requirements into operational advantage, trusted sustainability claims, and circular economy opportunities.

FAQs

1. Who owns the data in a Digital Product Passport?
Data ownership is distributed across the value chain. Each actor — suppliers, manufacturers, brands, and recyclers — retains responsibility for the information they create, verify, and update. Governance models and pilot programmes clarify these roles to ensure accountability and trust.

2. How do we protect intellectual property (IP)?
DPP systems use access controls, confidentiality agreements, and audit trails to protect sensitive information. Data-sharing agreements define who can see, update, or verify each field, balancing transparency with IP protection.

3. What’s the first step to get started with a DPP?
Start small. Launch a pilot on one product line or supplier tier, define a minimum viable passport (MVP) with essential data fields, and align partners on data responsibilities. Use the pilot to test systems, refine workflows, and build trust before scaling across your full supply chain.

Sources:
European Commission – Ecodesign for Sustainable Products Regulation (ESPR)
CIRPASS – Digital Product Passport Implementation (EU-funded project)
CIRPASS-2 – Digital Product Passport Pilot Programmes
GS1 US – GS1 Digital Link (Identifiers & Data Carriers)
ECHA – Candidate List Substances in Articles (REACH information duties)
 

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