Understanding the EUDR Information System

The EU Deforestation Regulation (EUDR) has set a new bar for traceability, especially for businesses handling commodities like coffee, cocoa, palm oil, soy, cattle, timber, and rubber. While the regulation itself has sparked plenty of headlines, it’s the EUDR Information System that will determine whether companies can actually meet the new requirements.

This article breaks down what the system does, how it functions today, where it still falls short, and what businesses should realistically expect as we approach the enforcement deadline.

What the EUDR Information System Is Supposed to Do

The EUDR Information System (EUDR-IS) is the central online platform for submitting Due Diligence Statements (DDS). These statements are the key compliance documents that prove your products aren’t linked to deforestation or forest degradation.

The system is more than just a form filler. It is designed to:

• Accept DDS submissions from operators and traders
• Capture geolocation data for product origin (via map or file upload)
• Track product characteristics like HS codes, volume, and description
• Allow reference to previously submitted DDS via verification numbers
• Support dashboard-based management of submissions

In short, it’s the digital gatekeeper between your products and the EU market.

A System Built Around Geolocation and Traceability

One of the core EUDR requirements is proving where exactly your product came from. That means not just knowing the country of origin but providing precise geographic coordinates or mapped polygon areas for sourcing sites.

The EUDR-IS allows you to do this by:

• Drawing locations manually on a digital map
• Uploading bulk coordinates using GeoJSON files
• Re-using or copying location data for recurring sources
• Matching data to DDS using unique reference IDs

If your supply chain includes thousands of farmers or multiple collection points, this isn’t a nice-to-have feature. It’s essential.

Bulk Management and API Integration: Good in Theory, Challenging in Practice

For large traders and vertically integrated businesses, managing hundreds or thousands of statements manually is a non-starter. That’s where the API (Application Programming Interface) comes in.

The idea is to let companies integrate the EUDR-IS with their own internal systems to:

• Submit DDSs automatically
• Push geolocation files in bulk
• Sync status updates from the EUDR dashboard into internal tools

Sounds ideal. The catch? As of mid-2024, technical documentation for the API was still incomplete, and several trade associations have raised the alarm that businesses need months to prepare for API connectivity. Without early access and detailed specs, integration becomes a last-minute scramble.

Known Technical Limitations of the System

Several key issues were flagged during the initial pilot testing in January 2024. According to industry feedback, these limitations pose real obstacles to proper compliance:

• File size limits: The 25MB cap on uploads translates to roughly 1 million data points. For bulk commodities like palm oil, that’s often not enough to cover even a few shipments.
• Time-limited edits: Once submitted, DDSs can only be amended within 72 hours. For complex chains, this window can close too fast.
• GeoJSON-only format: Companies that built traceability systems using other geospatial formats now have to convert everything, adding time and friction.
• System not yet stress-tested: There’s no guarantee that it can handle real-time, high-volume submissions across multiple sectors.

The Training Environment vs. Live System

The Commission provides two versions of the platform:

• LIVE Server: This is where real, legally binding DDSs are submitted.
• ACCEPTANCE Server: A replica training version where companies can practice submissions without legal consequences.

Both are useful, but there’s growing concern that training time won’t be enough. If the live system isn’t fully functional until December 2025, most companies will be left with just a couple of weeks to migrate, train staff, and ensure full compliance before the rules kick in.

What Businesses Are Asking For

Several industry bodies, including FEFAC, CAOBISCO, ECF, and others, have issued a joint letter to the Commission. Their core requests include:

• A second round of pilot testing with full transparency
• Early and detailed access to API specs
• Lifting or expanding the 25MB upload limit
• Accepting multiple geolocation file formats, not just GeoJSON
• Launching the live system by early November, not mid-December

These aren’t just wishlist items. They reflect operational realities, especially for businesses sourcing from hundreds of thousands of smallholder producers.

So Where Does the EUDR Information System Stand Today?

Here’s a quick status check based on public updates:

• The Commission says it is working on finalizing the system in time for the 30 December 2025 enforcement date.
• An API is in development, but technical specs are still incomplete.
• Training materials, videos, and manuals are now available, but many operators have yet to test the live environment.
• There is still no public confirmation that the platform will support large-scale uploads or integrations by Q4 2025.

Practical Steps Businesses Can Take Now

The EUDR Information System may not be fully ready yet, but waiting until the last minute is not an option. Businesses that start preparing now will be in a far better position to meet the regulation’s demands when enforcement begins. Below is a more detailed checklist to help you move forward with confidence:

1. Map Your Supply Chain Thoroughly

Begin by identifying all suppliers, sourcing regions, and product flows that fall under EUDR scope. This includes:

• Direct and indirect suppliers involved in producing, processing, or exporting regulated commodities
• Farms, plantations, mills, cooperatives, and collection centers
• Third-country exporters and EU-based traders who handle the same products

You’ll need precise origin data, not just country-level detail. Understanding your upstream relationships now will make geolocation data collection much easier later.

2. Collect and Organize Geolocation Data

Start working with your suppliers to gather geolocation coordinates for production areas. These must be provided as either single points or polygons, depending on the commodity. Key actions include:

• Requesting coordinates in advance from suppliers or third-party traceability providers
• Converting existing records into the required GeoJSON format
• Verifying the accuracy and consistency of location data (e.g. no gaps or duplicates)
• Storing files in a well-structured internal database or digital repository

If you’re dealing with high volumes or smallholder sourcing, plan ahead for how you’ll manage polygon mapping at scale.

3. Familiarize Your Team with the Information System

Your compliance or procurement teams will be expected to navigate the EUDR-IS with precision. Use the ACCEPTANCE Server (training environment) to:

• Practice uploading DDSs manually and via file
• Test polygon or coordinate-based geolocation inputs
• Simulate workflows like referencing prior DDSs or copying submissions
• Identify gaps in internal SOPs or team knowledge

The earlier your team gets comfortable with the system’s interface and logic, the less painful it will be when real submissions are due.

4. Track Regulatory and Technical Updates Closely

The EUDR Information System is still evolving, and changes can affect your compliance strategy. Designate a team member to:

• Subscribe to relevant EU newsletters and Commission updates
• Attend virtual training events hosted by DG Environment or partner associations
• Monitor API documentation releases and technical specifications
• Share internal alerts whenever deadlines shift or new features go live

Being late to a platform update or API change could set your integration efforts back weeks.

5. Engage with Software Vendors and IT Teams Early

If your business relies on digital tools like ERPs, supply chain traceability platforms, or internal data management systems, now’s the time to ask:

• Do these systems already support EUDR requirements?
• Will the vendor offer direct integration with the EUDR API?
• How will bulk uploads, status syncing, or DDS tracking be handled?
• What’s the timeline for building or releasing the necessary updates?

Don’t assume your tools will “just work” when the time comes. IT preparation takes time, and vendors may prioritize requests from companies who reach out early.

6. Simulate a Full Submission Workflow

Before the live system goes online, it’s helpful to run a dry test internally. This might include:

• Selecting a sample product or shipment
• Mapping its origin, collecting geo-data, and preparing documentation
• Creating a mock DDS in the training environment
• Walking through the submission, amendment, and reference process

Doing a full end-to-end run will reveal bottlenecks, data gaps, or roles that need clearer responsibilities

By taking these steps now, businesses can significantly reduce the risk of disruption once the EUDR enforcement deadline arrives. You don’t need to have everything perfect yet, but you do need to start moving. The companies that treat this as a digital transformation challenge, not just a compliance checkbox, will be the ones best equipped to stay in the market.

How We Help You Prepare for EUDR Compliance

At EUDR Compliance, we understand how overwhelming it can be to navigate the technical and operational demands of this regulation, especially when the Information System is still evolving. That’s exactly why we built our platform to simplify the hard parts of compliance.

Our solution combines satellite-based automated monitoring, real-time sustainability insights, and deforestation detection tools to support your due diligence efforts. We don’t just help you gather data – we help you understand it, validate it, and report it in a way that matches EUDR requirements.

Here’s what you can expect from us:

• Automated deforestation monitoring using high-resolution satellite data
• Geolocation tracking to support accurate DDS submissions
• Support across all major EUDR commodities including palm oil, soy, cattle, cocoa, and timber
• Straightforward dashboards and compliance workflows that save your team hours of manual work
• Cost-effective reporting tools that don’t compromise on quality or accuracy

Whether you’re just starting to prepare or already deep in your traceability setup, we’re here to help you move fast, stay compliant, and avoid last-minute surprises.

Why the System Matters More Than It Seems

The EUDR Information System isn’t just a technical tool. It’s the mechanism that decides who can trade in the EU market and who gets blocked at the border. If the system fails or isn’t ready, the entire regulation risks stalling.

And let’s not forget: the system is also the single source of truth regulators will use to verify claims, run inspections, and track non-compliance.

So yes, it needs to work. And it needs to work soon.

Final Thoughts

For now, companies are stuck in a bit of a limbo. The rules are final. The deadline is firm. But the system that’s supposed to make it all work still has some serious gaps.

If you’re part of a regulated supply chain, don’t wait for perfection. Focus on what you can control: your data, your processes, and your internal training. And keep pushing for clarity from the top. Because when the switch flips at the end of 2025, your ability to trade might come down to how well your DDS uploads and whether the system can keep up.

Frequently Asked Questions