DPP Data Quality: 7 Checks Before Your First Digital Product Passport

DPP data quality starts before the QR code

A Digital Product Passport is not a static data sheet. It connects product identity, evidence and information from different systems throughout the product lifecycle. This is why the quality of a passport is determined not by the QR code, but by the reliability of the data behind it.

The ESPR sets a clear standard: the data in a Digital Product Passport must be accurate, complete and up to date. The applicable product-specific legislation will determine which information is required and whether the passport must be maintained at model, batch or item level. Source: Regulation (EU) 2024/1781, Articles 9 and 10.

The following seven checks can help businesses prepare a structured data foundation today.

1. Clearly define the product scope and responsibilities

The first step is to define the scope: Which products, variants and markets will the data set cover? The company's role—such as manufacturer, importer or distributor—is equally important. It determines which information the company must create itself, obtain from suppliers or verify.

A reliable data matrix should therefore include at least the product group, business role, responsible department and applicable legal basis. Our blog article Digital Product Passport (DPP): Which Companies and Products Are Affected, and When? provides an initial overview.

2. Determine the right level of granularity

Product data may be available at model, batch or individual item level. These levels are not interchangeable. A material value may remain stable for an entire model, for example, while a serial number, production location or repair event may apply only to one specific item.

For each data field, check:

• At which level is the information created?
• Which level does it apply to?
• Which identifier links it unambiguously to the product?
• How is data from different variants prevented from being mixed?

The final level of granularity depends on the applicable product-specific legislation. Assigning it early, however, helps avoid the need to separate combined data sets later.

3. Separate mandatory data from additional information

Not every available piece of information automatically belongs in a Digital Product Passport. At the same time, a well-designed passport must not omit any mandatory information. Create a controlled data catalogue that clearly distinguishes mandatory fields, optional information and internal-only data.

For every data field, document its definition, format, unit, permitted values and source. This turns a general requirement into a verifiable data set. The European Commission points out that the precise content will vary according to the product group and applicable legislation. Source: European Commission – Digital Product Passport.

4. Link identifiers consistently

The DPP must be connected through a data carrier to a persistent unique product identifier. In practice, this means that the product identifier, economic operator, facility, variant and associated evidence must work together consistently.

A common problem is that different systems use different spellings or keys. Check whether the ERP, PIM, PLM, supplier portals and DPP solution can all map the same identities unambiguously. The QR code is only the access point—it replaces neither the unique identifier nor the data logic behind it. Our article A QR code alone does not make a Digital Product Passport explains this in more detail.

5. Document data origin and supporting evidence

Every critical data value should be traceable to a reliable source. Examples include supplier declarations, test reports, certificates, calculation models and approved master data.

For each relevant value, record:

• the data source and responsible person or organisation,
• the creation and review date,
• the version or validity period,
• the associated evidence,
• and the status of the technical approval.

Provenance information provides little additional assurance if it is stored only as free text. It should be structured, versioned and linked to the corresponding data value.

6. Manage updates as an ongoing process

“Up to date” is not a one-time characteristic. Materials change, suppliers are replaced, certificates expire and repair or recycling information may be added during the lifecycle. Define specific events that trigger an update.

Useful triggers include a product change, a new supplier, an expiring document, a changed legal requirement or a quality-related event. Each trigger needs an owner, a deadline and a documented approval. Regular review intervals also help with data for which there is no clear event-based trigger.

7. Test access, interoperability and availability

Not every stakeholder should see the same information. Consumers, repair businesses, recyclers and authorities may receive different access rights. At the same time, the ESPR requires open standards and machine-readable, structured and interoperable data. The passport should be transferable without dependency on a single provider.

Do not test only whether the data is displayed. Also verify:

• whether roles and access rights work correctly,
• whether structured data can be processed by machines,
• whether links and data carriers remain functional,
• whether versions and changes remain traceable,
• and whether the information stays available for the required period.

The EU DPP Registry stores unique identifiers and registration data, but not automatically all detailed information contained in a product passport. The responsible economic operator remains accountable for providing that information and may use a DPP service provider. Source: European Commission – DPP Registry.

A simple pre-release check

Before releasing a Digital Product Passport, a business should be able to answer “yes” to the following questions:

1. Is every product uniquely identified?
2. Is there a binding definition for every mandatory field?
3. Are the source, responsibility and supporting evidence documented?
4. Have completeness and plausibility been checked?
5. Are update triggers clearly defined?
6. Do access rights and machine-to-machine data exchange work?
7. Will the data and its links remain available over the long term?

Businesses that establish these controls early do more than prepare for upcoming obligations. A structured data foundation also improves collaboration, traceability and change processes throughout the organisation.

SimpleDPP helps businesses bring product data together in a structured way, assign responsibilities and provide Digital Product Passports through a controlled process.