What is a Digital Control Document (DeCA)? Regulations, Features, and Benefits

With the upcoming requirement to use the digital control document (DeCA) in Spain (October 2026), many companies in the supply chain need to understand how this will affect their day-to-day operations.

In this post, we examine what the digital control document (DeCA) is, its main features, and the benefits it offers to the various stakeholders in the supply chain.

What is a Digital Control Document (DeCA)?

The administrative control document is a mandatory document for the transport of goods by road in Spain.

The data to be contained in this document will be those to be reviewed by the control agents during the in-transit verification. Therefore, it must be carried on board the vehicle and accompany the goods during transport, regardless of the format to be used.

The digital version, the digital control document—also known as the Electronic Administrative Control Document (DeCA)—will become the only valid version as of October 2026, as stipulated in the Sustainable Mobility Act.

Digital control document regulations

The administrative control document is regulated by Order FOM/2861/2012, which establishes its nature and obligations.

Its electronic version is also based on this standard and must meet the same requirements as the paper version.

As specified, the responsibility for completing the document lies with both the actual carrier and the contractual shipper, which means that two copies of the document must be issued.

As mentioned above, the Sustainable Mobility Law, in its eighth transitory provision, determines that this document must be issued in electronic format as of October 2026, completely eliminating the use of paper.

Characteristics of the digital control document

The control document, although mandatory, is not limited to a specific format, which allows the mandatory data to be included in other transport documents such as the consignment note.

However, if the control document and the consignment note are to be further unified, it will be necessary to digitize the consignment note as well, since the administration will not accept paper documents when requesting the presentation of the digital control document.

In any case, the purpose of the control document or DeCA is:

• Proof of the existence of a contract of carriage
• Enable the Administration to verify the traceability and legality of the service.
• To be an instrument of inspection to prevent unfair competition.

Required information for the digital control document (DeCA)

Like the paper version, the digital control document must include the following data:

• Name or company name, VAT number and address of the contractual shipper
• Name or company name and Tax ID number of the actual carrier
• Place of origin and destination of the consignment being transported
• Nature and weight of goods transported
• Date of transport of the consignment in question
• Registration number of the vehicle(s) used for the transportation
• Comments, reservations, or any other indication

Read the post The 6 essential data of the road freight transport control document for more information.

Verification of the Digital Control Document During Transit (DeCA)

The aspect that changes in the digital control document with respect to the traditional one is the in-transit verification.

To this end, we must take into account the amendment to the Land Transport Regulation (ROTT) of June 2026, which establishes the requirements that electronic administrative control systems and documents used in road transport must meet.

With regard to control mechanisms, the ROTT establishes a single valid method of verification:

• A QR code that directs to a URL where the digital document is hosted.

This system ensures that authorities can access the information quickly and reliably.

Points to bear in mind to ensure the validity of the DeCA

The amendment to the Regulations of the Land Transport Planning Act (ROTT) in June 2023 established the systems and requirements for electronic administrative control documents required in road transport.

However, the publication of the Resolution of June 5, 2026, issued by the General Directorate of Road and Rail Transport, has expanded these requirements in order to facilitate their implementation by the various economic operators involved.

Consequently, this resolution once again amends the Land Transport Regulation (ROTT), which provides as follows:

Electronic files: Invalidity of scanned documents

• The control document must be generated digitally before the service begins (scanning it is not acceptable). It must include the date and time of creation and of any changes. It must be stored in a repository accessible for inspection. Each document must have an HTTPS URL. The file must be a PDF no larger than 5 MB, with the creation and modification dates included as metadata.

QR code

• The electronic files generated must include a QR code within the PDF itself that links to the document’s unique and specific web address (URL).
• A copy of the DeCA must be provided to the driver to keep in the vehicle. The driver may display a copy on a mobile device via the QR code or carry a paper copy with the QR code printed on it.
• Electronic files must be retained for at least one year.

DeCA signature: for contractual purposes only

• Confirmation that it is permissible to use the national waybill, the CMR, or the ADR as a DeCA, provided that the mandatory information from the control document is included and the requirements of each document are met.
• Requirement to sign the control document or DeCA if it is used for contractual purposes ( i.e., the waybill is used as a control document). In such cases, an advanced or qualified electronic signature must be used, in accordance with the eIDAS Regulation.

Inclusion of multiple services in a single DeCA

It is possible to list multiple services on a single DeCA document, provided that the contractual shipper and the actual carrier are the same for all shipments. In this case, the details for each individual shipment must be clearly identified.

The prevalence of eFTI

• If the data is submitted using the format defined by the eFTI Regulation, it will not be necessary to submit the DeCA as described in this resolution.
• The Resolution emphasizes that the DeCA applies to domestic transport operations, while international transport operations that partially traverse Spanish territory are excluded (such operations will use the control documents established in the agreements signed by Spain).

Benefits of the digital control document for the different stakeholders

The digitization of the control document not only responds to a regulatory obligation. It also introduces significant improvements in the daily operations of the supply chain.

Among the more cross-cutting benefits are increased visibility and traceability of transport operations, greater security in data management and processing, cost and time savings, and more precise control over the subcontracting chain, which contributes to greater transparency throughout the logistics process.

Moreover, this change representsthe first step in a broader digital transformation of the transportation sector.

The implementation of the digital control document acts as a lever for the progressive digitization of the other documents associated with logistics operations, such as the consignment note, the delivery note or the eCMR, in line with regulatory developments and the European strategy for the digitization of transport.

Benefits of the Digital Control Document (DeCA) for Shippers

For shippers, the digital control document allows for improved tracking of shipments from origin, increasing visibility on the status of shipments and facilitating greater control over contracted operations.

In addition, it helps to reduce administrative errors derived from the manual management of documentation and to speed up invoicing processes.

Benefits of digital DeCA for logistics operators

Logistics operators benefit from greater efficiency in document management by being able to centralize and digitize the information associated with different shipments.

This facilitates coordination between the different actors in the supply chain and improves the overall traceability of operations, especially in environments with multiple subcontractors.

Benefits of the electronic control document for carriers

For carriers, the digitization of the control document simplifies administrative processes and reduces the paperwork burden.

It also provides greater legal certainty by having an accessible and verifiable digital record, aligned with roadside inspection requirements.

Benefits of the digital control document for end customers

End customers gain greater transparency about the status of their shipments, which translates into a better service experience.

Improved traceability provides more reliable and up-to-date information on the transport chain, enhancing confidence throughout the logistics process.

Flexible and secure control document digitization: Smart Docs Hub

Smart Docs Hub is the document digitization module for the transport of FIELDEAS Track and Trace and focuses on the complete digitization and management of any document used in a transport expedition.

This solution is based on two basic pillars: legal and regulatory guarantees and flexibility.

Legal guarantee

• FIELDEAS Smart Docs Hub meets all the regulatory requirements for document digitalization.
• It is a platform authorized by the Ministry of Transport and Sustainable Mobility.
• Guarantees administrative validity. It serves as support in processes such as VAT recovery and serves as evidence in litigation and disputes over the delivery of goods, thanks to the integration of the advanced digital signature.

Flexibility

• All documents can be digitized.
• Smart Docs Hub offers different ways to create documents.
• It provides the user with different signature modalities, including advanced digital signature (digital certificate, biometric signature, OTP), in line with eIDAS and ROTT.
• It offers different channels for document management (Web, App T&T, App Lite, App Totem, Remote Signature; WhatsApp Channel), ensuring a correct adaptation to the multiple transport models applied in the market.

Smart Docs Hub thus transforms the digitization of control documents into a structured, secure process that is ready for the mandatory requirement set to take effect in October 2026, while driving the transition toward a fully digital environment for transportation document management.