Digitalization of transport documents: process optimization

The digitalization of transport documents is the focus of greatest interest among the different actors in the chain in view of the imminent arrival of the obligation to digitize the control document.

This was reflected in the round table “The countdown in road transport: the clash in digitalization and operations”, held as part of the V Transport Forum of the Spanish Logistics Center (CEL).

The process transformation of document digitalization in transport

As Rodrigo Martín, Transport and Logistics Manager at FIELDEAS, reflected during the round table discussion, the first step to address document digitization in road freight transport is to have an open mind, since it is not about going from paper to digital, but about transforming processes and optimizing them.

The obligatory nature of the digital control document in October 2026 is being the main driver for many companies to start the transformation process.

However, Rodrigo Martín wanted to go a step further, stressing the importance of looking to the future and the fact that this digitization is not like any other, since it is carried out within a sector with different casuistry, particularities and scenarios that must be taken into account.

So, the digitization process must cover the entire spectrum and the entire value chain, from the first link to the last.

Digital transformation: people, data and technology

One of the main messages of the round table discussion, in which Jaime Caro, Logistics Director of TENDAM; Ángel González, Deputy CEO of On Time; Ramón García, General Manager of CEL; and Javier Miranda, from Transporte XXI as moderator, also participated, is that the mandatory nature should be seen as a lever for change towards the digital transformation of the transport chain.

Moreover, as we have analyzed in different posts, the mandatory nature of the digital control document is only the first regulatory step in this direction.

In fact, the eFTI Regulation in Europe and a new modification of the ROTT in Spain will make it mandatory to digitalize all transport data, going beyond the mere digitalization of physical documents.

In this way, the most strategic decision is to assume this first obligation in October 2026 as the opportunity to transform the entire transport document ecosystem, so that new regulatory changes and new disruptions in the chain do not force companies to start from scratch to adapt to new scenarios.

For this digital transformation to be a success, three key aspects must be taken into account: people, data and technology.

V Foro Transporte CEL_Mesa debate digitalización documental del transporte por carretera_FIELDEAS (1)

V Foro Transporte CEL_Mesa debate digitalización documental del transporte por carretera_FIELDEAS (2)

V Foro Transporte CEL_Mesa debate digitalización documental del transporte por carretera_FIELDEAS (3)

V Foro Transporte CEL_Mesa debate digitalización documental del transporte por carretera_FIELDEAS (4)

Persons

Regardless of the technology that is applied, none will work if it is not taken into account that digital transformation is more about managing people than systems.

In this regard, Rodrigo Martín stressed the importance of involving all links in the transport chain in the digital transformation, especially in a sector that is highly conditioned by subcontracting.

“One of the keys to making the transformation work is that the technology must be useful to the large shipper and to the autonomous carrier.”

Likewise, a correct change management must be applied from the very beginning. In this regard, FIELDEAS has developed its own methodology called CAFS (Communicate, Assist, Train, Supervise).

Data

Another key point to consider in the digital transformation of road transport is data management.

As we have mentioned, the digitization of transport documents is not only about going from paper to digital, but also about digitizing the entire operation, however complex it may be.

Thus, ensuring interoperability is essential for all actors in the chain to communicate and manage documents easily, securely and in the same language.

Technology

The above two points must be supported by a technology capable of taking into account all the particularities of the sector.

As Rodrigo Martín explained, shippers, who must be the ones to lead the change, must choose a technology that allows them to grow and scale so that when there is a new regulation it will not be necessary to start from scratch.

In this way, it is important to differentiate the mere document digitalization solutions from those solutions that are designed by and for transportation, as is the case of FIELDEAS Track and Trace and its Smart Docs Hub document digitalization module.

Smart Docs Hub: digitization of transport documents with flexibility and security

The Smart Docs Hub document digitalization module is one of the most important modules within FIELDEAS Track and Trace, Supply Chain Visibility platform.

Conceived and designed to meet the real needs of the transport and logistics sector, this module is based on two main pillars: flexibility and legal and regulatory guarantees.