DeCA: FAQs on the Electronic Administrative Control Document
25 Jun 2026
Effective October 5, 2026, the Electronic Administrative Control Document (DeCA), which is required for the transport of goods by road, will become mandatory, replacing the paper version.
However, implementing the DeCA is not simply a matter of replacing the paper document with a PDF. Both the document and the system used to generate and manage it must meet a series of technical and operational requirements that ensure its availability, integrity, traceability, and accessibility during an inspection.
What format should it have? Is a QR code required? Can the driver carry a paper copy? Does it need to be signed? Can it be modified? Is it possible to include multiple deliveries on a single DeCA? Can a bill of lading, an ADR, or a DI be used as a DeCA?
We have compiled frequently asked questions about the DeCA and its practical application for shippers, logistics operators, carriers, and drivers.
This section of FAQs on the Electronic Administrative Control Document (DeCA) focuses on defining what the DeCA is, its scope of application, why and when it should be mandatory, and who is responsible for issuing it.
The DeCA for transportation, or Electronic Administrative Control Document, is the digital version of the Administrative Control Document, which is required for the transport of goods by road in Spain.
It is administrative in nature, and its purpose is to certify the existence of a transportation contract; to enable the government to verify the traceability and legality of the service; and to serve as an inspection tool to prevent unfair competition.
The passage of the Sustainable Mobility Act mandated the use of the DeCA starting on October 5, 2026, phasing out the paper version of this administrative document.
By that date, all parties involved in the transportation chain must have adapted both their technological systems and their operational processes so that they can generate, modify, provide to the driver, present during an inspection, and properly retain the DeCA.
The primary regulation is Order FOM 28/61/2012. However, one must also take into account the latest amendment to the Land Transport Regulation (ROTT), issued by the Resolution of June 5, 2026, of the General Directorate of Road and Rail Transport, which establishes the requirements that electronic administrative control systems and documents must meet for road transport.
The Control Document, and therefore the DeCA, is mandatory for domestic public road freight transport, including cabotage within Spain, as set forth in Order FOM/2861/2012.
International shipments that pass through Spanish territory in part shall use the control documents established in the international agreements signed by Spain.
Exemptions apply to: those who do not need authorization; moves; damaged or special vehicles; and delivery services with a small number of packages that can be easily handled.
The parties required to complete or issue the Electronic Administrative Control Document are the contractual shipper and the actual carrier.
The contractual shipper is the party that directly contracts for the transportation.
The actual carrier is the party that physically performs the transportation.
Within a contracting chain, these roles correspond to the last and second-to-last links, respectively.
Liability for the issuance of the document is joint and several, although with certain nuances set forth in Order TRM/282/2026, which clarifies that the contractual shipper is responsible for the shipment data (origin, destination, and characteristics of the goods) while the actual carrier will be responsible for the details regarding the performance of the transport (operational and vehicle-related).
Since this is a digital document, it is sufficient to issue a single DeCA. However, in accordance with the regulations applicable to the paper Control Document, both the contractual shipper and the actual carrier must have a copy, and the latter must carry it on board the vehicle during the transport of the shipment in question.
In intermodal transportation, the use of the DeCA depends on who the actual carrier is for each leg of the journey. For example, in a shipment that includes road and ocean (ro-ro) transport, the options would be:
In the case of intermodal transport involving freight trains, the options would be the same.
When a logistics operator or a freight forwarder manages the entire operation—including the preparation of the goods and the arrangement of transportation—it acts as the contractual shipper with respect to the carrier performing the transportation.
Therefore, the logistics operator or freight forwarder must be listed as the contractual shipper on the DeCA.
The decisive factor is not who owns the goods, but who contracts the transportation. For example, if the logistics operator contracts the transportation in its own name, it assumes the role of the contractual shipper vis-à-vis the actual carrier.
In a groupage shipment involving consolidation or cross-docking, a DeCA is issued for the transport from the contractual shipper to the consolidation warehouse.
From that warehouse, if the carrier that performed the first leg of the shipment contracts another carrier to handle distribution, it becomes the contractual shipper for this new operation; therefore, a new DeCA must be issued for each destination.
The key to this workflow is that each new contractual transportation agreement generates a new DeCA.
For shipments with multiple loads in Spain but destined for an international location, when the contractual shipper and the actual carrier are the same for the various loads, a single DeCA with multiple stops may be used, updating the corresponding number of pallets for each operation.
When goods are consolidated in Spain for onward shipment to another country, the international leg must be documented using an eCMR rather than a DeCA.
When a foreign vehicle performs cabotage operations in Spain, shipments made within Spanish territory must be documented using a DeCA. If the vehicle makes multiple pickups, each cabotage operation must be documented. The eCMR will be used for international transport when applicable.
In an EXW (Ex Works) transaction, the fact that a company sells the goods and they are picked up at its facilities does not necessarily mean that that company is the contractual shipper for purposes of the DeCA.
To determine who is required to file the DeCA, it is necessary to identify who directly contracts the transportation services with the actual carrier.
In an EXW sale, generally speaking, it is the buyer who contracts or arranges for transportation from the agreed-upon pickup location. If the buyer directly contracts the actual carrier, the carrier will be considered the contractual shipper, and not the seller simply because the goods leave the seller’s premises.
The key is not who sells, prepares, or physically delivers the merchandise, but who directly contracts the transportation with the actual carrier.
The DeCA must meet a series of technical requirements that apply both to the document itself and to the system used to generate, store, and provide access to it during an inspection.
The June 5, 2026, Resolution of the General Directorate of Road and Rail Transportation states that the DeCA must be:
The DeCA must include, at a minimum, the data specified in Article 6 of Order FOM/2861/2012:
According to Order FOM/2861/2012, the control document may be freely formatted and can be adapted to the template, format, and title that are most appropriate.
However, its electronic version, the DeCA, must comply with the requirements set forth in the Resolution of June 5, 2026, issued by the General Directorate of Road and Rail Transportation.
Thus, the DeCA must be saved as a PDF file with a maximum size of 5 MB. The date and time of creation and, when applicable, the date and time of any modifications made must be recorded as file metadata. In addition, the PDF must include a QR code linked to the URL that provides access to the electronic document.
No.
The DeCA must be a native digital PDF. In other words, it must be created by converting the structured data contained in computer applications into legible text. Therefore, electronic files obtained by scanning an existing paper document or digitized images will not be valid.
Yes.
The PDF must include a QR code containing the unique URL associated with that DeCA.
In addition to being embedded in the document itself, the QR code can also be provided as a separate file.
Each DeCA must have a unique and specific URL.
The URL must use the secure HTTPS protocol over TLS 1.2 or higher.
During the service, the URL must allow transportation monitoring agents to download the file stored in the repository.
Calling the URL should trigger a direct download of the PDF.
Seven calendar days after the service ends, the download option for the corresponding URL can be disabled.
No.
The URL cannot link to a page that requires credentials or authentication to access the document.
Nor can it require the agent to press download buttons or perform other manual actions.
Calling the URL should directly trigger the download of the PDF.
Security measures such as encryption, tokens, or expiration keys may be implemented, provided they do not prevent direct downloading and the link does not expire before the service ends.
The contractual shipper and the actual carrier must retain the electronic records generated for at least one year.
They may have separate repositories.
Once the file has been generated by one of the parties, it will be sufficient for the other party to be able to download it during the mandatory retention period.
Important: Do not confuse the document retention period with the time during which the download must remain available via the URL used during the service, which is seven days.
No. It’s not enough to use a tool that simply generates a PDF.
The application must be capable of, among other requirements:
The key is not just to generate a PDF, but to properly manage the entire DeCA lifecycle.
The electronic file must be generated before the service actually begins, once the necessary information is known.
The application must record the date and time the file was created, as well as the date and time of any subsequent modifications.
No.
The regulations allow for the inclusion of security measures in the URL, such as encryption, tokens, or expiration keys, but they establish one fundamental condition: they cannot restrict direct downloading of the PDF.
Therefore, an OTP system that would require the agent to enter a code or perform an additional authentication step before downloading the document would not be compatible with this requirement.
Security mechanisms that operate transparently to the user clicking the link can be used.
The URL must allow the document to be downloaded for the entire duration of the service.
Seven calendar days after the service ends, the download option associated with that URL may be deactivated.
This should not be confused with the requirement to retain the electronic file for at least one year.
No.
The repository domain can be any domain and does not require prior notification to the Ministry of Transportation and Sustainable Mobility.
The important thing is that the system meets the established requirements and ensures that the document is available and can be downloaded during an inspection.
No.
The contractual shipper and the actual carrier may have separate databases.
When one of the parties creates the file, it will be sufficient for the other party to be able to download it during the mandatory retention period (1 year).
No. A signature is not a mandatory requirement for the administrative validity of the DeCA.
However, if the same document is also used for contractual purposes or if there is another applicable regulation requiring a signature, it must be signed.
In cases where signatures are required, the June 2026 amendment to the ROTT stipulates that, at a minimum, an advanced electronic signature (AdES) must be used; a qualified electronic signature (QES) is also valid.
The driver is responsible for presenting the Electronic Administrative Control Document (DeCA) to law enforcement officers during a roadside inspection. For this reason, it is essential that the driver understand how it works and the obligations associated with its use.
Yes.
Once it has been generated—and always before the service actually begins—a copy of the DeCA must be provided to the driver.
You can choose from:
In both cases, the corresponding QR code must be available.
Yes, as long as it includes the QR code.
The DeCA requirement stipulates that the original document must be in electronic form, but it does not require the driver to present it from a mobile device.
The driver is required to be able to show the QR code containing the URL that provides access to the DeCA PDF stored in the corresponding repository. Therefore, the driver may carry a printed copy, provided it includes that QR code.
When inspection services or transportation enforcement officers request the document, the driver may present:
The QR code will allow you to access the electronic file stored in the repository and verify the transaction information.
No.
Handwritten notes made on the printed copy do not constitute a valid amendment to the DeCA.
Any changes must be made electronically by following one of the established procedures (modifying the existing electronic file or generating a new electronic file), and the modified PDF or the new PDF must be provided to the driver.
The transport operation may change once it has begun. The regulations outline how to modify the DeCA and allow, under certain conditions, for multiple services to be grouped into a single document.
Yes. The regulations provide for two procedures:
The new data and the reason for the change are added, while keeping the previous data visible and clearly indicating that it is no longer valid.
In this case, the same URL and the same QR code are retained.
A new file is created containing all the updated information.
Since this is a different document, it will have a new URL and a new QR code. In addition, the original file must be retained to ensure the traceability of the change.
In both cases, the updated PDF must be sent to the driver.
Yes.
It is possible to group multiple services into a single DeCA as long as the contractual shipper and the actual carrier are the same for all shipments.
Each shipment must be clearly labeled, including:
This makes it possible to manage certain multi-delivery transactions using a single DeCA.
No.
The order in which the various submissions appear within DeCA does not determine the order in which they should be executed.
Therefore, the document can identify different shipments without necessarily imposing a specific delivery or pickup sequence.
If the goods are not accepted, either in whole or in part, it is necessary to generate a new digital control document with the origin and destination reversed from those on the original document and indicating that the quantity of goods is different.
You can also add a note to the original DeCA and send the new PDF to the driver.
The same procedure should be followed for empty return trips and equipment transport.
The DeCA does not require a specific format, which makes it possible to use other freight transport documents to include the required information and use them as an electronic administrative control document.
Yes, provided that it meets all the requirements set forth in the DeCA.
The Control Document can be freely edited, and the regulations allow the use of formats corresponding to other documents used to document a transportation operation.
A consignment note may be used as a DeCA when:
In this case, the Electronic Administrative Control Document would be used for contractual purposes, so it should include an advanced electronic signature.
No.
The DeCA serves an administrative control purpose, while the consignment note is a contractual and evidentiary document.
These are different documents and serve different purposes and comply with different regulations.
However, a single document can serve both purposes when it includes all the necessary information and meets the requirements established for each of them.
Yes.
The Control Document can be freely edited, and the regulations allow for the use of other formats commonly used to document a transportation operation.
Therefore, a delivery note may serve as a substitute for the DeCA if it includes all required information and meets all the technical and availability requirements for the DeCA.
Yes.
An ADR transport document may be used as a DeCA provided that it includes all required information, meets the technical requirements established for the DeCA, and includes its own specifications.
Although both are administrative in nature, their purpose is to demonstrate that the transport is being carried out correctly, and they do not require a signature. The responsible parties, the information, and the regulations differ.
When transporting dangerous goods, the DT-ADR and the DeCA must be carried on board. There are two ways to present them during roadside inspections:
Yes.
The Identification Document used in the shipment of waste may also serve as a DeCA, provided that it includes all the mandatory information required for the Control Document and complies with the requirements established for its electronic format, as well as with its own specifications.
Yes.
The document used for the transport of animal byproducts may be used as a DeCA provided it contains all the required information and meets the technical requirements established for the Digital Control Document, as well as its own specifications.
Yes, provided that the requirements for each document are met.
The ability to use other formats, such as DeCA, enables progress toward multi-document management, avoiding duplication when a single document can incorporate the data and requirements mandated by different regulations.
This does not mean that the various documents become legally equivalent: each retains its own purpose and governing provisions.
No.
The DeCA and the eCMR serve different purposes and operate under different regulatory frameworks.
The DeCA is an administrative control document applicable to the domestic transport of goods by road.
The eCMR is the electronic version of the CMR consignment note used in international transport governed by the CMR Convention and its Additional Protocol.
Therefore, digitizing the DeCA is not the same as digitizing the eCMR, and the two cannot be combined.
The June 5, 2026, resolution of the General Directorate of Road and Rail Transport, which amends the ROTT, provides for compliance with the DeCA through Regulation (EU) 2020/1056 (eFTI Regulation).
Specifically, it states that if the mandatory data for the DeCA are managed and submitted using the format defined by the eFTI Regulation and its implementing regulations, it will not be necessary to submit the DeCA in the manner described in that Resolution.
Compliance with the DeCA is not simply a matter of having software capable of generating a PDF. It is necessary to review how the entire documentation process works before, during, and after transport.
It is a good idea to review the entire process:
The goal should not be merely to replace paper with a PDF, but to properly digitize the entire documentation process associated with transportation.
Liability for issuing the DeCA is shared equally between the contractual shipper and the actual carrier. Therefore, both parties must be aware of the penalties they face if they do not properly handle the DeCA for transportation.
Penalties related to the Electronic Administrative Control Document are primarily governed by Law 16/1987 on the Regulation of Land Transportation (LOTT), which classifies violations into:
FIELDEAS Smart Docs Hub enables organizations to address DeCA as part of a comprehensive strategy for digitizing transportation documentation.
The solution allows users to manage various documents associated with the operation from a single platform and tailor the process to the specific needs of shippers, logistics providers, and carriers.
The goal: to move from DeCA compliance to comprehensive management of digital transportation documentation.
15 Jun 2026
What is a Digital Control Document (DeCA)? Regulations, Characteristics and Benefits
29 May 2026
Everything ready for the Electronic Road Transport Document? Keys to a successful implementation
16 Jun 2026
FIELDEAS takes part in the expert group led by the IRU to promote the interoperability of the eCMR