A secure and reliable digital transport document with FIELDEAS

The digitization of shipping documents—beyond simply being a legal requirement—is a strategic decision for companies. However, there is a constant concern when embarking on a project of this nature: ensuring that the resulting digital shipping document is secure.

This concern is understandable, especially in an industry where the use of paper has allowed companies to maintain control over their data at all times—though without taking into account the loss of documents, scanning, photography, deterioration of originals, or problems arising from the manual management of information.

In this regard, FIELDEAS has worked since its inception to ensure the security of all its clients’ data , providing reliability and robust processes in every digital transformation project it undertakes.

In addition, the company holds various certifications, standards, and regulatory frameworks that support this philosophy and ensure the validity, integrity, and protection of the information managed through its solutions. We’ll take a closer look at them below.

FIELDEAS, secure and certified software for transport

FIELDEAS, through its FIELDEAS Track and Trace supply chain visibility platform, offers a process digitization service for all links in the supply chain.

Furthermore, it is a solution designed specifically for transportation and logistics, incorporating features and processes aligned with the sector’s operational realities. Thanks to this specialized approach, the platform is capable of addressing complex scenarios that are typically beyond the scope of generic solutions.

This specialization enables the platform to incorporate security mechanisms tailored to the sector’s actual needs. It is not merely a matter of digitizing documents, but of ensuring their authenticity, traceability, availability, and integrity throughout their entire lifecycle.

As a result, companies can completely replace paper with digital documentation that offers full legal, operational, and technological assurance, while maintaining control over their information and reducing the risks associated with manual processes.

FIELDEAS’ ISO 27001 Certification

ISO 27001 certification is one of the most widely recognized international standards for information security.

This standard establishes the requirements for implementing, maintaining, and continuously improving an Information Security Management System (ISMS), the purpose of which is to protect data from unauthorized access, loss, alteration, or any incident that could compromise its confidentiality, integrity, and availability.

In the case of FIELDEAS, this certification is cross-functional in nature and affects the entire organization. This means that security is not limited solely to the technology used, but is an integral part of internal procedures, risk management, software development, supplier management, and the company’s day-to-day operations.

For customers, having an ISO 27001-certified provider provides an additional assurance that the critical information related to their logistics operations is managed in accordance with international best practices in cybersecurity and data protection.

Compliance with the General Data Protection Regulation (GDPR Compliance)

The protection of personal data is another fundamental pillar of any digital transformation process.

The General Data Protection Regulation (GDPR) establishes the legal framework for the processing of personal data within the European Union, setting forth specific obligations for organizations that collect, store, or process information related to natural persons.

In the field of transportation and logistics, this applies to information related to drivers, employees, customer contacts, recipients of goods, or any other personal data involved in operational processes.

FIELDEAS provides all of its services in accordance with the principles established by the GDPR, incorporating technical and organizational measures designed to protect users’ privacy and ensure the proper handling of information.

This regulatory compliance is embedded throughout the entire company and is part of its ongoing commitment to safety, transparency, and customer trust.

eIDAS, Advanced Electronic Signature Guarantee

As we saw in the post “New Requirements for the Electronic Administrative Control Document (DeCA),” electronic transport documents used for contractual purposes must be accompanied by the advanced electronic signature of each of the parties involved, in order to identify the parties involved and demonstrate the integrity of the information contained therein.

This practice is based on the eIDAS Regulation (Electronic Identification, Authentication, and Trust Services), the European regulation governing electronic identification and trust services for electronic transactions within the European Union.

The eIDAS Regulation establishes the legal framework that grants legal validity to electronic signatures, ensuring that digital documents can be used with the same guarantees as traditional paper documents.

FIELDEAS has incorporated this model since its earliest developments, even before Spanish regulations included this requirement in their rules on the digitization of transportation documents.

As a result, documents such as the digital waybill, the digital control document for contractual purposes, and the eCMR can be managed with complete legal certainty and full traceability.

eCMR Protocol for a Secure Digital Transport Document

The eCMR is the electronic version of the international consignment note governed by the CMR Convention, used in the international transport of goods by road.

Its protocol establishes the requirements that technological systems must meet to ensure that electronic documentation has the same legal validity as traditional paper-based documentation.

Among other things, the protocol requires mechanisms to ensure the authenticity of the document, the identification of participants, the integrity of the information, and the preservation of evidence throughout the entire process.

FIELDEAS incorporates these requirements into its document management solutions, enabling companies to manage international shipping documents entirely digitally and in accordance with recognized European and international standards.

The adoption of the eCMR not only helps improve operational efficiency, but also reduces administrative costs, eliminates errors resulting from manual processing, and ensures that documentation is immediately available to all parties involved.

UN/CEFACT: Guaranteed Interoperability

Interoperability is one of the major challenges of digital transformation in the transportation and logistics sector.

Today’s supply chains consist of multiple companies, technology platforms, and management systems that must continuously exchange information. To ensure that this communication is efficient, it is essential to use common standards.

In this context, UN/CEFACT (United Nations Centre for Trade Facilitation and Electronic Business)—an initiative launched by the United Nations to promote the electronic exchange of information through international standards—takes on particular importance.

These standards enable different organizations and systems to share data in a structured, understandable, and consistent manner, regardless of the technology used by each.

Alignment with UN/CEFACT principles facilitates the interoperability of systems developed by FIELDEAS, fostering collaboration among companies and helping to build logistics ecosystems that are more connected, efficient, and prepared for future challenges.

Future eFTI-Certified Platform

The European Union is driving a profound transformation in the exchange of information related to freight transport through the eFTI (electronic Freight Transport Information) Regulation.

Although the implementation measures and technical details are still being worked out, the regulatory framework already clearly sets the direction that document digitization will take in Europe over the next few years.

FIELDEAS has been preparing for this scenario for some time, adapting its technology and architecture to meet the requirements that the eFTI ecosystem will establish.

Thanks to this early work, the company is in a prime position to become a certified eFTI platform once the official certification processes take full effect, enabling its clients to make a smooth transition to the new European information exchange model.

Smart Docs Hub: Secure Digital Transport Document

Applying all this information to the digitization of shipping documents, Smart Docs Hub—the document digitization module of FIELDEAS Track and Trace—addresses this entire strategy of security, regulatory compliance, and certifications.

Smart Docs Hub 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 and regulatory assurance

With Smart Docs Hub, you get a document that is valid and secure from every administrative and legal perspective

The domain hosting the document generated by Smart Docs Hub complies with the security requirements established by all the standards and certifications we have discussed in this post.

Flexibility

The FIELDEAS Track and Trace document digitization module stands out for its flexibility, allowing it to adapt to different processes, documents, and operational needs within the supply chain.

All documents can be digitized.

It allows you to digitize and centralize all transportation-related documentation, while also integrating with systems such as ERP, TMS, and WMS.

Different Methods for Creating Documents

Documents can be generated directly on the platform or imported from external systems.

Different signature modalities are available to the user

It offers simple signatures and advanced digital signatures using digital certificates, biometric signatures, or OTP signatures, in compliance with eIDAS and ROTT.

Different channels for document management

Document management can be done via the website, mobile app, App Lite, App Tótem, remote signature, and WhatsApp.