Paper documents – will they be replaced by DIWASS?
For years, paper documents have formed the basis for cross-border waste shipments within the EU. However, this has now changed. From 21 May 2026, Regulation (EU) 2024/1157 will come into force. It introduces mandatory digitisation of documents via the DIWASS (Digital Waste Shipment System). So what does this mean in practice?
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What is DIWASS?
First and foremost, DIWASS is the European Commission’s central IT system. It facilitates the electronic circulation of information and documents in cross-border waste shipment (TPO) procedures. In other words, it replaces the paper-based circulation of documents with online data exchange.
Furthermore, use of the system is mandatory. This applies to all parties involved in the international shipment of waste: producers, carriers and organisers of shipments.
Document digitisation – what is transferred to the system?
As part of the digitisation of documents by DIWASS, the following are transmitted, amongst other things:
- documents notifications, together with their annexes
- correspondence with the authorities and their decisions
- consignment documents for individual shipments
- Annex VII forms for waste on the so-called ‘green list’
For businesses, this spells the end of paper forms. Consequently, without an account in the system, the legal cross-border transport of waste is no longer possible.
Paper documents before and after DIWASS
| Area | Before DIWASS (paper) | After DIWASS (digital) |
|---|---|---|
| Format of documents | Paper forms and printouts | Electronic notifications in the EU system |
| Information flow | Post, fax, handwritten signatures | Online data exchange |
| Notifications | Applications submitted separately in each country | A single procedure at DIWASS |
| Control | Verification of documents during transport | Real-time access to data by the authorities |
| Risk of errors | Lost or incomplete documents | Data validation and a complete history of the procedure |
| Legal basis | Regulation (EC) No 1013/2006 | Regulation (EU) 2024/1157 |
The benefits of digitisation
- Standardisation of procedures – Firstly, a single platform for all participants in the process across the EU.
- Transparency and traceability – the entire procedure takes place in one place, from the application right through to confirmation that the waste has been processed.
- Faster paperwork – better coordination between the customer, the carrier and the authorities.
- Keeping documents in order – this significantly reduces the risk of documents getting lost in transit.
Disadvantages and challenges
- Registration is compulsory – First and foremost, you will need, amongst other things, an EU Login account, as well as staff training.
- Risk of penalties – an incorrect or incomplete declaration may result in fines. For example, ITD inspections had already resulted in fines around 10,000 zł for failing to produce the necessary documents.
- Gradual implementation – In the first phase, the system will mainly involve notifications. Furthermore, from 1 January 2027, there will be an obligation to report transport two working days before it begins.
- Dependence on IT – Companies should draw up contingency procedures in the event of a loss of network access.
Will paper documents disappear completely?
In cross-border waste shipments – yes. Paper is giving way to a digital system. It is worth bearing in mind, however, that DIWASS does not replace national waste registers (e.g. Poland’s BDO). It merely supplements them at European level.
Furthermore, domestic waste transport continues to be governed by national legislation. Consequently, paper documents will not disappear overnight from the waste management sector as a whole. However, in international transport, their era has just come to an end.
