Why Manufacturers Struggle with Product Data
When manufacturers first look at Digital Product Passport requirements, the natural assumption is that the difficulty will be technical — generating passports, creating QR codes, or adopting new software. In practice, the biggest challenge is something far more familiar: product data. Most manufacturers already possess much of the information they need, but it is scattered, inconsistent and difficult to pull together. This article explains why product data is the real obstacle, where the difficulties come from, and what manufacturers can do about it.
The passport is not the hard part
It is worth stating plainly: creating a Digital Product Passport, in a technical sense, is not the difficult part. Generating a structured record and linking it to a QR code is well-understood technology.
The difficulty lies in what goes into the passport. A passport is only as good as the data inside it — and assembling accurate, complete product data is where most manufacturers encounter real friction. Recognizing this early helps manufacturers focus their effort where it actually matters.
Information is scattered across many systems
The single most common reason manufacturers struggle is that product information is fragmented. Over years of operation, data accumulates in many different places, each serving a different purpose at the time.
- •Spreadsheets maintained by different teams
- •ERP and internal systems
- •Supplier emails and attachments
- •Certificates and test reports in document folders
- •Product catalogs and specification sheets
- •PDF documents stored across the organization
Individually, each source makes sense. Together, they form a fragmented picture where no single, complete view of a product's information exists. Pulling this together is the first major task.
Supplier-dependent data is hard to control
A significant share of the information a Digital Product Passport may require does not originate with the manufacturer at all — it comes from suppliers. Material composition, component origin and certain certificates are common examples.
This creates a dependency that is difficult to control. Suppliers may be slow to respond, provide information in inconsistent formats, or lack the data themselves. For manufacturers, this means that part of the challenge is not internal organization but external coordination — which takes time and persistence.
Inconsistent formats and missing records
Even when information exists, it is often inconsistent. The same type of data may be recorded differently across products, teams or time periods. Units may vary, fields may be incomplete, and older records may be missing entirely.
This inconsistency makes it difficult to simply 'export' product data into a structured passport. Before data can be used reliably, it usually needs to be reviewed, standardized and completed — a process that is more involved than it first appears.
Why this matters for DPP readiness
Understanding that data is the real challenge changes how manufacturers should prepare. Instead of focusing first on passport technology, the priority should be on understanding, organizing and completing product data.
Manufacturers who recognize this tend to start earlier and prepare more effectively. They treat data organization as the foundation, knowing that once the data is structured and reliable, generating a passport becomes a much smaller step. Those who underestimate the data challenge often find themselves under pressure as deadlines approach.
Turning a challenge into an opportunity
While scattered product data is a genuine obstacle, addressing it brings benefits beyond compliance. Manufacturers who organize their product information well gain a clearer, more reliable view of their own products.
This supports faster product development, smoother customer and audit processes, and stronger supplier relationships. In this sense, the effort required for Digital Product Passport readiness can become an investment in better operations, not just a regulatory cost.
In summary
The biggest challenge manufacturers face with Digital Product Passports is not technology — it is product data. Information is typically scattered across spreadsheets, systems, supplier emails, certificates and documents, often in inconsistent formats and with gaps. A significant portion depends on suppliers, adding an external coordination challenge. Recognizing that data is the real obstacle allows manufacturers to focus their preparation where it matters: understanding, organizing and completing product information. Done well, this not only enables DPP readiness but also delivers lasting operational benefits.
Frequently Asked Questions
Why is product data the biggest DPP challenge?
Because most manufacturers already have the information but it is scattered across many systems and documents, often in inconsistent formats and with gaps. Assembling it into a structured, complete form is the real work.
Where is product data usually stored?
Across spreadsheets, ERP systems, supplier emails, certificates, product catalogs and PDF documents — rarely in one consolidated place.
Why is supplier data so difficult?
Material composition, component origin and some certificates come from suppliers, who may respond slowly, use inconsistent formats, or not hold the data themselves. This external dependency is hard to control.
Is creating the passport itself difficult?
Technically, no. Generating a passport and QR code is straightforward. The difficulty is assembling accurate, complete product data to put inside it.
How can manufacturers overcome the data challenge?
By starting early: understanding what data they hold, mapping where it lives, identifying gaps, engaging suppliers, and organizing information into a consistent, structured format.
Does organizing product data have benefits beyond compliance?
Yes. Well-organized product data supports faster development, smoother audits and stronger supplier relationships, making the effort valuable beyond DPP readiness alone.
Getting your products DPP-ready?
iQoxi helps manufacturers organize product data, identify gaps and prepare for Digital Product Passport requirements. Learn more on our For Manufacturers page, see the EU ESPR overview, or visit our homepage.
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