akar.earthThe EUDR Information System (TRACES) for Submissions
How the EUDR Information System built on TRACES works: registration, due diligence statements, reference numbers and what Indonesian suppliers must prepare.
The EUDR Information System is the European Union’s online platform, built on the TRACES system, where operators register and file due diligence statements for products covered by Regulation (EU) 2023/1115. Indonesian suppliers rarely log in themselves, but the geolocation and product data they supply is what the EU operator uploads.
What the system does
TRACES is the EU’s existing trade control platform, used for other import controls. The EUDR module adds functions specific to deforestation rules:
- Registration of operators, traders and authorised representatives.
- Filing due diligence statements, including product description, HS code, quantity, country of production and geolocation.
- Issuing reference numbers for each statement, which link the product to customs declarations and to later steps in the supply chain.
- Referencing earlier statements, so that a downstream company can point back to the statement that already covers a product.
- Access for competent authorities in EU Member States, who use the data to plan and carry out checks.
The Commission’s FAQ has a section on the Information System and is the place to check current procedures. Technical details such as file size limits and API access change over time.
Who uses it after the 2025 amendments
The December 2025 amendments shifted full due diligence onto the operator who first places a product on the EU market. That operator files the statement. Downstream operators and traders mainly collect the reference numbers of statements already filed. The amendments also introduced a “micro and small primary operator” category that files a one-off simplified declaration. See operators and traders for detail.
For Indonesian exporters, the key user is your EU customer. Some Indonesian groups with EU subsidiaries will use the system directly through those subsidiaries.
The data Indonesian suppliers must prepare
The system cannot fix poor data. It checks format, not truth. What it needs from you:
| Data | Format | Notes for Indonesian supply chains |
|---|---|---|
| Plot geolocation | GeoJSON points or polygons, WGS84 | Points for plots up to 4 ha, polygons above. See polygon requirements |
| Coordinate precision | At least six decimal places | Phone GPS can meet the format but not always the accuracy. See RTK GNSS mapping |
| Product and HS code | Annex I code | Check Annex I for derived products such as palm kernel oil, cocoa butter or tyres |
| Quantity | Net mass and, where relevant, units | Must be plausible against the plots declared |
| Country of production | Indonesia | Some buyers also ask for province or district |
A single statement can cover many plots. For a cooperative with thousands of smallholders, the geolocation file becomes large, and buyers may split shipments or statements accordingly.
Common data errors
Data errors are a frequent reason statements need correcting:
- Swapped coordinates. Longitude in the latitude field puts Sumatran plots in the Indian Ocean.
- Wrong coordinate reference system. Data from Indonesian national maps or UTM zones must be converted to WGS84.
- Invalid polygons. Self-intersections, unclosed rings or duplicate vertices.
- Points standing in for large plots. A point is not enough for a plot over 4 hectares.
- Duplicated plots. The same farm registered twice by two collectors, which inflates apparent supply.
Validating geometry before files leave Indonesia avoids most of these. Our AKAR Mapper captures plot boundaries in the field, and the AKAR Dashboard checks and exports them in the format buyers need.
Privacy and data sharing
Plot coordinates identify where farmers live and work. Before sharing them with an EU buyer, make sure farmers have agreed to how the data will be used. Indonesian data protection law (UU PDP) also applies to personal data. See farmer registration and consent. A good practice is to share only the fields the statement needs and keep personal details in the supplier’s own records.
Who should hold the account
Inside an EU buyer, the Information System account usually sits with compliance or customs teams, not with the sourcing team that talks to Indonesian suppliers. Ask your buyer who will upload your data and send test files to that person directly. Small details, such as how plot IDs are named or how multi-polygon plots are handled, are easier to settle before the first real shipment than after a rejected statement.
Preparing for the first filings
With the Commission stating that the EUDR applies from 30 December 2026, EU operators will be filing their first statements under the amended rules around the turn of the year. Agree a data template with each buyer now, run a test upload of a sample of plots, and fix errors before volumes scale.
See the EUDR hub for the full topic map and writing a due diligence statement for the content of a statement. For help preparing clean geolocation files, contact us on WhatsApp through our EUDR compliance services.
Frequently asked questions
What is the EUDR Information System?
It is the EU's online system, built on the TRACES platform, where operators and traders register and file due diligence statements for products covered by the EUDR.
Can an Indonesian exporter use the Information System?
The system is designed for EU operators and traders and their authorised representatives. Indonesian suppliers typically prepare the data, especially geolocation files, that the EU operator uploads.
What geolocation format does the system accept?
Geolocation is provided as coordinates or polygons, commonly uploaded as GeoJSON in WGS84. Check the Commission's current technical specifications for file size and format limits.
What is a DDS reference number?
When a statement is filed, the system returns a reference number. Downstream operators, traders and customs use it to link products to the original statement.