Understanding the Data Requirements for DDS Submission

Submitting a DDS (Due Diligence Statement) requires clear and structured data inputs about the supplier, the plot, and the shipment. Each of these elements plays a critical role in ensuring traceability, compliance, and accountability across the supply chain.

Below, we break down each component in detail - what it represents, what data fields are needed, and what the minimum required fields are for a valid DDS submission.

1. Supplier

Overview

The supplier is the entity providing the goods or raw materials that will eventually enter the shipment. Accurate supplier data is crucial for verifying the source of materials, ensuring regulatory compliance, and enabling transparency throughout the supply chain.

Required Fields

Field	Requirement	Description
`name`	required	The full legal name of the supplier. This ensures clear identification and traceability in the system.
`country`	required	The ISO country code (e.g., `BR` for Brazil, `ID` for Indonesia). This helps locate the supplier and link to applicable regional regulations.
`contact_email`	optional	A point of contact for communication and validation. Optional but recommended for audit and communication purposes.

Minimal Input Needed for DDS

To include a supplier in a DDS submission, you must provide:

name
country

Example:

{   "name": "GreenPalm Agro Ltd",   "country": "ID" }

2. Plot

Overview

The plot represents the physical area of production - for instance, a plantation, forest area, or other land-based source of raw materials. This is essential for environmental due diligence, as it establishes the geographic link to the commodities being shipped.

Required Fields

Field	Requirement	Description
`title`	required	The unique title or name of the plot (e.g., "Plot 45A - Riau Plantation").
`description`	optional	Additional details about the plot (e.g., owner name, type of crop). Useful but not mandatory.
`area_of_interest`	required	The precise boundary of the plot, usually formatted as a GeoJSON object. This defines the spatial area where commodities are sourced.
`commodities`	required	A list of commodity HS Codes associated with the plot. For example, palm oil (`1511`), soybeans (`1201`), etc. Defaults to an empty list if not specified.

Minimal Input Needed for DDS

The minimal information to include a plot in DDS:

title
area_of_interest
commodities

Example:

{   "title": "Plot 45A - Riau Plantation",   "area_of_interest": {     "type": "Polygon",     "coordinates": [[[102.1, -0.3], [102.2, -0.3], [102.2, -0.2], [102.1, -0.2], [102.1, -0.3]]]   },   "commodities": ["1511"] }

3. Shipment

Overview

The shipment element details the logistics and operational data about the movement of commodities or products. It captures the company roles, identification, and goods being transported - all crucial for traceability from origin to entry into the market.

Required Fields

Field	Requirement	Description
`role`	required	Defines the company’s role in the shipment (e.g., exporter, importer, transporter).
`activity`	required	Type of activity (e.g., "export", "processing", "storage").
`operator_name`	required	Legal name of the operating company.
`country`	required	ISO country code of the operator’s registered office.
`address`	required	Full registration address of the company.
`postal_code`	required	Postal or ZIP code for the company’s registration location.
`city`	required	City of company registration.
`email`	required	Company contact email for compliance communication.
`phone_number`	required	Company’s main contact number.
`identifier_type`	required	The identification system used (e.g., EORI, VAT, DUNS).
`identifier_number`	required	Corresponding company identifier number.
`place_of_activity`	required	The primary place where activities occur (e.g., "Port of Santos, Brazil").
`country_of_entry`	optional	Entry country for the goods (if applicable).
`commodities_or_products`	required	List of commodities or products involved in the shipment.
`additional_info`	optional	Free text field for any relevant details.

Minimal Input Needed for DDS

To include a shipment in a DDS submission, the following must be provided:

role
activity
operator_name
country
address
postal_code
city
email
phone_number
identifier_type
identifier_number
place_of_activity
commodities_or_products

Example:

{   "role": "Exporter",   "activity": "Export of palm oil",   "operator_name": "AgroPalm Exports Ltd",   "country": "MY",   "address": "Lot 12, Industrial Zone, Klang",   "postal_code": "41200",   "city": "Selangor",   "email": "[email protected]",   "phone_number": "+60 3-1234-5678",   "identifier_type": "EORI",   "identifier_number": "MY123456789",   "place_of_activity": "Port Klang, Malaysia",   "commodities_or_products": ["1511"] }

4. DDS Submission: Minimal Required Data

To successfully submit a DDS, you need to ensure that each component (Supplier, Plot, and Shipment) includes all its required fields.

At a minimum, a valid DDS must contain:

Supplier → name, country
Plot → title, area_of_interest, commodities
Shipment → all mandatory fields listed above

Combined Minimal Example

Here’s what a minimal DDS payload could look like:

{   "supplier": {     "name": "GreenPalm Agro Ltd",     "country": "ID"   },   "plot": {     "title": "Plot 45A - Riau Plantation",     "area_of_interest": {       "type": "Polygon",       "coordinates": [[[102.1, -0.3], [102.2, -0.3], [102.2, -0.2], [102.1, -0.2], [102.1, -0.3]]]     },     "commodities": ["1511"]   },   "shipment": {     "role": "Exporter",     "activity": "Export of palm oil",     "operator_name": "AgroPalm Exports Ltd",     "country": "MY",     "address": "Lot 12, Industrial Zone, Klang",     "postal_code": "41200",     "city": "Selangor",     "email": "[email protected]",     "phone_number": "+60 3-1234-5678",     "identifier_type": "EORI",     "identifier_number": "MY123456789",     "place_of_activity": "Port Klang, Malaysia",     "commodities_or_products": ["1511"]   } }

Conclusion

Completing a DDS submission requires careful preparation of structured data across three main domains: supplier, plot, and shipment.
By ensuring all required fields are provided, you create a compliant and traceable record that supports due diligence obligations, environmental accountability, and trade transparency.

The minimal data requirements ensure that even the simplest DDS submission still contains the essential identifiers to verify:

Who (supplier, operator)
Where (plot, country of operation)
What (commodities or products)
How (shipment details)

This forms the backbone of a compliant and verifiable DDS record.