How Importers Should Store DDS Investigation Documents & Records for Disposable Tableware
As a manufacturer specializing in disposable wooden and paper tableware, we often collaborate with EU importers to address DDS (Due Diligence System) compliance. Among all compliance links, proper storage of DDS documents is a critical yet easily overlooked step—it not only helps importers pass EU customs inspections smoothly but also serves as key evidence to resolve disputes in case of supply chain risks. This blog will detail the core principles, specific requirements, and practical tips for DDS document storage, tailored to the characteristics of wooden and paper tableware.
Why DDS Document Storage Matters for Tableware Importers
For disposable tableware (especially wooden and paper products), DDS documents are not just "paperwork"—they prove the legality of raw material sources (e.g., whether wood comes from deforestation-free forests, whether pulp avoids illegal logging) and the safety of finished products (e.g., formaldehyde residues in wood tableware, heavy metals in paper coatings). According to EU Regulation (EU) 2023/1115 (EUDR), importers who fail to store DDS documents properly may face penalties such as order detention, fines, or even being banned from the EU market.
Core Documents to Store: Tailored to Wooden & Paper Tableware
Different materials require specific DDS documents—importers must classify and store them to avoid omissions. Here’s a material-specific checklist :
| Tableware Material | Must-Store DDS Documents | Key Notes |
| Disposable Wooden Tableware | 1. FSC/PEFC certification for wood sources
2. Formaldehyde emission test reports(per EU No 10/2011)
3. Felling permits & logging location GPS data
4. Fumigation certificates | Highlight "wood species matching"—ensure the wood species in FSC certification aligns with that in test reports. |
Disposable Paper Tableware | 1. PEFC/CFCC certification for pulp sources 2. Fiber origin declaration (avoiding illegal defo restation pulp)
3. Heavy metal (lead, cadmium) test reports
4. Food-contact coating compliance statements | Store batch-specific pulp purchase invoices to trace supply chain links. |
4 Key Requirements for DDS Document Storage
EU regulations and industry best practices set clear standards for DDS document storage—importers must meet these four requirements:
1. Storage Duration: Minimum 5 Years
Per EUDR Article 18, DDS documents must be stored for at least 5 years from the date of the tableware’s entry into the EU. For long-term orders, extend storage to 2 years after the last shipment of the same batch to cover potential post-market inspections.
2. Format: Dual Storage (Physical + Electronic)
• Physical copies: Use acid-free folders to store original documents (e.g., signed FSC certificates, original test reports) in a dry, fireproof cabinet—avoid fading or damage.
• Electronic copies: Convert documents to PDF/A format (for long-term readability) and store them in encrypted cloud platforms (e.g., Dropbox Business, Microsoft SharePoint) with access controls (only authorized personnel can view/edit).
3. Traceability: Clear Labeling System
Each document pack should be labeled with a unique identifier, following the format:
Material Type - Batch Number - Document Category - Storage Date
Example: "Wooden Spoons - B202405 - FSC Certification - 2024-05-10"
This allows importers to locate specific documents within 10 minutes during customs inspections.
4. Integrity: No Alteration or Omission
All documents must retain original signatures, stamps, and test data. If a document needs updating (e.g., renewed FSC certification), store both the old and new versions with a "version update note" to show continuity.
Practical Tips for Importers: Collaborate with Manufacturers
As a tableware manufacturer, we recommend importers collaborate with us to optimize document storage.
For importers of disposable wooden and paper tableware, DDS document storage is not just a compliance obligation—it’s a "safety net" for business stability. By classifying documents by material, meeting EU storage requirements, and collaborating closely with manufacturers, importers can turn document management into a competitive advantage, building trust with EU retailers and consumers.
