DIGITAL WASTE TRACKING: WHAT YOU NEED TO KNOW

Digital waste tracking is the UK government’s new online system for tracking waste.

Until now, waste receivers have been able to use the system on a voluntary basis. But in October 2026, it will become mandatory.

Here, we explain everything you need to know about digital waste tracking, including the benefits, your responsibilities, and how businesses can prepare.

WHAT IS DIGITAL WASTE TRACKING?

Digital waste tracking is the UK government’s new online system that records every controlled waste movement. It’s managed by DEFRA, together with the Environment Agency and devolved regulators.

Over time, the digital waste tracking service is intended to replace paper-based waste records. During the rollout period, some existing waste documentation requirements may continue alongside the new system.

Digital waste tracking aims to tackle waste crime. Currently, crimes are often hidden behind missing or false paperwork. 

The new digital waste tracking system will allow regulators to view and query records in (almost) real-time. This will make it much harder for waste to disappear between a producer and the final destination.

IS DIGITAL WASTE TRACKING MANDATORY?

Digital waste tracking is being introduced in phases. The requirements and deadlines depend on whether an organisation produces, collects, or receives waste.

In October 2026, digital waste tracking will become mandatory for permitted waste receivers in England and Wales. 

Following this, it will become mandatory for waste receivers in Scotland and Northern Ireland, as well as for waste collectors.

Here’s the timeline for the digital waste tracking service:

• April 2026: voluntary for permitted waste receivers
• October 2026: mandatory for permitted waste receivers in England and Wales
• January 2027: mandatory for permitted waste receivers in Scotland and Northern Ireland
• Spring 2027: voluntary for waste collectors (carriers, brokers, and dealers)
• October 2027: mandatory for waste collectors and waste exemption holders

The stages of the rollout are referred to as Phase 1 and Phase 2. Phase 1 obligations sit with permitted waste receivers. Meanwhile, Phase 2 obligations sit with waste carriers, brokers, and dealers.

WHAT ARE THE REQUIREMENTS FOR DIGITAL WASTE TRACKING IN THE UK?

Every business that produces, transports, or receives waste will, in time, be affected by the new digital waste tracking requirements.

WASTE COLLECTORS

Waste carriers, brokers, and dealers will likewise have to register and record every load using the online system.

However, the system won’t be ready for these businesses until Spring 2027.

At this point, waste carriers, brokers, and dealers will be able to use the system on a voluntary basis. Digital waste tracking will then become mandatory for them in October 2027.

WASTE PRODUCERS

Waste producers include any organisation whose waste is collected. This includes offices, warehouses, factories, and construction sites.

In the first phases, waste producers won’t be responsible for entering records themselves. But you do still have responsibilities.

Under duty of care requirements, organisations are responsible for ensuring their waste is handled appropriately from the point it is produced through to its final destination.

Digital waste tracking will now make any failures easier to spot. So, it’s more important than ever to choose compliant partners for waste collection and disposal.

WHAT ARE THE BENEFITS OF DIGITAL WASTE TRACKING?

Digital waste tracking was introduced primarily as a way of tackling waste crime. But there are many more benefits.

Sustainability is becoming increasingly important for businesses. The new digital waste tracking requirements can help.

Businesses will be able to gain greater visibility of their waste streams, making sustainability reporting easier and more accurate.

This increased visibility will also give businesses a better understanding of where there’s room for improvement. In this way, it can help improve compliance and support the implementation of new ESG initiatives. All while reducing admin!

HOW TO PREPARE FOR THE NEW WASTE REPORTING EXPECTATIONS: YOUR CHECKLIST

Preparing for the changes in waste legislation and reporting expectations is easier than you might think. Just follow these simple steps.

1. CHECK YOUR RESPONSIBILITIES

The new waste legislation indirectly affects all businesses. But the first phases place the administrative obligation on waste receivers and collectors.

• Check which phase of digital waste tracking applies to your business
• Check the relevant deadline for your nation of the UK (digital waste tracking becomes mandatory for England and Wales first)

2. REVIEW YOUR PROCESSES

You won’t need to enter old records electronically. However, reviewing them can help you spot gaps in your processes that you’ll want to address.

• Identify any gaps or inconsistencies in your current records
• Review your current waste transfer notes and consignment notes
• Implement new processes where needed to accurately capture all information required

3. GET YOUR DIGITAL SYSTEMS READY

Don’t wait until the deadline. Getting your digital systems ready now will allow you to iron out any issues before digital waste tracking becomes mandatory.

• Register for the digital waste tracking service
• Test your process before the mandatory deadline
• Check whether your existing software is compatible
• Decide whether you'll use an API integration or spreadsheet uploads
• Make sure the people responsible for recording waste have access to the system

4. CHECK CONTRACTORS AND PARTNERS

Waste producers are still legally responsible for what happens to the waste they produce. So, it’s important to review the companies that collect and dispose of your waste.

• Check waste carriers are registered
• Keep records of your checks and due diligence
• Review your existing waste management contracts
• Check receiving sites hold the appropriate permits and licences
• Ask contractors how they’re preparing for the new waste tracking requirements

5. COMMUNICATE CHANGES TO YOUR TEAM

Meeting new waste legislation depends on relevant team members understanding what’s changed and what they need to do.

• Document your waste tracking procedure
• Identify who is responsible for waste tracking
• Train relevant employees on the new process
• Decide who will deal with errors or missing information

HOW WE HELP WITH WASTE TRACKING AND REPORTING

At SMI, we can help you prepare for the new waste tracking and reporting requirements.

Here are just some of the ways we support businesses like yours:

1. WASTE MANAGEMENT PRODUCTS

We stock the products you need to support digital tracking and reporting in your workplace.

This includes:

• Waste segregation and collection – products that help you separate and identify waste streams, including colour-coded bins, waste sacks, and bin labels.
• Site safety and signage – visual management products to support compliance and reduce waste handling errors, including floor markings, safety signs, and waste stream signage.
• Hazardous waste management – products that give additional traceability to businesses handling hazardous materials, including spill kits, hazardous waste containers, and chemical storage solutions.

2. PPE AND WORKWEAR RECYCLING SCHEME

Dispose of used PPE and workwear securely and sustainably. 

Our recycling scheme is a fully managed service that makes it easy to meet your sustainability targets and comply with new waste legislation.

3. ESG REPORTING

We help you understand and evidence the impact of your business’ sustainability initiatives. 

Our ESG reports and impact certificates are directly linked to sustainability initiatives that we help deliver – like our recycling scheme.

LET’S TALK

Want to discuss how we can support you in meeting your digital waste tracking obligations?

Get in touch with our friendly team of sector experts. We’re always happy to help!

FAQs

How will digital waste tracking work?

Digital waste tracking will require waste receivers to submit records of the loads they receive online. 

The information submitted will be much the same as what’s currently included in waste transfer notes. The difference will simply be that this information will now be entered digitally instead of on paper.

What are the regulations for digital waste tracking in England for 2026?

From October 2026, permitted waste receivers in England and Wales must submit records of the waste they receive through the digital waste tracking service. These records must be submitted within two days of receipt.

What are the latest updates on the DEFRA digital waste tracking service?

The DEFRA digital waste tracking service is due to become mandatory for permitted waste receivers in October 2026. The public beta for waste collectors will begin in Spring 2027.