Digital Waste Tracking: Turning a New Reporting Requirement into Better Waste Data

The introduction of the UK’s Digital Waste Tracking (DWT) service marks a significant change in how waste movements are recorded and reported. Designed to improve transparency, tackle waste crime, improve regulatory oversight and create a clearer picture of where waste actually goes, the new system will gradually replace fragmented, paper-based processes with more consistent digital records.

For local authorities, the changes bring new responsibilities, but they also present an opportunity. With the right systems and processes in place, Digital Waste Tracking could help councils improve the quality of their operational data, reduce duplication and make more informed decisions about waste services.

Understanding the New Requirements

The Digital Waste Tracking service is being introduced in phases across the UK, beginning with permitted and licensed waste receiving sites before expanding to other organisations.

• Phase 1: Waste receiving sites

Since the 1st October 2026, permitted and licensed waste receiving sites in England and Wales have been required to report the waste they receive through the Department of Agriculture, Environment and Rural Affairs’ (DEFRA’s) new digital service. The same requirements are scheduled to take effect in Scotland and Northern Ireland from January 2027.

This first phase includes relevant sites receiving controlled waste, although exemptions apply to certain activities and facilities. Receiving sites must submit information about incoming waste within two working days, starting the day after receipt. The information includes details of the waste, its waste classification waste (EWC code), quantity, origin and the organisations involved in its movement.

Importantly, the new digital reporting requirements do not yet replace existing waste transfer or hazardous waste consignment notes – these must continue to be maintained where required.

• Phase 2: Waste carriers, brokers and dealers

The second phase, currently planned for October 2027, will extend digital tracking to waste collectors, carriers, brokers and dealers. This expansion will move the service closer to its longer-term aim of tracking waste throughout its journey, from the point of production or collection through to its destination.

What Does Digital Waste Tracking Mean for Local Authorities?

Local authority waste services are complex, often involving multiple collection streams, depots, waste facilities, contractors and service providers. Information may be collected at several points, using different systems and processes.

For councils operating permitted waste receiving sites, the immediate priority is ensuring that the required information can be submitted accurately and within the reporting deadline. For other authorities, the focus may be on understanding how the next phase will affect collection operations and relationships with waste management contractors.

There are also practical questions to consider:

• Who is responsible for submitting information?
• Where is the data currently held?
• How can data be checked for accuracy?
• How will information move between operational teams and those responsible for regulatory reporting?

The transition also presents an opportunity to review existing working practices – rather than treating Digital Waste Tracking as a separate administrative process, authorities can consider how the required information fits into their wider operational systems.

The Challenge of Managing Waste Data

Waste collection and management operations generate significant amounts of information every day. This can include collection records, waste quantities, material types, vehicle movements, service exceptions and details of receiving facilities. For many local authorities, the greater challenge is not collecting the data, but ensuring that information is consistent, accessible and available when needed.

When information is spread across different systems, spreadsheets or paper records, bringing it together can be time-consuming. Data may need to be entered more than once, transferred between departments or checked manually before it can be used for reporting. This can create several challenges, including inconsistent records, gaps in information and additional administrative work.

Digital Waste Tracking makes the importance of reliable data even clearer. Reporting deadlines mean that organisations need processes capable of capturing and checking information promptly, rather than relying on retrospective data gathering.

Consistency is equally important. Waste types, quantities and other key details must be recorded in a way that supports accurate reporting. Where information comes from different operational teams or external contractors, agreed processes and data standards can help reduce errors. For local authorities managing several waste streams or facilities, a more connected approach to data management can make a significant difference.

Preparing Systems and Processes for Digital Waste Tracking

Although the first phase of Digital Waste Tracking is already underway, there is still time for authorities to review their wider data management arrangements ahead of the planned expansion in 2027.

A useful starting point is to understand how waste information currently moves through the organisation, from collection and delivery through to recording, reporting and analysis.

Authorities should consider:

• Reviewing existing data: Identify where the information required for Digital Waste Tracking is held, whether records are complete and whether there are any gaps.
• Checking reporting responsibilities: Establish which sites and activities are covered by current requirements and who is responsible for submitting information.
• Assessing existing systems: Consider whether operational software can hold the necessary information and how data can be prepared for reporting.
• Improving consistency: Review how waste codes, quantities, locations and other information are recorded across teams and contractors.
• Preparing staff: Ensure relevant teams understand the new requirements, reporting deadlines and the importance of accurate data entry.

The government’s approach does recognise the role of existing waste management software. DEFRA has developed an Application Programming Interface (API) to allow compatible systems to submit information directly to its reporting service. A temporary spreadsheet-based submission option is also available for organisations without suitable software, although this is only expected to be an option until October 2027.

How SmartSuite Can Support Better Waste Data Management

Having accurate, accessible information in one place is central to effective waste management – particularly as reporting requirements become more detailed. Integrated Skills’ SmartSuite provides a single source of truth for local authority waste management operations, bringing together information from collection activities and back-office processes.

By bringing operational data into one system, SmartSuite helps authorities maintain a clearer picture of service delivery and the data generated through their day-to-day activities. As Digital Waste Tracking develops, SmartSuite will be able to receive and hold the data required for the new reporting requirements, allowing clients to use this information to report to DEFRA.

This approach supports the wider principle of collecting information as part of normal operations, rather than creating separate processes purely for regulatory reporting.

For local authorities, the benefits of a centralised system extend beyond compliance. Having consistent information available across operational and management teams can support service monitoring, reduce reliance on disconnected records and provide a stronger foundation for future planning.

As the scope of Digital Waste Tracking expands, the ability to manage reliable operational data within existing systems will become increasingly valuable.

Beyond Compliance: Making Better Use of Waste Data

According to DEFRA, waste crime and poorly performing waste sites cost the UK economy an estimated £1 billion each year. Improving the visibility of waste movements will help regulators identify suspicious activity and understand where waste is being handled.

While tackling waste crime is a central aim of Digital Waste Tracking, the information generated through the service has the potential to deliver wider benefits across the waste sector.

For local authorities, improved data quality can also support more effective service management:

• Better visibility of waste movements

Consistent records can help authorities understand the types and quantities of waste being handled, where materials are being sent and how waste flows change over time. This information can support greater accountability and provide a clearer picture of what happens to materials after collection.

• More informed service planning

Reliable waste data can also support decisions about collection frequencies, vehicle requirements, operational capacity and future service changes. For example, understanding changes in waste quantities across different material streams can help councils assess whether existing collection arrangements remain appropriate.

• Improved performance monitoring

When information is accessible and consistent, it becomes easier to identify trends, compare performance and investigate potential issues. Rather than relying on data gathered solely for annual reports or compliance purposes, authorities can make better use of information throughout the year.

• Supporting longer-term waste strategies

More complete information about waste movements can also help authorities plan for changing requirements, including Simpler Recycling, Extended Producer Responsibility and future developments in waste policy.

Building a Stronger Foundation for the Future

Digital Waste Tracking represents an important step towards a more transparent and accountable waste sector. For local authorities, it introduces new reporting responsibilities and places greater emphasis on the quality and accessibility of operational information.

However, the longer-term benefits could extend well beyond compliance. By reviewing existing systems, improving data consistency and ensuring information is available across teams, councils can use the transition to strengthen their wider approach to waste management.

Integrated Skills’ SmartSuite provides a central platform for managing local authority waste operations and will support the collection and storage of data required for Digital Waste Tracking reporting. To find out more about SmartSuite and how Integrated Skills can support your waste management operations, get in touch today.