Building a data foundation for EUDR-compliant coffee, rubber

Standardizing growing area data

Lam Dong province has identified reviewing and standardizing data on growing areas and raw material zones as one of the key components in implementing the European Union's Deforestation Regulation (EUDR) for the coffee and rubber sectors.

The data under review spans coordinates, plot boundaries, growing areas, crop types, and producer information through to supply chain records. Exporting businesses, cooperatives, purchasing agents, and raw material zone management units are responsible for collecting and managing the data they provide and ensuring its accuracy, while clearly identifying its origin, usage rights, and scope of sharing in accordance with regulations or agreements between parties.

Drawing on production experience, Bui Xuan Thang, Director of Cau Dat Bean Coffee Company in Xuan Truong ward, Da Lat, Lam Dong, said the EUDR is adding new procedural and documentation requirements for businesses exporting coffee to Europe.

"Exporting to Europe is now more complex because of the need to meet EUDR requirements. When expanding raw material areas to serve this market, businesses must select land with complete legal documentation, including land use right certificates," Thang said.

At the grassroots level, commune-level People's Committees are responsible for providing, cross-checking, and confirming information within their management scope, such as producer identity, production location, current land use status, cadastral data, and related content. The Department of Agriculture and Environment provides guidance on procedures, forms, and the scope of confirmation to ensure consistent implementation across localities.

To support verification of the no-deforestation-after-December-31,-2020 requirement under the EUDR, the Department of Agriculture and Environment is leading the development of a reference forest data layer, determining data sources, versions, update timing, accuracy levels, and processes for handling discrepancies or overlapping information.

Alongside the standardization of new data, the province is conducting an inventory and quality assessment of previously collected data in Di Linh, while also receiving rubber raw material zone data provided by businesses, projects, or supporting organizations, provided such data meets quality and usability requirements.

Before being brought into management and use, all data undergoes review of its origin, usage rights, data subject consent, structure, accuracy, usage conditions, and connectivity capability. This review ensures that data used in EUDR implementation has a clear, consistent basis in line with current regulations.

Data governance for EUDR implementation

The data repository supporting EUDR implementation is being built to meet state management requirements, enable information cross-checking, and connect with national and specialized data systems when required by competent authorities.

The repository is divided into three categories: shared data, restricted government agency data, and proprietary business data. Customer data, production and business secrets, and other confidential information are excluded from the shared data repository and may only be provided, connected, or accessed based on written agreements, commitments, and compliance with legal regulations.

Alongside the data repository, a governance framework specifies the purpose of use, managing entities, data scope, access permissions, storage duration, backup procedures, editing and access revocation processes, incident handling, complaint and feedback channels, as well as the responsibilities of organizations and individuals in the event of data leaks or unauthorized use or sharing of data.

Within technical assistance programs, the provision of servers, software, tools, data, or technical consulting is carried out based on written agreements between parties. These agreements specify asset ownership, copyright, administrative rights, access accounts, operation and maintenance plans, information security assurance, handover documentation, and the responsibilities of each party after the support activity concludes.

The process of building, managing, and using the data is carried out in accordance with regulations on data protection, information security, and confidentiality. Organizations and individuals involved in managing and using the data are responsible for operating strictly within their assigned permissions, ensuring that data sharing, connection, and use serve their intended purposes in accordance with regulations.

During management, data is updated whenever there are changes to producer identity, plot boundaries, land use status, or other information related to raw material zones. Cases where discrepancies, missing information, or inconsistencies between data sources are detected are checked and cross-verified before adjustments are made. Updates must clearly identify the providing unit, the time of the edit, and the content of the change, ensuring that the formation, supplementation, and use of data can be tracked throughout each phase of implementation.

From the third quarter of 2026 through 2027, the province will conduct data inventory, intake, and quality assessment; develop governance, security, connection, and data-sharing regulations; operate the data repository; receive and address cases of data discrepancy; and evaluate implementation results to further refine the data management process supporting EUDR implementation.

Under the plan, the EUDR data repository will be used for state management purposes and to support information cross-checking and connectivity as required by regulations. Verifying, explaining, and demonstrating EUDR compliance for each supply chain and each export shipment remains the responsibility of individual businesses, as required by importing markets.