Key data
| Regulation | Resolution of June 5, 2026, from the General Directorate of Road and Rail Transport |
|---|---|
| Publication | June 12, 2026 |
| Entry into force | June 12, 2026 |
| Affected parties | Road transport companies for goods and passengers, contractual shippers and actual carriers |
| Category | Regulatory Changes |
| Year | 2026 |
| Enabling legal framework | Law 9/2025 on Sustainable Mobility (obligation ten months after its entry into force) |
| Required document | Electronic administrative control document (DeCA) |
| Mandatory format | Native digital PDF, maximum 5 MB, with QR code and unique HTTPS URL TLS v1.2 or higher |
| Minimum retention | 1 year by carriers and shippers |
| Electronic signature | Mandatory only when the DeCA has contractual purpose; minimum advanced electronic signature (AdES) |
| Scope | Domestic traffic and cabotage (goods and passengers) |
Road transport companies and shippers operating in Spain have a new technical obligation in force since June 12, 2026: to replace paper administrative control documents with the electronic DeCA format, with very specific technical requirements. The Resolution of June 5, 2026 from the General Directorate of Road and Rail Transport develops the standards required by Law 9/2025 on Sustainable Mobility, which set this ten-month deadline from its entry into force for mandatory implementation.
This is not a recommendation: it is a requirement that affects the daily operations of fleets, logistics departments and relationships between shippers and carriers. Whoever does not adapt their systems in time faces problems during roadside inspections.
What does this regulation establish?
The resolution precisely defines the technical requirements that both DeCA documents and the computer applications that generate them must meet. The key points are as follows:
| Requirement | Technical specification |
|---|---|
| Document format | Native digital PDF (not scanned or image) |
| Maximum size | 5 MB per file |
| Document identification | QR code with unique URL per document |
| URL protocol | HTTPS with TLS version 1.2 or higher |
| Metadata recording | Date and time of creation and each modification |
| Access for inspection | Repository accessible on the road without requiring authentication |
| Retention | Minimum 1 year by carriers and shippers |
| Electronic signature | Only mandatory when the DeCA has contractual purpose; minimum level: advanced electronic signature (AdES) |
The regulation clearly distinguishes between the DeCA with merely administrative function—where no signature is required—and the DeCA with contractual value, which does require at least advanced electronic signature (AdES). This distinction is relevant for transport contracts formalized electronically.
Economic and operational impact
The impact is not just documentary: it involves a complete review of fleet management and logistics documentation systems. Companies must assess whether their current software can generate native PDFs (not scanned), embed QR codes with unique URLs under HTTPS TLS v1.2 and automatically record creation and modification timestamps.
Adaptation costs will depend on each company's starting point:
- Companies with modern TMS (Transport Management System): likely only need a module update or repository configuration.
- Companies with paper or Excel document management: will need to invest in specific software, repository hosting and staff training.
- Contractual shippers: must review their transport order issuance systems to ensure that the DeCA documents they generate meet technical requirements.
The requirement for unauthenticated access to the repository for roadside inspection also implies a technology architecture decision: documents must be publicly available through the QR URL, which requires stable and secure hosting infrastructure.
Who does it affect?
- Road freight transport companies in domestic traffic and cabotage
- Road passenger transport companies in domestic traffic and cabotage
- Contractual shippers that issue control documentation for transport operations
- Actual carriers that execute the transport and must carry or access the DeCA during the service
- Fleet management and TMS software providers that must adapt their products to the new standards
Practical example
A freight transport company with 15 vehicles operating national routes currently issues its bills of lading on paper or in PDF generated from a scanner. From June 12, 2026, each operation must be documented with a DeCA that is a native digital PDF of no more than 5 MB, with a QR code pointing to a unique URL of the document hosted under HTTPS with TLS v1.2 or higher.
The driver carries the document on their device or the system has it available in the repository. If a traffic inspector requests the document on the road, they access it through the QR code without needing a username or password. The company's application has automatically recorded the date and time when the DeCA was created and any subsequent modifications.
If that same DeCA formalizes the transport contract between shipper and carrier, it must be signed with at least advanced electronic signature (AdES). If it is only an administrative control document without contractual value, the signature is not mandatory.
Both the shipper and the carrier must retain that file for at least one year.
What should companies do now?
- Audit the current document system: verify whether the management software generates native digital PDFs or scanned/image documents. Image PDFs do not meet the requirement.
- Check the ability to generate QR codes with unique URLs: each DeCA must have its own URL under HTTPS with TLS v1.2 or higher. Confirm with the software provider if this functionality is available.
- Configure the document repository: the file storage must be accessible without authentication for roadside inspection. Review hosting architecture and access permissions.
- Activate metadata recording: the application must automatically record date and time of creation and each modification of the DeCA.
- Define the retention policy: establish processes to save DeCA files for at least one year, on both the carrier and shipper side.
- Identify DeCA with contractual purpose: for these, implement advanced electronic signature (AdES) or higher. Evaluate electronic signature providers if you do not have one.
- Train operational staff: drivers, fleet managers and administrative staff must understand the new document flow and how to access the repository in case of inspection.
Frequently asked questions
What exactly is a DeCA and how does it differ from a paper bill of lading?
The DeCA (electronic administrative control document) is the digital equivalent of control documents that until now could be issued on paper. The key difference is that it must be a native digital PDF (not a scan), maximum 5 MB, with a QR code that links to a unique URL of the document under HTTPS TLS v1.2 protocol or higher, and accessible without authentication for roadside inspection.
Is electronic signature mandatory on all DeCA?
No. Electronic signature is only mandatory when the DeCA has contractual purpose, that is, when it formalizes the transport contract between shipper and carrier. In that case, the minimum level required is advanced electronic signature (AdES). For DeCA with merely administrative function, no signature is required.
How long must DeCA documents be retained?
Both carriers and shippers must retain DeCA files for at least one year. This period is the minimum legal requirement established by the resolution; the company can set internally a longer period if it considers it necessary for other legal or contractual obligations.
Does this regulation affect only freight transport or also passenger transport?
It affects both. The resolution applies to both road freight transport and passenger transport, always within the scope of domestic traffic and cabotage.
What happens if during a roadside inspection the inspector cannot access the DeCA through the QR?
The regulation expressly requires that the repository where DeCA documents are stored be accessible for roadside inspection without requiring authentication. If the system does not meet this requirement and the document is not accessible at the time of inspection, the company is in breach of the electronic documentation obligation established by Law 9/2025 on Sustainable Mobility and this implementing resolution.
Official source
Consult complete regulation in official source
Notice: This article is for informational purposes only and does not constitute legal advice. For specific decisions, consult a qualified professional. Source: https://www.boe.es/diario_boe/txt.php?id=BOE-A-2026-12784