Why Digital SPS Compliance is a Growing Challenge for UK Food & Agri Exporters

International SPS compliance is undergoing a digital transformation. However, as countries move away from paper documentation toward electronic platforms, UK food and agricultural exporters also face new operational challenges. Each export market operates its own digital platform, complete with unique technical specifications and documentation standards.

In this guide, we’ll explore the evolving challenges of digital SPS compliance. We’ll discuss the key issues businesses face with the UK’s digital compliance system, examine international certification requirements, and offer practical strategies to ensure compliance in different markets.

Looking for clarity on digital SPS requirements? Contact clearBorder for a tailored consultation.

Electronic Certificates: Modern SPS Solutions

Digital sanitary and phytosanitary (SPS) compliance is changing how trading partners manage agricultural and food product certification. Many countries have shifted from paper documentation to electronic certificates, enabling faster processing and improved SPS compliance. Digital solutions allow users to secure, submit, and archive essential health and protection documents. This ensures compliance and enhances transparency in international trade.

Major trading authorities worldwide now require electronic certification through various platforms. For businesses, digital SPS solutions make it easier to submit and store SPS certificates, but adapting to different systems across various markets can present many challenges.

SPS Compliance: Digital Infrastructure in the UK

In the UK, agricultural businesses are required to use the Export Health Certificate (EHC) Online system to obtain digital SPS certificates when exporting animals and animal products. An EHC confirms that animal exports meet the SPS requirements of the destination country. The EHC Online platform interfaces with the UK’s Digital Trade System (DTS), as well as international systems like the EU’s TRACES NT.

For plant-based exports, businesses must use the Plant Health Export Service (PHES) for phytosanitary certification. In addition, the Fish Export Service is a digital platform that streamlines the export of fish and fishery products from Great Britain to the EU and Northern Ireland. It allows exporters to generate EHCs and sanitary certificates.

Challenges with the UK’s Digital SPS Compliance System

The UK’s SPS compliance infrastructure presents several challenges for UK traders. The current platform’s format and interface can create difficulties when trying to access and submit SPS certificates, leading to delays in export clearance and issues with export compliance.

In addition, users often report ongoing issues with system performance and availability, particularly during peak periods. Technical problems include system downtime, slow resolution of queries, and difficulties in document retrieval. These issues are particularly challenging for smaller agricultural businesses, which have fewer employees to handle technical issues with SPS compliance.

Many organisations also struggle to understand SPS documentation requirements and follow the appropriate guidelines. The situation is further complicated when exporters need to interact with multiple countries’ SPS systems, each with its own technical specifications and requirements. This complexity increases both operational costs and the risk of non-compliance.

International SPS Certificates & Compliance Requirements

Every country has its own digital SPS compliance system and SPS certificate requirements. The EU’s TRACES NT system is the most comprehensive SPS platform, requiring full digital certification for animal products, plants, and organic goods. All UK traders exporting to the EU must register and maintain active profiles, with certificates needing pre-notification and validation through the system. Other key international platforms include:

• PGA (United States): Exporters must use the Partner Government Agencies (PGA) system through US Customs and Border Protection. Digital submission of SPS certificates is required via the Automated Commercial Environment (ACE).
• Single Window (China): UK exporters must register on China’s Single Window platform. Digital copies of health certificates must be uploaded to the system before shipment. Original paper certificates are still required alongside digital submissions.
• NACCS (Japan): Exporters need to submit SPS certificates through the Nippon Automated Cargo and Port Consolidated System (NACCS). Pre-arrival notification is mandatory, with specific timeframes for different agricultural products.
• SABER (Saudi Arabia): Exporters must use the SABER platform for the electronic Certificate of Conformity.

The range of digital SPS compliance systems can make it difficult to ensure compliance when exporting to multiple countries. In many emerging markets, maintaining compliance can be even more challenging, as many developing countries use a combination of digital and paper-based processes.

UK exporters must maintain capabilities across these systems, stay up to date with documentation requirements, and ensure compliance with each market’s specific digital SPS protocols.

Cross-Border System Compatibility Issues

The range of digital SPS systems creates significant operational challenges for UK exporters. Each system has unique technical specifications, data formats, and interface requirements. Failing to adhere to SPS compliance protocols can result in border delays, extra costs, and financial penalties. Therefore, businesses must train staff on how to use multiple software solutions and navigate compliance processes effectively.

Data exchange between platforms also remains a critical challenge. While the UK’s EHC Online system is compatible with some international platforms (eg., TRACES NT), many systems lack direct integration capabilities. This often results in manual re-entry of data, increasing processing time and potential for errors. Authentication and verification processes also vary significantly between countries, with some requiring additional digital signatures or third-party verification.

Managing digital standards across borders adds another layer of complexity. Some countries require specific data encryption standards or document formats, while others maintain unique coding systems for product classification. These variations, combined with time zone differences and support availability, can lead to significant delays in SPS certificate validation.

Cost & Operational Impact of Digital SPS Compliance

Digital SPS compliance systems create substantial operational and financial burdens for UK exporters. For example, companies must invest in multiple software subscriptions, system upgrades, and technical infrastructure to meet varying international requirements. For smaller businesses, these costs can represent a significant portion of their operating budget.

Staff need ongoing training to stay current with various digital systems and documentation rules. Companies must also manage their paperwork across different platforms, each with its own requirements for record-keeping and storage. This complexity often requires businesses to invest in specialised document management systems.

These challenges can cause certification delays, potentially leading to delays at customs, increased storage costs, and compromised product shelf life.

Building an Effective Compliance Strategy

Digital SPS compliance requires a strategic approach. Organisations should start by developing a digital compliance management strategy, focusing on creating digital workflows that save time and resources for compliance teams.

Using integrated software solutions to handle multiple certification requirements is also crucial. Certification tools often include EDI capabilities that allow for seamless data exchange across different platforms.

Staff development is also crucial – regular training programs can teach employees the necessary technical skills and educate them on compliance responsibilities. Documentation procedures should be standardised and regularly reviewed, with clear guidance for different agricultural product categories.

Expert Support to Improve Compliance

At clearBorder, our trade specialists help UK businesses of all sizes navigate digital SPS compliance through specialised consulting and training. 

Our expert team stays current with evolving SPS certificate requirements across key markets, including the EU, the US, and Asia. We also provide targeted advice to help businesses prepare for upcoming changes in digital certification. 

Our tailored training courses help teams understand every aspect of international trade and SPS compliance. We give employees the tools and knowledge needed to stay up to date with SPS requirements, navigate digital systems efficiently, and ensure customs compliance.

Our trade expertise is not limited to SPS compliance. The trade specialists at clearBorder help businesses improve every aspect of their international trade operations, including export control compliance, supply chain optimisation, and freight forwarding. Our approach focuses on promoting long-term resilience, enabling businesses to confidently manage their digital compliance obligations while expanding their international trade operations.

Contact clearBorder today to develop a robust compliance strategy that works for your business.