Digital field notebook

The register of plant protection treatments has existed for years, but several significant changes are coming in 2026. Italy has chosen to avail itself of the extension granted by the European Commission with Implementing Regulation (EU) 2025/2203 , postponing the digitalization requirement to January 1, 2027. But beware: this doesn’t mean you can wait. 2026 is officially the last year to prepare, choose the right tools, and familiarize yourself with a system that will be binding for all Italian agricultural companies from January 2027 .

In this guide, we’ll see what’s changing in practice, what the actual deadlines are, and how to prepare.

What is the Corporate Digital Campaign Notebook (QDCA)?

The Digital Farm Record Book ( QDCA) is the official electronic register in which farmers must document all the cultivation operations carried out on their farm. It’s not simply a matter of replacing paper with a screen: the QDCA is a platform integrated directly into the SIAN (National Agricultural Information System) , managed by AGEA, and interfaces with the Farm Record and the Graphic Crop Plan (PCG). The information entered does not remain on the farm, but flows into a centralized database used for checks, to verify CAP 2023–2027 commitments , and to trace agricultural practices. The Farmer’s Farm Record Book is already prepared by AGEA and functions on a voluntary basis , making it a platform directly connected to the farm record within the SIAN .

What needs to be recorded in the QDCA

The QDCA doesn’t just cover phytosanitary treatments: it encompasses all major cultivation operations. Therefore, before choosing the software or management system, it’s helpful to understand exactly what it will contain. The system includes five categories of operations , each with specific fields to fill in:

Each operation must be linked to a plot graphically identified in the PCG via a unique ID . This is one of the most challenging aspects for those with seasonal, horticultural, or frequent crop rotations.

From paper register to digital obligation: the regulatory path

QDCA is often referred to as a simple bureaucratic requirement. In reality, it’s based on a regulatory framework built over years of European regulations and national decrees . Understanding regulatory developments helps better understand current obligations:

1. (EC) No. 1107/2009: requires professional users to record every use of plant protection products: product, date, dose, crop, surface area.
2. Legislative Decree 150/2012: made the field notebook mandatory in Italy.
3. (EU) 2023/564 : established that the records must be in machine-readable electronic format, with conversion within 30 days of product use. Original expiry: January 1, 2026.
4. (EU) 2025/2203 (31 October 2025): granted Member States the possibility to extend the obligation until 1 January 2027, leaving each State the choice whether to avail itself of it.
5. MASAF Decree (signed by Minister Lollobrigida, agreed upon at the State-Regions Conference on December 29, 2025): Italy has implemented the extension. The digital conversion obligation is set for December 31, 2026, with the obligation effective January 1, 2027.

At the operational level, the instructions for completing the QDCA are contained in the AGEA Coordination Circular No. 58 of May 21, 2024 .

What exactly happens in 2026?

Starting January 1, 2027, all Italian farmers will be required to record their pesticide treatments digitally , using the SIAN system managed by AGEA. 2026 is therefore the transition period : a year to familiarize yourself with the tools, update your company file, and choose the solution best suited to your business . This is a significant window of opportunity, and it’s worth using it carefully.

Here are some things to consider before you procrastinate:

• Data for 2026 must be available in digital format by January 31, 2027. Those who begin recording at the beginning of the year will already have a complete history ; those who wait will have to recover all transactions for the year retroactively, with the risk of errors and incompleteness.
• The SIAN portal requires more detailed information than the minimum required by European regulations: these include the identification of the machinery used, the date of the functional inspection, and the operators who performed the intervention. This data requires familiarity with the system before it can be easily managed.
• CAP payments for 2023–2027 are tied to the Company File’s compliance. An incomplete or outdated record can directly impact the amount of contributions received.
• Finally, it’s worth checking ahead of time whether your local CAA or cooperative will offer support in managing the digital format . Not all organizations currently managing paper notebooks are equipped to do so.

How it works in practice: access and tools

The QDCA is accessible through the SIAN portal. There are two ways to enter it:

1. Direct entry on the SIAN portal : suitable for those who manage a limited number of operations and plots.
2. Interoperability via certified software : management systems already in use can communicate directly with SIAN via AGEA Digital Transformation’s interoperability services, transferring data automatically.

The second option is recommended for farms with many plots or diverse crops: it reduces the risk of errors and the manual workload.

A concrete challenge concerns updating the Graphical Crop Plan : for each recorded treatment, the system must know exactly which crop is present on which plot. Those with frequent rotations or seasonal crops will need to pay particular attention to this step, which can be more challenging than recording the treatment itself.

What does this mean for different types of companies?

Companies with intensive crops followed by cooperative or consortium technicians

For many companies in the fruit and vegetable and wine sectors, the field notebook has always been managed by an external technician . With the digital QDCA, this model is no longer a given, because the data must be uploaded to the SIAN and integrated into the company file . It’s worth checking in advance:

• Whether the cooperative or consortium will offer the service in digital format integrated with the SIAN.
• If the reference technician is already authorized to operate on the portal .
• What are the methods and possible costs of the new service?

Small farms with seasonal or horticultural crops

Those managing frequent crop rotations, short-cycle crops, or plots with multiple overlapping crops will face significant challenges . The Graphical Crop Plan must reflect the actual situation at the time of each treatment: data that is inconsistent with the PCG can render the register invalid for CAP inspection purposes. The aspects to monitor are:

• Constant updating of the PCG with each crop change.
• Management of treatments during periods of greatest intensity , when interventions are concentrated in a few days.
• Compliance with the 30-day deadline from the date of processing for entering data into the system.

Companies already computerized or followed by agronomists with management software

Those who already use agronomic software are at an advantage, provided their management system supports integration with SIAN through AGEA Digital Transformation’s interoperability services. In this case , the data is transferred automatically , without manually accessing the portal for each registration. Before considering yourself ready, it’s a good idea to check:

• If the software you are using has already implemented integration with SIAN .
• The timeframes expected by the supplier for any updates.
• If the reference agronomist is already operational with the new system.

The link with the CAP 2023–2027

The QDCA is not just a bureaucratic requirement: it is closely linked to access to Common Agricultural Policy payments . The digital register data is used by Paying Agencies, Regions, and Autonomous Provinces to verify compliance with agri-environmental commitments, eco-schemes, and area-specific interventions.

An outdated, inconsistent, or incomplete register can lead to reductions in CAP premiums . Conversely, an accurate digital register significantly reduces the risk of on-site inspections , as many checks can be carried out remotely through SIAN.

For those who participate in certification schemes, quality chains or large-scale retail supply chains, the QDCA also becomes a reporting tool towards the market , not just towards the public administration.

How to Prepare: A Practical Checklist for 2026

The priorities indicated are indicative and based on the operational complexity of each action. Each company should evaluate them based on its specific situation, company size, and the level of digitalization already achieved.

FAQ: Frequently asked questions about the QDCA

1. Is the digital campaign notebook mandatory in 2026?

No, not yet . In Italy, thanks to the implementation of EU Regulation 2025/2203 by ministerial decree (agreement of 29 December 2025), the obligation starts from January 1, 2027. 2026 remains on a voluntary basis , but the data for the year 2026 must be available in digital format by January 31, 2027.

2. What happens if I don’t comply by 2027?

The penalties are primarily related to the management of CAP contributions: those who fail to comply with their company files and the QDCA risk payment reductions. The system allows for remote checks , making them more difficult to overlook than traditional paper-based checks.

3. Can I use my existing management software or do I have to use the SIAN portal?

You can use both options . AGEA provides interoperability services that allow certified third-party software to communicate directly with SIAN. If you already use an agronomic management system, check with your supplier to see if it’s already enabled or if an update is planned.

4. What is different compared to the paper notebook?

The rules on what to record and when have remained essentially unchanged . The method has changed : the data is no longer stored on the company or in an Excel file, but is transmitted to AGEA and stored in the SIAN company file, making it available for checks, CAP audits, and statistics on the use of plant protection products at the national and European level.

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