Construction Waste Documentation System in Poland: Current State and Prospects for Automation

Efficient documentation and traceability of construction waste are essential for meeting the objectives of the European Green Deal and the Circular Economy. In Poland, the national Database on Products, Packaging, and Waste Management (BDO) serves as the central platform for recording and reporting waste flows, including those generated by the construction sector. However, its current structure imposes substantial administrative burdens, particularly on large-scale projects involving thousands of waste transports. This study examines the documentation workflow within the BDO system as applied to construction activities. Using process mapping, field studies, and interviews, the research identifies key bottlenecks and opportunities for improvement, especially through automation enabled by the integration of external applications connected to BDO via its public Application Programming Interface (API). Among nine identified systems, one was selected due to its comprehensive functionalities tailored to construction-sector needs. A study involving thirty users demonstrated that implementation of this system reduced the time required to issue a Waste Transfer Card (KPO) by 77% and fully automated entries in the Waste Records Register (KEO). As a result, the average administrative workload decreased by 87%. For a representative demolition company generating approximately 46,000 KPOs annually, the total time savings correspond to 8.2 months of full-time administrative work. This reduction translates into annual savings exceeding PLN 47,000 and yields a return on investment of over 100% within the first year. Sensitivity analysis indicates that the system’s effectiveness decreases with lower documentation volumes. The findings confirm that targeted automation and improved interface design can significantly enhance the efficiency, accuracy, and transparency of construction waste documentation.