EPD Maintenance After Year One, Simplified
The first EPD is a milestone. Year two is the reality check. Customer RFIs, formulation tweaks, and PCR revisions pile up while bids keep moving. A smart maintenance plan keeps declarations current without constant change orders or last‑minute scrambles. Here is a playbook that aligns technical changes with commercial promises and restores calm.
Why updates don’t stop after launch
An EPD is a living asset. Products evolve, plants shift energy mixes, and spec language moves. EPDs are typically valid for up to five years, which means the real work is keeping them decision‑ready between day one and the next renewal (UL Solutions, 2024) (IBU, 2024).
Think of maintenance like a pit crew between races. Quick checks keep you competitive. Deferred fixes cost wins.
Build a simple change taxonomy
Not every change needs a full redo. Classify updates so teams react proportionally and predictably.
- Editorial corrections. Typos, contact info, formatting, broken links. No model reruns.
- Minor technical updates. Small formulation adjustments within declared bounds, updated transport distances, new energy factors. Limited model touches and verifier notice as required.
- Major changes requiring re‑verification. New plant, significant recipe shift, different declared unit, or scope change. Treat as a fresh verification cycle.
Write the trigger criteria down. Use examples from your own portfolio so there is no debate when tickets arrive.
Map changes to commercial expectations
Sales needs response times they can quote in bids. Product managers need a calendar that respects launches. Procurement teams want predictable spend. Tie each change class to turnaround targets, communication templates, and required approvals. Promise confidently what you can deliver every time.
Want the latest EPD news?
Follow us on LinkedIn to get relevant updates for your industry.
Make maintenance a service layer, not sporadic chores
Platform‑style annual agreements reduce friction and remove renegotiation overhead. Bundle what happens most often.
- Unlimited or tiered editorial fixes with a short SLA.
- A bank of minor technical updates per year, with fast verifier coordination.
- White‑label extensions for private‑brand partners where the underlying LCA remains identical.
- Competitive monitoring and a twice‑yearly portfolio review that flags expiring items and PCR movements.
This structure gives finance a single line item, gives operations a queue, and gives sales an answer on timing.
Set a steady cadence and clear ownership
Pick a reference month each quarter for EPD hygiene. Confirm data locks, scan verifier feedback, and update change logs. Name one accountable owner who approves scope, one analyst who executes, and one liaison who talks to program operators. Small teams can rotate roles if needed. Consistency beats heroics.
Keep source data tight
Most declarations rely on a defined reference year. Freeze it, document it, and store the evidence so updates are fast rather than forensic. If a product is brand new, a prospective EPD may bridge the gap, then it should be refreshed when a full year of production data exists. Reliable costs are hard to generalize here because scopes vary by plant and product.
Track PCRs like release cycles
PCRs expire and get revised on a multi‑year rhythm. Many operators target three to five years for PCR validity, which often shifts methods, datasets, or impact category requirements (EPD International, 2024) (EPD International, 2024). Maintain a PCR watchlist with version, expiry, and expected review window so next renewals do not become fire drills.
Align verification strategy with change size
Editorial and certain minor technical updates can often be handled as corrections or amendments when program rules allow. Major changes need fresh verification. Decide early which program operator fits your portfolio and target markets. Keep the verifier looped in on timing so calendars line up with your selling season rather than collide with it.
Bake in spec and partner variants
Distributors and private‑label partners may need white‑label EPDs that mirror the base model. Set naming rules, artwork conventions, and update inheritance so one approved change flows to every derivative without duplicate work. This is where a platform approach saves hours.
Budget with the bid calendar in mind
One mid‑sized project can repay the cost of keeping a product‑specific EPD current because teams avoid penalties that come with defaulting to generic carbon factors in submittals. Many buyers will not care if an EPD is month‑old or two years old as long as it is valid and verified. The risk starts when a declaration is within months of expiring or when teh PCR has materially shifted.
A one‑page playbook you can run next week
Write the taxonomy, set SLAs, schedule quarterly hygiene, list your PCRs, and define who approves what. Put the intake form where sales can find it. With that, your EPDs stop being whack‑a‑mole and start acting like a managed product line that supports revenue rather than interrupting it.
Frequently Asked Questions
How often should a manufacturer review EPDs for updates between verifications?
Quarterly works well for most teams. Tie reviews to a standing calendar slot that checks data changes, open RFIs, verifier notes, and PCR movements.
Do small formulation changes always require a new verification?
Not always. If changes remain within declared bounds and program rules allow, an amendment or correction may suffice. Document the rationale and consult the verifier early.
What happens if the PCR expires before an EPD does?
The EPD typically remains valid until its own expiry. On renewal, it must reference the current PCR version, which may require method updates.
How many white‑label EPDs can be derived from one base model?
As many as your program operator and verifier permit when the underlying LCA and declared unit are unchanged. Set naming and artwork rules so updates cascade cleanly.
Which metrics deserve priority during maintenance?
Global Warming Potential is the headline metric in most specs. Also watch declared unit definitions, system boundaries, and any data changes that move A1 to A3 results.
About the Author
John brings a clear, research-driven perspective on the EPD, LCA and HPD space and keeps a close pulse on environmental trends and standards in North America, helping clients understand where the industry is heading and how to get there.
