Air freight has always depended on speed, precision and coordination. Yet while aircraft can transport cargo across continents in hours, the information accompanying a shipment can still pass through multiple disconnected systems, messages and manual processes. IATA ONE Record is designed to address this challenge by establishing a common, secure way to share air cargo data across the supply chain. Since 1 January 2026, it has been the International Air Transport Association’s preferred standard for data sharing among air cargo stakeholders. For air freight companies, this marks an important step towards more connected operations, better shipment visibility and greater opportunities for automation.
The change goes beyond replacing paper documents with electronic files. It concerns how airlines, freight forwarders, ground handlers, shippers and technology providers exchange information, coordinate activities and make decisions. As international supply chains become more complex, the ability to access accurate and timely shipment data is becoming an increasingly important part of competitive air freight services.
What Is IATA ONE Record and How Does It Work?
Developed through IATA’s air cargo digitalisation programme, ONE Record establishes a common data model and a standardised application programming interface (API) for sharing shipment information. It also incorporates security specifications governing how participants authenticate themselves and access information.
Traditional air cargo data exchange often relies on electronic messages sent between individual systems. Although standards such as Cargo-IMP and Cargo-XML have supported industry communication for years, information can still become fragmented when different stakeholders maintain separate records and exchange updates at different stages of a shipment.
ONE Record takes a different approach by enabling a shared digital view of shipment information. Rather than relying exclusively on repeated exchanges of messages, authorised participants can access relevant data through standardised interfaces, subject to the permissions established by the data owner. The standard uses JSON-LD, a format that helps represent structured data and relationships between information objects. Its API supports communication between connected systems, while its security specifications help control access and protect confidentiality.
Importantly, ONE Record does not require every participant to surrender ownership of its information to a single central database. Data can remain with its owner, who controls which parties are permitted to access it. This makes the approach relevant to a supply chain in which many independent organisations must collaborate without giving up control of their own systems and data. IATA’s official ONE Record documentation provides the technical specifications and implementation resources for organisations preparing to adopt the standard.
Why the Air Cargo Industry Needs Better Data Sharing
Air cargo movements involve more than transporting freight from one airport to another. A typical international shipment may pass through a shipper, an origin freight forwarder, a warehouse, an airline, ground handling agents, customs authorities, a destination forwarder and a consignee. Each participant needs specific information to perform its role. Shipment details, handling instructions, security information, transport milestones and regulatory documentation must remain consistent as cargo moves through the chain.
When these details are stored in separate systems, discrepancies can create additional work. A missing field, an outdated shipment status or a mismatch between documents may require staff to investigate, contact partners and correct records. These challenges become particularly significant in high-volume operations. E-commerce shipments, for example, can involve large numbers of individual consignments and house air waybills linked to master air waybills. Maintaining consistent information across systems and jurisdictions requires accurate data exchange.
In March 2026, IATA identified digitalisation, global standards, and safety and security as three priorities for the air cargo industry. It also highlighted fragmented data systems as a source of duplication, delays and compliance risks. A common data-sharing standard can help address these problems by making information easier to access, interpret and exchange across participating organisations.
Four Ways IATA ONE Record Could Benefit Air Freight Companies
1. Better shipment visibility
Shipment tracking is most useful when information is timely, consistent and available to the people who need it. Yet a tracking update from one participant may not always provide the complete picture of a shipment’s progress. ONE Record supports a more connected view of cargo information across the transport chain. Authorised stakeholders can share relevant shipment details and operational updates, helping them understand what has happened and what requires attention. For air freight forwarders, this could improve communication with customers and overseas agents. Instead of relying entirely on manual follow-ups to obtain information, teams can use connected data to answer queries and identify operational issues more efficiently.
2. Less repetitive data entry
Freight forwarding involves numerous information handovers. Shipment details entered into one system may need to be transferred or re-entered into another, creating opportunities for errors and inconsistencies. Standardised data exchange can reduce the need to reproduce the same information across multiple processes. Where systems are properly integrated, shipment records and updates can be exchanged automatically between authorised participants.
This does not eliminate every manual task. Organisations must still validate information, handle exceptions and ensure that operational and regulatory requirements are met. However, reducing repetitive data handling can free employees to concentrate on more complex coordination and customer service.
3. More efficient operational coordination
A shipment can encounter problems long before an aircraft departs. Missing information, incomplete documentation or unclear handling requirements can complicate cargo acceptance and warehouse planning. When relevant data is available earlier and can be accessed by the appropriate parties, organisations have a better opportunity to identify gaps before they become operational problems.
For example, a freight forwarder preparing an export shipment could share relevant shipment information with an airline or handling partner through an integrated system. The receiving organisation could use that information within its own processes, subject to the applicable permissions and business rules. The actual benefits depend on the quality of the data, system integration and how widely the standard is adopted. ONE Record provides the framework for collaboration; it does not automatically resolve every operational issue.
4. A foundation for automation
Automation depends on reliable information. A warehouse system, cargo acceptance process or shipment management platform cannot make sound decisions if the underlying data is incomplete or inconsistent. By establishing a common structure for cargo data, ONE Record can support more automated workflows between connected systems. These could include exchanging booking information, sharing shipment milestones and coordinating cargo handovers.
For smaller air freight companies, this is particularly relevant. As digital tools become more accessible, standardised interfaces can create opportunities to connect with larger airlines, handling agents and technology providers without developing a separate, bespoke communication process for every partner. The commercial value will depend on implementation costs, system capabilities and the readiness of business partners. Nevertheless, common standards can make digital integration more manageable over time.
What Does Adoption Mean for Air Freight Forwarders?
ONE Record became the preferred IATA data-sharing standard on 1 January 2026, but that does not mean every airline, freight forwarder, airport and government authority has already implemented it. In March 2026, IATA reported that airlines accounting for more than 70% of global air waybill volumes were on track for implementation. This indicates significant industry momentum, while also underlining the need for continued adoption by forwarders, technology providers and regulatory authorities.
For air freight companies, preparing for this transition begins with understanding their current digital capabilities. Businesses should review the shipment management systems they use, identify how information is exchanged with airlines and overseas partners, and establish whether their technology providers support ONE Record or have a clear implementation roadmap.
They should also consider data quality. Standardised communication cannot compensate for inaccurate shipment details, inconsistent identifiers or incomplete operational information. Clear internal procedures and staff training will remain essential. Security deserves equal attention. Companies must understand how access permissions, authentication, confidentiality and data governance will work when connecting their systems with external partners. Finally, implementation should be treated as a collaborative process. Freight forwarders will need to coordinate with airlines, ground handlers, customers and software providers to establish compatible workflows and avoid creating new digital silos.
The Future of Air Cargo Is Connected
The shift towards data-driven logistics is not simply a technology upgrade. It represents a change in how the air cargo industry coordinates work across organisational boundaries. ONE Record provides a common framework for sharing information, while its practical value will depend on adoption, integration, data quality and cooperation across the supply chain. It is not a replacement for operational expertise, regulatory compliance or human decision-making. Instead, it can give logistics professionals better information with which to perform those responsibilities.
For air freight companies, the opportunity lies in combining reliable digital processes with the experience and relationships that international forwarding requires. Better data sharing can support more transparent customer communication, more efficient coordination and a stronger foundation for future automation. As the industry moves towards a more connected operating model, forwarders that understand these developments will be better positioned to evaluate new technologies and collaborate with partners across international markets. In a business where every handover matters, sharing the right information at the right time can be just as important as moving the cargo itself.
