Definition: What is a PIM?

A Product Information Management is used for the central administration and organisation of product information. In other words, all information that is required for internal organisation and referencing as well as for marketing and sales purposes. 

However, a PIM system is not only intended for managing and organising product information.   

It can also be used to distribute entire product data sets, including product images, drawings and data sheets, in multiple languages to a wide range of output channels. 

This increases administrative efficiency and ensures the quality of the data. 

The advantages of PIM software at a glance: 

This checklist will teach you how to utilize the benefits of PIM for your DAM and your daily work routine and how to master even demanding Product Workflows with it.

1. Double data storage

❌ Product information is often organised in Excel spreadsheets, which is not only a potential source of errors but also leads to duplicated data storage. In addition to the Excel challenge, duplicated data storage can also manifest itself in the metadata of images. For example, the same article number could appear both on the image in the DAM and in the product sheet in Excel. This leads to confusion and wastes valuable time.    

✅ The implementation of a PIM system for the central management of metadata ensures real-time synchronization, control of versions and transparent role management. This eliminates contradictory and duplicated information during data maintenance. 

2. Search and filter issues

❌ A marketing employee is looking for digital assets for a product campaign. However, finding the content is complicated as there are no specific product features in a DAM. 

✅ With the PIM, specific product features can be maintained and connected to the DAM system. You can use customized search filters to find the right product information in seconds. This means that all relevant information is maintained in one centralized system. 

3. Manual connection of product photos and information

❌ A new product is being introduced. As a DAM user, you have to manually ensure that the assets are linked to the corresponding product information which is both time-consuming and complicated. This is because a DAM does not automatically integrate the specific information. 

✅ Implementing a PIM ensures that the assets of the new product are properly connected to the relevant information. This reduces effort and simplifies processes, as everything is integrated in one system as opposed to two different solutions. 

4. Multichannel marketing and licensing agreements

❌ A graphic designer uses an image from the DAM for a marketing brochure without realising that it is an outdated product image. If the usage rights are also unspecific, the process drags out unnecessarily. If country-specific requirements have to be taken into, things become even more complicated. 

✅ Automatic synchronization between DAM and PIM ensures that product images are always updated automatically in the event of a change. In addition, the usage rights are transparent and can directly be viewed by everyone. This minimizes the risk of outdated images in marketing materials. 

5. Limited options for customization

❌ The e-commerce manager wants to create customized product pages. However, it can be difficult to identify relevant digital assets based on individual product features as this information is missing in a DAM system. 

✅ The PIM system is ideal for integrating individual product features into the DAM system. This allows the e-commerce manager to easily create personalized product pages, as all relevant digital assets are linked to the corresponding individual product information and can be easily identified. 

6. No centralized output source

❌ The simultaneous use of different systems such as Excel, SAP or Salesforce to maintain product information can lead to chaos. On top of this, accuracy is not guaranteed. Manual coordination between different platforms leads to a loss of time and makes personalization as well as the use and documentation of product information more difficult. 

✅ The essence of a centralized data pool through PIM goes beyond the mere consolidation of information. It creates a hub for all product information and images in the company. This central data pool serves as a single point of truth where all relevant data is managed and updated in real time.