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A Comprehensive Guide to Product Information Management

As eCommerce continues to grow, businesses are struggling with how to efficiently manage their product data. Product Information Management (PIM) has emerged as a solution for this challenge, but what exactly is it and how can it benefit your business? In this comprehensive guide, we’re diving deep into the world of PIM – from defining the technology to discussing its advantages and implementation tips. So, whether you’re a seasoned retailer or just starting out, this guide will equip you with all the knowledge you need to make informed decisions about implementing a PIM system within your organization.

What is Product Information Management?

Product information management (PIM) is the process of managing product data, including items such as product descriptions, images, specifications, and pricing. Product data can be any type of information related to a product, such as customer surveys or feedback. PIM can help businesses improve their marketing efforts by providing accurate and up-to-date product information. Additionally, PIM can help businesses reduce shipping and storage costs by automatically generating packaging and labeling designs.

PIM systems typically include features such as a product catalog, order processing, warehousing/distribution management, virtual asset management (VAM), and Customer Relationship Management (CRM). Many PIM systems also offer integration with software such as enterprise resource planning (ERP) systems or sales force automation (SFA) tools.

There are several different types of PIM systems: online PIM systems; local PIM systems; mobile/cloud-based PIM systems; and hybrid PIM systems. Online PIM systems are typically used for larger organizations with multiple locations. Local PIM systems are used for smaller organizations that have only one location. Mobile/cloud-based PIM systems are used for organizations that want to access their products from anywhere World Wide Web (WWW) access is available. Hybrid PIM systems combine features of online and local PIM systems.

To effectively manage product information, businesses must first identify their needs. Next, they should create a plan outlining how they will implement their PIM system. This includes choosing the type of system best suited for their needs, selecting the right software, and setting up the system. Finally, businesses must maintain the system over time to ensure it is up-to-date, secure, and functioning properly.

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The Basics of Product Information Management

Product information management (PIM) refers to the practices and procedures needed to manage product data from inception to end of life. PIM encompasses everything from gathering requirements from stakeholders, developing product specs, creating product descriptions, and managing data across all stages of the product lifecycle.

A comprehensive PIM solution includes: 

– Product data management (PDM): The first step in any PIM solution is capturing all the product data required for development, marketing, and support. This can include everything from product specifications to manufacturing information. 

– Product Lifecycle Management (PLM): PLM helps organizations track and manage products throughout their entire life cycle, from conception to disposal. This might include everything from developing a product plan and identifying requirements to tracking production and receiving feedback on customer satisfaction. 

– Business Process Automation (BPA): BPA automates business processes so that products are developed faster and more efficiently. This can include things like creating a custom manufacturing process or integrating sales software with PLM systems.

How to Capture and Track Product Information

There are many ways to capture and track product information, but which is the most efficient for your business?
Product information can be captured in a variety of ways, including but not limited to: online product databases, manual documentation, photo galleries, social media platforms, and scanning products. 

Online Product Databases 

One option for capturing product information is to use an online product database. Online product databases allow businesses to store all the necessary information about their products in one place. This includes specifications such as weight, size, colors, and prices. In addition to storing product information, online product databases often provide tools for managing inventory and tracking sales.
Some of the most popular online product databases include Amazon’s warehouses (, eBay’s auction site (, and Walmart’s website ( 

Manual Documentation 

Another option for capturing product information is to manually document products. Manual documentation can be done using pen and paper or a computer-generated document such as a catalog or order form. This type of documentation allows businesses to capture all the necessary information about each product including specifications and pictures. Additionally, manual documentation can be used to track sales and inventory levels. 

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Some examples of types of businesses that might use manual documentation include clothing retailers, furniture stores, and toy stores. 

Create Useful Reports from Product Data

Creating useful reports from product data is essential for any business to make informed decisions and stay competitive in the market. With the help of data analytics tools, businesses can collect and analyze product data from various sources, such as sales records, customer feedback, and market trends. By organizing and visualizing this data, businesses can gain valuable insights into their products’ performance, such as which products are selling well, which ones need improvement, and which ones are not selling at all. These insights can then be used to make data-driven decisions, such as adjusting pricing, changing marketing strategies, or introducing new product features to improve customer satisfaction.

When creating reports from product data, it’s important to keep the end-user in mind. The report should be easy to read and understand, with clear and concise information that is relevant to the user’s needs. The use of graphs, charts, and other visual aids can help to convey complex information in a more digestible format, making it easier for the user to make sense of the data. Additionally, the report should be actionable, providing specific recommendations based on the insights gained from the data analysis.

Finally, creating useful reports from product data is an ongoing process. As the market evolves and customer needs change, businesses must continuously collect and analyze new data to stay ahead of the competition. By investing in data analytics tools and regularly reviewing and updating their product data reports, businesses can make more informed decisions that drive growth and success..

Manage and Use External Sources of Product Information

External sources of product information can be a valuable resource for companies that sell products online or in other physical retail locations.

When choosing external sources of product information, it is important to consider the quality and accuracy of the data. Some good sources of product information include manufacturer websites, trade organization websites, consumer magazines, and online retailers. It is also important to beware of spammy websites that may contain inaccurate or outdated data.

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To manage and use external sources of product information effectively, it is important to have a system in place to organize and store the data. Product catalogs should be created using an electronic database management system (EDMS), such as Microsoft Access or FileMaker Pro. Search capabilities should be built into the database by adding keywords or phrases to the database tables. Product usage data can be tracked using reports or dashboards generated from the EDMS system.


As a business owner, you are undoubtedly familiar with the importance of product information management. This is the process of ensuring that all the different pieces of product data and the Supply chain management within the business are organized and accessible so that you can make informed decisions about your products and marketing strategies. Product information management is essential if you want to create quality products, protect your intellectual property, and build a brand that customers can trust. In this article, we have provided you with a comprehensive guide to product information management so that you can improve your business operations in no time!


  • Farhan Ali

    Farhan Ali is an experienced writer and loves technology and Business. He has a background in computer science and uses his knowledge to write interesting articles. He talks about different topics like technology, business, and personal growth. Farhan's writing is easy to understand but still engaging. He enjoys learning new things and stays updated with the latest trends. If you read Farhan's articles, you'll learn a lot and find them interesting.

Farhan Ali
Farhan Ali
Farhan Ali is an experienced writer and loves technology and Business. He has a background in computer science and uses his knowledge to write interesting articles. He talks about different topics like technology, business, and personal growth. Farhan's writing is easy to understand but still engaging. He enjoys learning new things and stays updated with the latest trends. If you read Farhan's articles, you'll learn a lot and find them interesting.


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