21.08.2025 | BJÖRN BAYARD
Cloud technology and the e-commerce-driven concept of composable architecture are leading to ever greater system interchangeability along the digital value chain. Theoretically, this also includes PIM systems as a data source for all central product communication processes.
However, many companies rightly shy away from hasty system replacements – especially when it comes to such a central application as PIM. Numerous interwoven data processes and integrations with a wide variety of other systems such as DAM, CMS, e-commerce, and print technologies make system change a complex project that, depending on the initial situation, can take up a lot of time and resources.
For this reason, many companies ask themselves how they can sustainably maximize the ROI of their PIM system and increase the longevity of the solution. In our latest white paper, we take a detailed look at this topic and have summarized the most important points for you in this blog post.
21.08.2025 | BJÖRN BAYARD
Cloud technology and the e-commerce-driven concept of composable architecture are leading to ever greater system interchangeability along the digital value chain. Theoretically, this also includes PIM systems as a data source for all central product communication processes.
However, many companies rightly shy away from hasty system replacements – especially when it comes to such a central application as PIM. Numerous interwoven data processes and integrations with a wide variety of other systems such as DAM, CMS, e-commerce, and print technologies make system change a complex project that, depending on the initial situation, can take up a lot of time and resources.
For this reason, many companies ask themselves how they can sustainably maximize the ROI of their PIM system and increase the longevity of the solution. In our latest white paper, we take a detailed look at this topic and have summarized the most important points for you in this blog post.
Is your PIM already showing the first signs of aging?
When is a PIM system too old? What are the first signs of aging and can they be reversed? With the growing dynamics in digital commerce and the technology world, software systems are aging at an ever faster pace: as half-lives decrease, more and more emphasis is placed on maximum ROI, which places the focus on implementation and integration of software solutions.
To check whether your PIM system is already showing signs of aging, we have put together a checklist of the seven most common signs:
1. Process efficiency decreases: The productivity and/or speed of your centralized workflows continues to decline, and employees have to put more and more effort into the same tasks. One reason may be that the PIM system doesn’t cover new requirements from e-commerce so product information has to be updated manually.
2. Workarounds are on the rise: PIM or Excel? What shouldn’t really be up for debate can lead to a proliferation of distributed Excel tables with aging PIM solutions. Poor performance or declining data quality: if employees can no longer rely on the PIM system and prefer to maintain centralized product information in their own files, it’s high time to take action.
3. Development costs increase: If a PIM system doesn’t grow with the company’s requirements, one of the first signs is the emergence of more and more additional applications. User interfaces for various tasks that have been elaborately built around the PIM are an unmistakable sign that the standard of the system has had its day.
4. Updates and interfaces become major projects: Users of modern SaaS technology will barely notice when their system updates. With outdated technologies, though, the opposite is true, and it is not uncommon for them to become complex IT projects that take months to complete. The same applies to the development of new interfaces – for example, when a new shop system is connected or a DAM solution is implemented.
5. System users are becoming increasingly dissatisfied: One thing is always advisable: ask your employees! Dissatisfied system users are a sure sign of a problem that needs to be addressed.
6. Data quality is declining: As data quality is becoming more and more important and the demands on it are constantly increasing, the PIM system must be able to keep up. In practice, this means that data models must be easily expandable and able to flexibly allow for new attributes. If this doesn’t happen, data quality problems will become more frequent – and not just in the shop, but often also in relation to new legislation and transparency requirements.
7. Data exchange is becoming increasingly ineffective: Data exchange between industry and retail – whether bilateral, via global data pools, or via supplier portals – demands efficiency, performance, and quality. A PIM system’s unreliability will become apparent when retail partners repeatedly demand enrichment and optimization of the product data.
Is your PIM already showing the first signs of aging?
When is a PIM system too old? What are the first signs of aging and can they be reversed? With the growing dynamics in digital commerce and the technology world, software systems are aging at an ever faster pace: as half-lives decrease, more and more emphasis is placed on maximum ROI, which places the focus on implementation and integration of software solutions.
To check whether your PIM system is already showing signs of aging, we have put together a checklist of the seven most common signs:
1. Process efficiency decreases: The productivity and/or speed of your centralized workflows continues to decline, and employees have to put more and more effort into the same tasks. One reason may be that the PIM system doesn’t cover new requirements from e-commerce so product information has to be updated manually.
2. Workarounds are on the rise: PIM or Excel? What shouldn’t really be up for debate can lead to a proliferation of distributed Excel tables with aging PIM solutions. Poor performance or declining data quality: if employees can no longer rely on the PIM system and prefer to maintain centralized product information in their own files, it’s high time to take action.
3. Development costs increase: If a PIM system doesn’t grow with the company’s requirements, one of the first signs is the emergence of more and more additional applications. User interfaces for various tasks that have been elaborately built around the PIM are an unmistakable sign that the standard of the system has had its day.
4. Updates and interfaces become major projects: Users of modern SaaS technology will barely notice when their system updates. With outdated technologies, though, the opposite is true, and it is not uncommon for them to become complex IT projects that take months to complete. The same applies to the development of new interfaces – for example, when a new shop system is connected or a DAM solution is implemented.
5. System users are becoming increasingly dissatisfied: One thing is always advisable: ask your employees! Dissatisfied system users are a sure sign of a problem that needs to be addressed.
6. Data quality is declining: As data quality is becoming more and more important and the demands on it are constantly increasing, the PIM system must be able to keep up. In practice, this means that data models must be easily expandable and able to flexibly allow for new attributes. If this doesn’t happen, data quality problems will become more frequent – and not just in the shop, but often also in relation to new legislation and transparency requirements.
7. Data exchange is becoming increasingly ineffective: Data exchange between industry and retail – whether bilateral, via global data pools, or via supplier portals – demands efficiency, performance, and quality. A PIM system’s unreliability will become apparent when retail partners repeatedly demand enrichment and optimization of the product data.
These factors increase PIM longevity
Declining efficiency and an increasing number of workarounds are the first unmistakable signs of a PIM system’s age. Fast and effective action is required here; otherwise, you run the risk of your employees only using the solution when absolutely necessary and system updates becoming full-blown projects.
The following factors in particular favor a long service life for PIM systems:
- The technical setup: the “genetics” of the system
The basic prerequisite for a long-lasting PIM system is the tech stack on which it is built. The world of business software is constantly changing and one innovation follows another. In order to keep up and keep its users competitive in the long term, PIM technology must be state-of-the-art, and today that means cloud-native with a flexible data model and maximum scalability and performance.
- System maintenance: there has to be movement
It’s not just the software world that is dynamic – companies themselves are also subject to constant change. This applies to the organization, for example through M&A or the expansion of product portfolios, as well as to the system landscape and digital processes. Every new digital sales channel has an effect on the Product Content Processes and brings with it new requirements for the data structure in the PIM. Continuous adaptation of interfaces, data processes, and system configurations is necessary in order to maintain overall efficiency and maximize the ROI of the PIM system in the long term.
- Data quality: nutrition is the be-all and end-all
Of course, the quality of the data is also crucial for the effectiveness and added value of the PIM system, making it highly important for the entire organization. It is therefore essential to precisely define the required data quality and to establish appropriate validation rules and anchor them in the data processes.
- Data culture: the role of the company EineNo matter how perfectly a software may fit a company’s requirements and be optimally embedded in its system and process landscape, if employees avoid it or don’t use it as intended, the expected added value won’t materialize. It is therefore important to involve users right from the definition of requirements and during the implementation phase. Moreover, their feedback must be continuously integrated into the system optimization and new features and system enhancements must be accompanied by targeted training and user tests and thus implemented sustainably.
These factors increase PIM longevity
Declining efficiency and an increasing number of workarounds are the first unmistakable signs of a PIM system’s age. Fast and effective action is required here; otherwise, you run the risk of your employees only using the solution when absolutely necessary and system updates becoming full-blown projects.
The following factors in particular favor a long service life for PIM systems:
- The technical setup: the “genetics” of the system
The basic prerequisite for a long-lasting PIM system is the tech stack on which it is built. The world of business software is constantly changing and one innovation follows another. In order to keep up and keep its users competitive in the long term, PIM technology must be state-of-the-art, and today that means cloud-native with a flexible data model and maximum scalability and performance.
- System maintenance: there has to be movement
It’s not just the software world that is dynamic – companies themselves are also subject to constant change. This applies to the organization, for example through M&A or the expansion of product portfolios, as well as to the system landscape and digital processes. Every new digital sales channel has an effect on the Product Content Processes and brings with it new requirements for the data structure in the PIM. Continuous adaptation of interfaces, data processes, and system configurations is necessary in order to maintain overall efficiency and maximize the ROI of the PIM system in the long term.
- Data quality: nutrition is the be-all and end-all
Of course, the quality of the data is also crucial for the effectiveness and added value of the PIM system, making it highly important for the entire organization. It is therefore essential to precisely define the required data quality and to establish appropriate validation rules and anchor them in the data processes.
- Data culture: the role of the company EineNo matter how perfectly a software may fit a company’s requirements and be optimally embedded in its system and process landscape, if employees avoid it or don’t use it as intended, the expected added value won’t materialize. It is therefore important to involve users right from the definition of requirements and during the implementation phase. Moreover, their feedback must be continuously integrated into the system optimization and new features and system enhancements must be accompanied by targeted training and user tests and thus implemented sustainably.
Software longevity: more than just a technology issue!
It’s clear that PIM longevity depends on much more than just the software itself. System configuration, data modeling, migration, implementation, and integration pave the way for sustainably implemented Product Information Management. And with continuous system maintenance, the PIM also achieves consistently high added value – well into old age.
Want to find out more? Then read our latest White Paper on the subject!