Product Information Management and GS1 Digital Link QR codes
Barcodes are moving into a new generation. GS1 Digital Link QR codes extend beyond a simple scan. They connect directly to a product’s digital record, carrying details such as ingredients, instructions, traceability data, or regulatory information.
For this connection to work, the information must be accurate, verified, and consistent across all channels, from online stores to retail systems to packaging. Achieving that level of consistency requires more than scattered spreadsheets or isolated databases.
This is where a centralized system becomes essential.
Product Information Management (PIM) provides the structure to keep product data reliable. It ensures that what the GS1 Digital Link delivers to a consumer or partner is the same, wherever it is accessed.
Table of Contents
What is a GS1 Digital Link QR code?
Before proceeding, it’s important to first explain what a GS1 Digital Link QR code is.
A GS1 Digital Link QR code is a type of 2D barcode that encodes GS1 identifiers, such as GTINs, batch numbers, or expiry dates into a web-friendly format connecting physical products to digital content.
Unlike traditional barcodes, it allows retailers, consumers, and supply chain partners to instantly access product information, such as ingredients, certifications, usage instructions, and traceability data, simply by scanning the code via a smartphone or compatible device.
This standardized approach supports both point-of-sale scanning and dynamic online redirection.
Businesses can generate these codes on their own by utilizing their resources and following the GS1’s implementation guidelines. Alternatively, they can use a reliable third-party service like the GS1 QR code generator to encode product data using GS1 formats.
What is a PIM?
Product Information Management. is the practice of managing all the information required to market and sell products through your distribution channels.
It is done through a centralized system, typically software that acts as the “home” for all product-related data. The system provides a structured environment where details such as names, descriptions, certifications, ingredients, dimensions, pricing, and images are stored and updated. These details can then be shared across teams and platforms.
A PIM's primary focus is on customer-facing product data. It is the "single source of truth" for information that helps market and sell a product.
In addition to being a database, a PIM system is a collaborative workspace. It allows multiple teams, (marketing, sales, regulatory, supply chain, and even external partners) to work on that data together in real time.
The system’s interfaces are designed to ensure accuracy and consistency across all touchpoints, from packaging and websites to mobile apps and retailer portals.
Here’s the optimized workflow within a PIM system:
- Teams upload product content (like technical specifications, marketing copy, regulatory data).
- Editors or compliance officers review the information to ensure accuracy and completeness.
- Approved content is then published or exported to various channels.
This process reduces errors, accelerates time-to-market, and ensures that every stakeholder has access to the up-to-date product information.
What data does a product information management system contain?
From basic identifiers to detailed specifications, each data category outlined below plays a key role in ensuring consistency, accuracy, and efficiency across the supply chain.
Basic product information: PIM systems contain the basic product details like the product name, SKU, category, and the short and long descriptions. All these elements help identify and categorize products across platforms. They are essential for efficient indexing and catalog organization.
Technical details: These systems store specifications like weight, materials, dimensions, and color. These details are essential for inventory management, logistic operations, and helping customers make wise decisions.
Regulatory data: To ensure regulatory compliance and consumer safety, PIM systems store data like allergen info, ingredients, certifications, and expiry dates. These details are essential in industries like pharmaceuticals, food, and cosmetics, where compliance is mandatory.
Marketing content: In PIM systems, images, videos, user manuals, and promotional text are stored and linked to each product. These details improve product listings and support marketing campaigns, ensuring consistent and visually appealing content across different channels.
Traceability elements: The elements such as lot codes, batch numbers, and serial numbers improve product traceability throughout the product’s lifecycle. For example, batch and lot numbers identify groups of items manufactured under the same conditions.
This is especially essential in industries like pharmaceuticals, food, and cosmetics to handle issues like recalls or defects. These elements support regulatory compliance by linking products to ingredient sources, manufacturing dates, and locations.
Each item has its own unique serial number. These numbers enable accurate tracking of regulated or high-value products such as medical equipment, industrial machinery, and electronic devices. This helps businesses effectively manage warranties, monitor service records, and decrease theft risks.
How does a PIM system work?
A PIM system operates in three stages to ensure product data is accurate and consistently distributed across all sales channels. Let’s understand how a PIM system works.
Step 1: Data Aggregation – “The Gathering”
First, the PIM system collects product data from multiple internal and external sources (such as supplier databases, ERP (Enterprise Resource Planning) systems, spreadsheets, and legacy tools). By centralizing this information, it creates a single, reliable source to minimize errors and duplication.
It makes sure all product details are stored in a single location.
Step 2: Data Enrichment & Management – “The Transformation”
After being collected, the raw data is cleaned, standardized, and enriched. The process involves adding required descriptions, videos, images, localized content, and translations. With automation and bulk tools, businesses can manage large catalogs faster and smarter, helping customers find what they need more easily.
Step 3: Data Syndication – “The Distribution”
The enriched data is distributed to different sales channels, such as mobile apps, marketplaces, e-commerce platforms, and print catalogs.
A key innovation is the integration of QR codes powered by GS1 which transforms packaging into a gateway to dynamic product web pages. These QR codes encode GS1 identifiers (like GTINs) and link directly to online resources.
By embedding these links into QR codes, businesses ensure that consumers, retailers, and supply chain partners can instantly access brand-authorized product information via a simple scan.
This approach eliminates the need for manual exports and static data sheets. The PIM system automatically updates the linked product pages whenever changes occur, ensuring consistency and accuracy across all touchpoints.
It also supports regulatory compliance and improves transparency, trust, and engagement throughout the product lifecycle.
How is the PIM system useful to businesses?
Aside from acting as a central hub for product data, a PIM System’s value extends far beyond storage. The following features highlight how it improves efficiency and strengthens business operations.
Bulk editing and import tools
PIM systems are equipped to handle large catalogs with thousands of SKUs. Teams can perform mass updates or imports efficiently, which saves time and reduces the risk of manual errors.
Approval workflows and version control
These systems include built-in processes for reviewing and approving entries, along with the ability to track changes. This ensures that only verified and current content is published to partners and consumer-facing platforms.
Multi-channel and multi-language publishing
Product information can be distributed to websites, apps, retailer portals, and other endpoints, while also supporting multiple languages. This feature makes it easier for businesses to expand internationally while maintaining consistency.
Real-time synchronization
Updates made in the PIM are reflected quickly across digital and physical channels, from e-commerce platforms to packaging. This responsiveness shortens time-to-market and helps brands adapt to market demands without delay.
Collaboration tools
Because the system is shared across marketing, sales, regulatory, and supply chain teams, collaboration becomes smoother. Tasks are completed faster, bottlenecks are reduced, and decision-making improves.
Consumer-facing accuracy
The result of structured and validated data is a consistent customer experience. When consumers see accurate product information, they gain confidence in their purchase decisions, strengthening brand credibility and loyalty.
By integrating like the GS1 QR codes on packaging, businesses can link directly to dynamic product web pages. These pages provide real-time updates on batch details, nutritional facts, authenticity, and more.
A single scan of these next-generation barcodes gives consumers instant access to the latest data, enhancing transparency and eliminating outdated or incorrect information.
Building trust through consistent, connected product data
Product information management systems centralize all product data, ensuring consistency and accuracy across platforms. GS1 QR codes then act as smart connectors, linking each product to its verified digital profile. Consumers can access real-time details like ingredients usage instructions or certifications directly from the brand’s source with a single scan.
This integration makes transparency sustainable and scalable. Brands can update product information online without modifying packaging, efficiently meet regulatory demands, and decrease manual errors.
Together, PIM and GS1 QR code build trust by providing instant, consistent access to reliable product data, empowering consumers and optimizing operations across the supply chain.
FAQs
Is a PIM just another database?
No, a PIM system is not simply a database but a centralized platform that can collect, enhance, validate, and distribute product data across multiple channels.
Contrasting generic databases, PIMs provide structured workflows, version control, and integration capabilities customized for product content management, ensuring scalability and consistency across teams and platforms.
Can I use a spreadsheet instead of a PIM?
Spreadsheets are more suitable for small product catalogs. With growing data volume, they become prone to errors and inefficiencies. They lack version control, automation, and collaboration features.
On the other hand, PIM systems save time by automating updates, avoiding repeat entries, and ensuring data quality. These qualities make them valuable for handling large or complex product portfolios.
How is a GS1 QR code different from a regular QR code?
QR codes compliant with GS1 standards can link to multiple online databases or web pages, depending on how they are configured. They lack standardized structure and product tracking ability, making them incompatible with complex systems.
QR codes powered by GS1 embed standardized identifiers like GTINs and batch numbers using GS1 Digital Link syntax, allowing easy scanning at point of sale (POS) checkout systems and providing access to detailed product information. The standardized format ensures traceability and easy integration within complex systems.
Do small businesses really need PIM?
Yes, particularly if small businesses sell across multiple channels or handle growing product catalogs. The PIM system helps small businesses accelerate time-to-market, reduce errors, and maintain consistent product data.
Even with a few SKUs, a PIM system can save time and support business growth by simplifying updates and keeping product details consistent across all channels.
How does PIM help with product recalls?
PIM systems ensure swift, accurate recalls by linking products to expiry dates, batch numbers, and regulatory data.
The centralized control in these systems benefits businesses with quick identification of affected items, timely stakeholder updates, and compliance. This reduces risk, protects consumers, and reinforces brand trust.
DISCLAIMER: We acknowledge that GS1, as well as the materials, proprietary items, and all related patents, copyright, trademark, and other intellectual property (collectively, “intellectual property”) relating to its use, are the property of GS1 Global, and that our use of the same shall be in accordance with the conditions provided by GS1 Global.
