One label, a thousand regulations

How centralised data simplifies mandatory declarations

The food industry is subject to strict legal requirements for product labelling. Nutritional information, allergens, origin – all this information must be declared correctly. The EU Food Information Regulation (LMIV) stipulates that the label must include, among other things the name of the food, list of ingredients, allergen information, net quantity, best-before date or use-by date, manufacturer's address, country of origin (if applicable), and nutritional information. This wealth of mandatory information requires an enormous amount of maintenance. Companies that maintain product data manually in multiple locations, such as Excel lists, separate label layouts, and shop systems, risk inconsistent information. Errors or gaps in the information are considered compliance violations and can be costly. This can result in warnings or fines for incorrect product information, and in serious cases, even product recalls or sales bans, which can significantly damage the brand image. 

Distributed data increases the risk of errors

Few industries are as regulated as the food industry. This also means that product data is complex and extensive. It is often distributed across different departments and systems: ingredient lists may be stored in a quality assurance database, nutritional tables in marketing documents, and allergens in PDF specifications from suppliers. These fragmented data sources make consistent maintenance and updating difficult, and outdated or contradictory information is inevitable. A practical example illustrates the consequences. A manufacturer initially stored all labeling-related documents in a local folder structure, resulting in organizational chaos and a high probability of errors. Even a small change, such as a new ingredient or a modified recipe, can then easily be overlooked. If, for example, the sesame content of a product is increased, this allergen information must be updated on every label and in every online shop entry. If this is not done in all places, the legal requirements are already violated and consumers are potentially at risk. Strict rules apply here, especially in online retail: All mandatory information (except for the best-before date) must be available to the customer before the purchase is completed, otherwise there is a risk of widespread warnings.
The key question is therefore: How can all this decentralized product information be bundled so that it is always correct and up to date—across all output channels?

Central data management with a PIM system

The answer lies in the introduction of a Product Information Management (PIM) system. A modern PIM such as Pimcore acts as a single source of truth, a single reliable data source for all product information. All relevant information (from ingredients and nutritional values to certificates) is maintained in a central platform. This creates transparency and consistency: a professional PIM system defines a central “source of truth” for all product data and ensures that mandatory information is complete, consistent, and up to date. Fixed validation rules and mandatory fields ensure that no product can be released without the required information. Data gaps or inconsistencies are a thing of the past.
Equally important, such a PIM solution enables integrated workflows. Before a new product is released, for example, quality management and the legal department can check and approve the data entered in the PIM. This process ensures that no incorrect labels are released to the outside world and that every change is documented and traceable, which is crucial in the event of an inspection or audit.

Key advantages of a centralized PIM solution at a glance:

Single data entry: Product information, especially mandatory legal information, is entered only once in a central location and does not have to be entered multiple times in different systems. 
This reduces manual effort and avoids inconsistencies.

Data consistency across all channels: A platform such as Pimcore ensures that consistent and accurate information appears in all output formats, whether on printed labels, websites, retailer data sheets, or in an app. Changes no longer need to be made in dozens of places, but are made in one place for everyone.

Automated validation: PIM systems can define which fields are mandatory (e.g., allergens, nutritional values) and in which formats. This proactively prevents errors (such as missing allergen labels) before the product goes online or goes to print.

History and traceability: All changes to product data are versioned. In the event of queries, it is possible to trace exactly when which declaration was changed and by whom – important for compliance and internal audits.Automated export to labels, web shops, etc.

Perhaps the biggest advantage of a PIM system is automation. Once the central database has been set up, companies can largely automate the export of data to all channels. Changes to product master data only need to be made once in the PIM and are automatically propagated to all connected channels, whether it's your own web shop, retail partners' marketplaces, or the layout tool for packaging labels. A current product change (e.g., new recipe, changed nutritional information) is thus effective immediately and everywhere, without multiple manual entries.

The result is consistency and speed: product data can be synchronized and consistently displayed across all sales channels via a central PIM platform. For example, the information on the label on the shelf is identical to that in the online product description because both are fed from the same data source. In practice, this is achieved via interfaces or export functions: The PIM delivers the verified data directly to the online shop and to the layout software for packaging.
Example: A manufacturer used Pimcore to centrally bundle its product information. Thanks to defined templates, labels could be generated automatically and the e-commerce product pages updated in parallel – all from the same source. Automation reduced the workload for internal teams and ensured that the data for printing (labels), the web shop, and even mobile apps was always synchronized and ready for use.

Such automation not only reduces effort, but also drastically minimizes the risk of errors. Manual typos or forgotten updates in individual channels are eliminated by the system. In addition, the market launch of new products is accelerated: Once all mandatory information has been stored and checked in the PIM, a new product can be published on all platforms in record time without having to design separate labels and maintain web texts. This is a competitive advantage, especially for seasonal products or short-term recipe adjustments.

Last but not least, a central system also facilitates multilingualism and country-specific adaptation. Anyone who sells food in several countries must take into account different language versions and, in some cases, different legal requirements (e.g., different nutritional value formats, local unit systems). A PIM can manage these variants in a structured manner, ensuring, for example, that all information is available in French for the French market and that French guidelines (such as “Nutri-Score” labeling) are integrated where necessary. Without a central platform, this is extremely error-prone, but with PIM, country-specific labels and online data sheets can be generated from a common database. This allows the company to remain flexible and compliant even if regulations change or new markets are added.

Compliance ensured through centralized product data

Compliance with labeling requirements in the food industry doesn't have to be a nightmare. With a powerful PIM system like Pimcore, manufacturers and retailers can maintain their mandatory information once and display it correctly everywhere—from packaging to online stores. This reduces sources of error, saves time, and ensures the compliance of your product information. Instead of fearing “one label, a thousand regulations,” a central data platform creates order and trust: both authorities and consumers can rely on the information being correct.

Find out how you can meet regulatory requirements efficiently and securely. Arrange a meeting with our experts here