The EU’s General Product Safety Regulation (GPSR), effective from December 13, 2024, represents a significant shift in product safety and compliance standards. While designed to protect consumers, it brings new responsibilities for manufacturers, importers, distributors, and online sellers.
Manufacturers must make product safety information clear and straightforward, and establish processes to adhere to the law. Now is the time to make necessary changes.
One of the key tools they can leverage to achieve compliance efficiently is a Product Information Management (PIM) system.
In this blog, we’ll explore how PIM systems address GPSR requirements, and safeguard your business.
What GPSR means for manufacturers: Key obligations
GPSR is the EU’s updated product safety regulation. It applies to many types of consumer goods, whether they’re new, used, or refurbished (e.g., electronics, fashion, toys, cosmetics, and furniture).
* Exemptions include items such as medical devices, drugs, food and drinks, pet food, living plants and animals, pesticides, and antiques.
The goal? To ensure every product sold in the EU is traceable, safe, and properly labeled. Let’s dive deeper into the details.
Here’s what GPSR demands:
- Traceability: Every product must be linked to its manufacturer, including clear contact information.
- Safety documentation: Think risk assessments, conformity certificates, and test reports.
- Localized labeling and instructions: Products must include instructions and warnings in the language of the target country.
- Quick action: If something goes wrong, manufacturing businesses must notify consumers immediately and coordinate recalls.
The extra hurdle for non-EU manufacturers? They need to meet the same requirements and appoint a responsible representative within the region.
That’s a lot of extra steps for a process that’s already complicated.
How PIM systems solve GPSR compliance challenges
Managing the wealth of information required under GPSR can overwhelm traditional processes. A PIM solution centralizes, organizes, and optimizes product data, ensuring compliance while boosting efficiency. Here’s how:
1. PIM systems centralize product data management
PIM systems like Akeneo, Pimcore or Ergonode provide a unified platform to store all product-related information:
- Manufacturer details (name, address, and contact details).
- Safety certifications and compliance documents.
- Multilingual product descriptions, labels, and warnings.
- High-quality multimedia, such as images and safety icons.
The centralization guarantees that all stakeholders – manufacturers, importers, and distributors – work with the most accurate and recent data.
2. PIM automates labeling and safety warnings
GPSR requires safety warnings and instructions to be localized for each EU country where the product is sold. PIM systems simplify this by:
- Generating multilingual safety labels and warnings.
- Incorporating icons, multimedia, and detailed descriptions.
- Customizing labels for different regional requirements.
- Centralizing updates: Edit once, update everywhere.
3. PIM allows for tracking audit-ready compliance documentation efficiently
Compliance involves generating, maintaining, and sharing extensive documentation. Using PIM software makes it simple to handle the process by:
- Organizing all your certificates, risk assessments, and test results in one place.
- Enabling quick updates and streamlined sharing with regulatory bodies or partners.
- Automating the generation of region-specific product compliance reports.
With a PIM in place, manufacturers can avoid delays caused by missing or incomplete documents. No more digging through email threads or spreadsheets when an inspector calls.
4. PIM ensures supply chain transparency
GPSR’s traceability rules mean you must provide authorities with the exact origins of your product. Who made it? Where did it come from? Who’s responsible for it in the European Union?
Product information management systems enable manufacturing companies to:
- Track every product’s journey through the supply chain.
- Maintain detailed records of suppliers and importers.
- Assign responsibility to designated representatives within the EU for non-EU manufacturers.
5. PIM simplifies continuous safety monitoring in order to respond to safety issues swiftly
GPSR mandates ongoing risk assessments and monitoring. With a PIM software, manufacturing businesses can:
- Track when the last assessment was conducted for each product and what actions were taken.
- Store and manage audit reports in formats like XLS or CSV for regulatory submission.
- Flag products for follow-up reviews based on risk level.
This level of detail guarantees swift action in case of safety concerns or recalls.
A practical example
Imagine a kitchen knife manufacturer selling products across several EU countries. The company can use PIM to store and manage the following data:
- Detailed product specifications such as blade material (e.g., stainless steel 440C) and handle material (e.g., rosewood).
- High-quality product images showing the knife from various angles and safety features like a blade guard.
- Safety certificates for food-grade materials and results of durability tests, ready for audit purposes.
- Consistent safety information like “Caution: Sharp knife – Keep out of reach of children.”
- Multilingual labels, warnings and usage instructions as well as recall notices in the languages of affected regions.
- The date and results of the last safety inspection, ensuring blade sharpness and stability meet EU safety standards.
- The supplier of the stainless steel blade / The wood supplier for the handle / The EU-based importer responsible for compliance.
The result? Faster compliance, fewer errors, and stronger consumer trust.
Why now is the time to invest in a PIM solution
Failure to comply with GPSR can lead to significant consequences, including:
- Product recalls.
- Financial penalties.
- Loss of access to key marketplaces and other platforms requiring GPSR documentation.
- Damage to brand reputation.
- Legal action.
But beyond avoiding risks, PIM solutions offer real benefits. PIM isn’t just a tool for compliance; it’s an investment in:
- Efficiency: Spend less time on manual updates and paperwork.
- Accuracy: Eliminate the risk of inconsistent or outdated product information.
- Scalability: Easily adapt as your product catalog grows or regulations evolve.
Final thoughts: Turn compliance into a competitive edge with PIM
GPSR compliance is more than a regulatory hurdle. It’s an opportunity to enhance manufacturers’ operations and build trust with their consumers. A PIM system helps you achieve compliance with ease, giving you the confidence to expand your reach in the EU market.
Don’t wait for the deadline to approach. Future-proof your business today!
Schedule a free consultation with our PIM experts. We’ll help you stay GPSR-compliant and identify gaps in your product data management, guiding you to the right PIM system.
