What you should and shouldn’t store in your PIM system (“cold” vs “hot” data)

Find out which data is worth storing in a PIM system and which is better kept in ERP, WMS, OMS, or CRM. If you manage a large product catalogue, dividing information between the right systems can make your work much easier, reduce errors, and save you a lot of unnecessary stress. Read on to see how to approach it sensibly. Enjoy!

Hot and cold data: What do they mean in the context of PIM?

In the context of PIM architecture, the terms “hot” and “cold” data help describe how frequently information changes and how quickly its current value needs to be available to other systems.

Cold data changes relatively infrequently. Examples include product descriptions, technical specifications, dimensions, materials, categories, and instructions.

Hot data is more dynamic, and keeping it up to date can have a direct impact on the sales process. Typical examples include current inventory levels, availability status, transactional prices, and order statuses.

The frequency of changes, the way the information is used, and the system that serves as its source all help determine where the data should be stored.

What data should be stored in PIM, and what should remain in other systems?

Each system within an organization’s architecture should have a clearly defined responsibility for a specific type of information. PIM most often serves as the central source of data that describes products, while operational information remains in systems designed to manage it on an ongoing basis.

The key is to define the source system for each type of data and design how information should flow between PIM and the other elements of the architecture.

Can PIM handle both cold and hot data storage?

Before implementing PIM software, it's essential to evaluate your business's specific data needs – data is split into hot and cold, and just one of these can be saved in PIM. By doing so, you can ensure that you’re storing the right data in the right place, avoiding common pitfalls, and getting the most out of your technology investments.

PIM systems are designed to centralize and manage a large amount of product information that remains consistent over time so cold data is perfect for storage in a PIM solution. Stuff that doesn’t need to be updated every five minutes but is essential for customers to make informed purchasing decisions.

That’s because PIM systems usually update their data once or twice a day – enough for the majority of your static product data, but not fast enough for things like stock levels.

It's best to exclude hot data from the Product Information Management solution. These systems aren’t built for processing live information, and don’t offer the performance or availability you would get from a dedicated real-time platform.

Why shouldn't hot data be stored in PIM?

When you store hot data in PIM tools, it can hurt the user experience and lead to challenges as your data demands increase. Here’s why storing hot data in a PIM system can be problematic:

1. Delayed updates

PIM solutions typically update data on a set schedule, such as once or twice per day. This means if you store information like stock levels in your PIM, customers on your website might see outdated information. For example, a customer could place an order for a product that your PIM says is in stock, but in reality, it may have sold out since the last update. As a result, it can lead to customer frustration and lost sales.

Important! Systems like ERP (Enterprise Resource Planning) or WMS (Warehouse Management Systems) are better suited to handle real-time (or near real-time) updates.

2. Performance efficiency

Storing too much live data in a PIM can slow it down, making it less efficient for managing cold data. PIM systems work best when they’re used for what they were designed to do – organizing and enriching long-term, stable product information.

What kind of data can go into PIM (aka cold data)?

To get the most out of your PIM system, focus on storing cold data. Here’s a simple breakdown of what you should keep in your PIM:

• Product descriptions: This is the marketing copy that describes the features and benefits of a product, and tells customers why they should buy your product. Once you’ve written it, it doesn’t change often. Perfect for PIM.
• Technical specifications: These are detailed facts about your product, such as the fabric of the shirt or how electrical devices are powered. This info stays mostly the same.
• Image & videos: Photos of your product, demo videos, user guides are perfect for PIM platforms.
• Product categorization: Use PIM to assign categories and attributes to your products, like color options, brand, or product type.
• User manuals: Stick documents like instructions for using your product in the PIM and forget about them until you release an updated version.

Want to know more about the PIM platform and how to implement it in your company? You can find more information here. You can also contact us anytime via email or schedule a consultation – we’re here to assist you.

What data should stay out of your PIM system (aka hot data)?

Operational data that requires frequent updates should originate from systems designed to support specific business processes. The most common examples include:

• Stock levels: Inventory changes all the time. Don’t rely on your PIM to keep track of it – PIM software can’t update fast enough to keep track of inventory accurately. Let your ERP or WMS handle that.
• Live pricing: Discounts, promotions, flash sales – all of these need to be updated in real-time, which PIM isn’t built for.
• Order statuses: Information about ongoing customer orders, payment information, and shipping details don’t belong in a PIM tool. This is a job for your ERP or OMS software (Order Management System), not PIM.
• Personal customer data: PIM isn’t designed to handle sensitive customer information like email addresses or phone numbers. This data should be managed by a CRM (Customer Relationship Management) or another secure platform built to protect personal information.

Data such as prices and stock levels are essential for making quick decisions, both internally (in operations) and externally (for customers).

But, wait. Can any pricing info go in PIM?

Good question. There’s one little exception to the "no hot data" rule: suggested retail prices (SRP) or base prices that don’t change often.

If you’ve got a price that stays stable, you can keep that in your PIM for internal use or for calculating other prices in your e-commerce system. But the second that price starts to fluctuate (e.g. Black Friday), it’s no longer cold data and shouldn’t live in your PIM.

How do you determine which system should be the source of data?

When designing the architecture, it is worth defining a source system (system of record) for each type of information – the system responsible for maintaining its current and reliable version.

For example:

• PIM can be the source of product descriptions, attributes, and specifications,
• ERP can be the source of base prices and operational data,
• WMS can be the source of inventory levels,
• OMS can be the source of order fulfilment information,
• CRM can be the source of customer data.

Other systems can access this information through properly designed integrations. This approach reduces the risk of multiple conflicting versions of the same information and clearly defines responsibility for keeping each type of data up to date.

Insight from Tandemite implementations

Our implementation for ZARYS is a good example of why clearly defined data ownership matters. The architecture connected SAP ERP, Pimcore PIM, and Shopware, allowing each system to handle a specific role within one integrated ecosystem.

“At the beginning of a project, we define which system will serve as the source of each type of information. This gives the team a clear place to update data, gives integrations a defined direction, and allows additional channels to rely on the same trusted sources. With large product catalogues, this kind of structure makes the entire architecture much easier to scale and develop over time.” - Maciej Pałubicki, CEO, Tandemite

Summary: What data should be stored in a PIM system?

You will get the most value from PIM when you clearly define which information it is responsible for within your organization’s architecture. Product descriptions, attributes, specifications, categories, and other relatively stable product information are well suited to a PIM system.

Operational data, such as current inventory levels, order statuses, or dynamic prices, should originate from systems designed to support these processes. ERP, WMS, OMS, CRM, and PIM can then exchange information through properly designed integrations.

If you are planning to implement Pimcore, Akeneo, or another PIM system, start by defining your data sources and the responsibilities of each system. Now that you're familiar with hot and cold data, what should you do next? Have more questions about PIM technology? Give us a call or get in touch – we are here to help.