The Importance of Establishing a Single Source of Truth for Label Data

Picture a world where your label data is always 100% right, cutting down on waste and making life easier for users. For many businesses—especially those in manufacturing and highly-regulated industries—that need precise labeling, this may seem impossible. But the answer is simple: having a single source of truth for label data.

This article explores the problems caused by inaccurate label data and how creating a single source of truth can be the key to overcoming these challenges.

The Problem with Inaccurate Label Data

Label data can go wrong for several reasons. Common problems include human mistakes, old information, and having data in many different places. For example, manual data entry is often full of errors and without regular updates or one point of truth, label information can quickly become outdated. When different departments or systems keep separate data sets, inconsistencies are bound to happen.

Examples of how inaccurate data affects business operations

Bad label data can seriously hurt business operations. Mislabeling products can affect consumer trust and lead to breaking rules, resulting in fines and other penalties.

In the worst cases, mislabeling can cause costly product recalls or chargebacks from distributors and retailers. For example, a mislabeled pallet or cargo container can lead to regulatory non-compliance, resulting in fines and potentially causing harm to workers, consumers and the environment.

Consequences of label waste

Inaccurate label data causes a lot of waste, both environmentally and financially. Incorrect labels mean wasted paper, ink, and thermal ribbons, adding to landfill waste. Financially, reprinting labels causes production delays and extra costs. This waste can add up quickly, hurting a company’s profits and sustainability goals.

 Print user frustration

Users dealing with bad labels can get very frustrated. Confusion over which label is correct can lead to more work and repeated efforts. In environments where efficiency is key—like warehouses or production lines—this confusion can cause delays and mistakes, affecting overall productivity.

The solution: A single source of truth for label data.

One of the biggest benefits of creating a single source of truth for label data is the elimination of data silos. Instead of data being scattered across the company, the most accurate and up-to-date label data is available in one central location.

Centralizing label data

A single source of truth for label data means having a system or database where all label-related data is stored, managed, and maintained. This centralization improves data accuracy, makes updates easier and ensures compliance with regulations. By putting all label data in one place, businesses can streamline operations and reduce the risk of errors.

Connecting with business systems

Linking label data to existing business systems such as warehouse management systems (WMS) or enterprise resource planning (ERP) systems helps make sure real-time data is used on labels. This connection means any changes made in the business system are automatically reflected in the label data, keeping it consistent and accurate.

Better connections in your labeling process can have a major impact on your profits and set your business up for future success.

Automating label printing

Automation reduces label errors, improves efficiency, and lowers operational costs. Automating label printing from a centralized data source is a game-changer. This can be done in several ways:

• Flat file: The business system exports a flat file (.txt, .csv, .xml) containing the variable data into a watch folder where print automation software reads it and executes the label print job.
• Database: Print automation software monitors a database and triggers a label print job when a record is added or changed.
• RESTful API: Collect variable data from web applications via a RESTful API and return the print job results to the application.

Implementation Strategies

Assessing current systems

The first step to creating a single source of truth for label data is to evaluate your current data management systems. Find out where data is being entered or pulled from and identify areas for improvement. Consider if your label data is already stored in a system that can link to your label templates.

Tips on identifying areas for improvement and potential integration points

Look for inconsistencies and inefficiencies in your current processes. Are there duplicate data entries? Are updates made in one system but not another? Identifying these issues can highlight potential integration points between systems or data and help streamline your operations.

Choose the right tools

Selecting the appropriate tools is crucial for establishing a single source of truth for label data. Key features to look for in label design software include database connections and business system labeling integration. These capabilities ensure your label data is always accurate.

Assess your current label data management practices and consider implementing—or linking your label templates to—a single source of truth. The long-term benefits of accurate, waste-free and frustration-free label data management include reduced label errors, saved time and money. By centralizing and automating your label data processes, you can achieve greater efficiency and compliance, enhancing your business operations.