A Pain Free Approach to Procedures – Part 2

In Part 1 we looked at what is a procedure, the different types of documents in a food safety system, the difference between a Procedure and a Work Instruction, why we need procedures as well as the typical structure or main headings that are covered in a procedure document. In Part 2, we will be looking at the most important procedures that should be included in your food safety system: The procedures required differ from organisation to organisation and depend on the nature, size and complexity of the business, however here is a list of procedures that are typically found in a food safety system:

Raw Material Acceptance Procedure

To ensure that controls are implemented that do not compromise the quality, food safety, legality and product authenticity of raw materials and packaging received

Product Release Procedure

To establish that your finished product complies with specifications prior to releasing the product to the market

Traceability Procedure

To guide the food safety team as to how the traceability system operates and is tested to ensure efficiency in the event of a recall.

Product Recall and Withdrawal Procedure

To guide the team as to how to manage a food safety incident and to define responsibilities and clear steps for the team to follow to ensure efficiency and expediency in the event of a food safety indicent

Non-conforming Product Procedure

To describe how substandard materials and finished product are managed and controlled to prevent accidental accidental release into the market-place

Corrective Action Procedure

To provide guidance as to how to analyse non-conformities to determine the root cause to prevent recurrence

Document and record control Procedure

To ensure the management and control of issuing, reviewing, approving, retrieval, storage and protection of documents, data and records

Control of Measuring and Monitoring devices Procedure

To describe how measuring and monitoring devices are maintained, calibrated, verified and safely stored to ensure accuracy

Training Procedure

To ensure that staff who play a role in food safety, legality or quality are competent, adequately supervised and understand their role in preventing and managing food safety incidents. This procedure should include refresher training as well as the review of the adequacy of the HACCP training programme

Complaint handling Procedure

To address the way in which customer complaints are received, documented and acted upon

Product testing procedure

To ensure that products are compliant with all legal, quality and food safety specifications and that the frequency and testing is risk based and in accordance with recognised testing methods

Purchasing Procedure

To ensure that all externally sourced materials and services conform to written specifications

Supplier Approval Procedure

To ensure documented process for supplier selection, approval and monitoring

Food Fraud Mitigation Procedure

To minimise the risk of using fraudulent or adulterated raw materials and that all product claims and labelling information is legal and accurate

Obsolete Packaging Management Procedure

To ensure the correct disposal of obsolete packaging and labels to prevent accidental use or damage to the brand

Personal Hygiene Procedure

To manage and control all hygiene requirements for staff and visitors the site

Medical Screening Procedure

To ensure that staff, visitors and contractors are not a source of contamination.

High risk and High care Procedure

To ensure that the correct handwashing, changing and hygiene protocols are implemented in the high risk / high care areas

Protective Clothing Laundry Procedure

To ensure that the protective clothing is controlled and laundered to the correct standards to prevent contamination risk in the food handling environment

Cleaning and Disinfection Procedure

To ensure suitable standards of cleanliness and disinfection of facilities, utilities and equipment

Micro-biological Monitoring Procedure

To verify that raw materials, equipment, hand-surfaces, environment and end products comply with microbiological  legislation and established specifications

Pre-startup, during Production and Post and Production Inspection Procedures

To implement the required production checks to verify that the production line and equipment is suitably clean, date coding, barcoding, labels are correct, temperature settings etc are correct before starting, when making product-change-overs and post production to verify accuracy of labelling and traceability information and control of left-over packaging and labels.

Product Contamination Control Procedure

To prevent, control and detect physical, microbiological, chemical and allergen contamination, .i.e  your glass inspections, sieves, metal detection etc

Glass Breakage Procedure

To prevent any consumer safety incident in the event of accidental glass breakage

Pest Control Procedure

To document how your pest control programme will minimise the risk of any pest infestation that may result in a food safety or quality risk

Water Quality Management Procedure

To ensure that water, steam and ice used at the facility complies with the potable drinking water standards where there is a risk to food safety

Staff facility Procedures / Rules

To ensure that staff use the facilities (canteens, toilets and change rooms) in a manner that does not introduce a cross-contamination risk to the food products

Waste Management Procedure

To describe the method for the collection, storage and removal of waste at the facility to comply with legal and food safety standards

Storage and Transport Procedure

To ensure that all appropriate measures are taken to prevent product contamination or deterioration during storage and transport

Facility and Equipment Planned Maintenance Procedure

To ensure that the facility and equipment is maintained to function properly and is repaired correctly and timeously to support the required food safety and quality standards and that the required hygiene standards are maintained once maintenance is completed

HACCP Review Procedure

To ensure that legal, customer and food safety standards are identified, updated and maintained to ensure conformance to requirements

Allergen Management Procedure

To describe how allergens will be managed onsite to prevent undeclared allergens in the final product.

CCP Monitoring Procedures

To ensure that CCPs are adequately controlled and managed to prevent any food safety incidents

HACCP Procedure

To ensure that all the preliminary steps and principles of HACCP have been documented

Verification Procedures

To verify that the HACCP System is working effectively

Food Defence Procedure

To identify and prevent any threats for deliberate contamination to the food supply chain or to products handled on site.


A paperless food safety system is a better way to go


Managing all these procedures as well as the other documents such as your policies, work instructions and external documents such as your standards, legislation, guidelines and specifications can become quite challenging as your business grows. We recommend moving towards a paperless food safety system which will not only save you money but also help you manage your system more efficiently whilst maintaining system integrity. You will eliminate frustration and work a lot more efficiently if you go digital – and no, it does not have to cost an arm and a leg. With Entecom Online, you can go digital and work a lot smarter by accessing your Food Safety System and data online, from any device, when-ever you need to. Let’s get you there in three steps: 1. You call us for a demo 2. You get excited 3. You go paperless You know that it’s time to make that change! Convert your manual system to digital and experience the endless possibilities. Contact info @entecom.co.za for your demo

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