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A PAINFREE APPROACH TO PROCEDURES - PART 2

Janice Giddy
 June 04, 2020
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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.

 

Managing your documents 

A paperless food safety system is a better way to go


HOW DO I MANAGE ALL OF THESE PROCEDURES?


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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