Developing your HACCP Plan: Documentation and Records

This principle focuses on the records and documentation needed to show that all activities have been performed according to approved procedures.

Documentation provides clear instruction on the approved processes so that each person knows how to perform the process in the approved manner.

Records show that the work performed was done in compliance with these procedures. The standards require specific procedures and documents as well as requiring the organization to identify documentation that it needs to develop, implement and update the FSMS. Your documentation must include:

Food Safety Policy and Objectives

Documents needed for the effective development, implementation and updating of the FSMS
A documented PRP program
Documentation of raw materials, ingredients and product contact materials
Characteristics of end products
Intended use of end products
Flow diagrams for products or process categories
Description of process steps and control measures
Methodology and parameters used for selection of control measures
HACCP Plan
Procedure for Corrections
Procedure for Corrective Action
Procedure for Control of Nonconforming Product
Procedure for Withdrawals
Procedure for Internal Audits
Procedure for Document Control
Procedure for Records Control

Records:

The standard calls out specific records that are required. These are in addition to any records required by statutory, regulator or customer requirements. They include:

Records of communication
Records of management review
Records of contracts with external experts
Records of training
Records of preliminary steps for hazard analysis
Records of verification of PRPs
Records of the food safety team members qualifications
Verified flow diagrams
Results of hazard identification and assessment
Records of operational PRP monitoring
Verification results
Traceability records
Records of HACCP monitoring
Records of internal audits and verification activities
Records of review of product manufactured when operational PRPs were not within conformance limits
Records of corrective action
Records of withdrawal
Records of calibration
System updating activities

The documentation and records are a critical element of the food safety management system. They will help control your processes and ensure that they are done in a consistent and approved manner.

The records will enable you to evaluate the system, show that work was done in a manner that was planned and approved, and show that work and product complies with requirements. Without the documentation and records there really is not a formal system in place.