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Documentation and Recordkeeping for
Food Safety on Fruit and Vegetable Farms
Purdue University is an Equal Opportunity/Equal Access Ins9tu9on
INDIANA-ILLINOIS FOOD SAFETY INITIATIVE
Funded in part by a USDA Specialty Crops Block Grant from the Indiana State Department of Agriculture
Liz Maynard Dept. of Horticulture and Landscape Architecture
Purdue University, 600 Vale Park Rd., Valparaiso, IN 219-531-4200 • [email protected]
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What Documents?
• Policies: what you do • Procedures and Standard Operating
Procedures: how you do it • Records: when, where, who did it; results
• If you plan to be audited, keep policies, procedures, and records required by audit
• Audit requirements vary • This presentation: Harmonized GAPs
– Pre farm-gate – Post farm-gate
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Food Safety Records • Why are you keeping the records? • What is most efficient? • Who does it? • Who makes sure it gets done? • How much do you really need? • How long to keep? • Annual review
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Recordkeeping Basics
Write it Down! • What was done • When was it done • Who did it • Who checked the record
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Recordkeeping Systems
• Daily log of activities • Recordkeeping sheets for each activity, filed in
binder or file when completed What will work on your farm?
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Example Checklist
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Example Recordkeeping Sheet Toilet and Handwashing Facility Maintenance Log
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Example Recordkeeping Sheet
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Worker Education and Training
All workers • Date of training • Who was trained • Who was the trainer • What materials were used Food safety lead • Evidence of training
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Microbiological Sampling and Testing
Name of lab, qualifications of lab Sampling protocol Results of tests Any action taken as result of test
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Traceability and Recall
One step forward (except direct to consumer) One step back Record of a practice trace back and trace forward Record of a mock recall
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Self-audits and Corrective Actions
Record of self-audit Record of any corrective actions
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Field Production – Field History and Assessment
Risk assessment for field/greenhouse history and adjacent land use (annual)
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Field Production – Worker Health and Hygiene
Toilet facility number and location meet applicable regulations
Record of cleaning for toilet / handwashing facilities
Record that drinking water for workers is potable
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Field Production – Ag Chemicals, etc.
Record of ag chemical use Record of applicator training or licensing if required Record of worker training for worker protection
standards Record of ag chemical disposal
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Field Production – Water
Record of risk assessment for water (seasonal) Record of training related to water risk
assessment, testing, or treatment Record of water tests and results Record of corrective actions
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Field Production – Animal Control
Record of risk assessment for animals Record of animal monitoring Record of mitigation and corrective actions
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Field Production – Soil Amendments
Animal-based soil amendments Composition Method and date of treatment Date of application Evidence of adequate processing Compliance with applicable regulations
Raw or incompletely treated manure Composition Method and time of application
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Field Production – Vehicles, Equipment, Tools, Utensils
List of items and materials that may pose a risk of contamination (“food contact surfaces”)
Records of: Inspection Maintenance Repair Calibration Cleaning Sanitizing
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Field Production – Pre-Harvest, Water, Harvest
Record of pre-harvest risk assessment Descripton of water system Record of water changes in dump tanks, etc. Record of water treatment (if any) Records for ice: water source, manufacture,
transport, storage Record of water system maintenance Record of wash water and product temperature (if
applicable)
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Field Production – Transportation from Field to Packinghouse or Storage
Checklist for inspection of transport vehicle, wagon, etc. Cleanliness Functionality If used for something other than produce, need load history (past 3
loads) OR cleaning
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Packing Facility - Raw Material Sourcing
List of approved suppliers for raw materials
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Packing Facility, Equipment, Tools, Packaging
Records of maintenance for equipment and tools Records of temperature in cold rooms,
refrigerators, etc. Records of thermometer calibration List of glass and brittle plastic in the facility Records of lubricants purchased or used Register of packing specifications and label
approvals
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Packinghouse - Pest and Animal Control
Pest control log: Inspection dates Inspection reports Corrective actions
Pest control operator credentials
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Packinghouse
Risk assessment for produce washing Labels for antimicrobials used in water Records of antimicrobial use and monitoring Records of calibration/verification for instruments
and devices used in monitoring
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Transportation (Packinghouse to Customer)
Records of product temperature at loading (if required)
Checklist for inspection of transport vehicle Cleanliness Functionality If used for something other than produce, need load history (past 3
loads) OR cleaning
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Resources for Documentation and Recordkeeping
Example recordkeeping sheets Audit Checklists Guidance Documents Food Safety Plan Writing Workshop
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Questions?
Thank you.