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Good Agricultural Practices Traceability, Food Safety Plans and Audits
Purdue University Cooperative Extension Service is an equal access/equal opportunity institution.
“This activity was funded, by Purdue, as part of AgSEED Crossroads funding to support Indiana's Agriculture and Rural Development”.
Farm Food Safety Plan • A living document describing farm and facilities
– Narrative, Maps, diagrams • Identifies person responsible for food safety • Defines policies • Outlines standard operating procedures (SOPs) • Includes examples of recordkeeping forms (R) • Topics covered (as appropriate to your farm)
– Agricultural inputs, Manure storage and handling – Animal exclusion (domestic & wild) – Irrigation and drainage management – Equipment sanitation – Harvest and postharvest handling – Employee training program – Personal Hygiene including Restroom & hand washing facilities – Traceability system – Crisis management strategy
Use a Template or Audit Checklist as a Guide
• FSP4U Univ. of Minnesota Template – safety.cfans.umn.edu/fsp4u/
• On Farm Food Safety onfarmfoodsafety.org • Harmonized GAP Standards
– www.unitedfresh.org/newsviews/gap_harmonization • Audit Checklists
USDA www.ams.usda.gov/ Primus Others
Start with What You Know!
• Assess your operation, pre-plant through postharvest handling.
• Identify areas that you know are high risk or areas of concern.
• Consider changes that will reduce the risks AND are economically feasible.
• Document your progress.
Plan Writing Tips
• Write a plan for your operation
• Include what you will do (not what you hope you will do)
• Update your plan regularly
Risk Assessment Resources
• Food Safety Begins on the Farm – Self Assessment (National GAPs) www.gaps.cornell.edu
• Food Safety Decision Tree www.gaps.cornell.edu/tree.html
• Food-A-Syst (Kansas State) www.ksre.ksu.edu/bookstore/Item.aspx?catId=201&pubId=337
• Audit checklists or self-audit checklists from various sources
• GAPs Training - what you learn today!
Self Assessment Instructions, cont.
http://www.gaps.cornell.edu/Educationalmaterials/FApdfs/AllFAws.pdf
Recordkeeping Basics • Why are you keeping the records? • What is most efficient? • Write it Down!
– What was done – When was it done – Who did it – Who checked the record (Who makes sure it gets done!)
• How long to keep? • Annual review
Recordkeeping Systems • Daily log of activities • Digital images • Recordkeeping sheets for each activity, filed in
binder or file when completed • Electronic systems
examples gap-pro.com scoringag.com
What will work on your farm? http://www2.uncp.edu/bookstore/cellphone-512x512-370x370.png
Types of Documents • P - Policies (What You Do) • SOP - Procedures (How You Do It)
– Standard Operating Procedure (SOP) • R - Records (Who Did What When) • D - Document (Proof you did it) • Maps (Where Is It) • Flow Chart (How It Works)
J. Atsaves
Questions Points YES NO N/A Doc
G-3 Potable water is available to all workers. 10 R
G-4 All employees and all visitors to the location are required to follow proper sanitation and hygiene practices. 10 P
G-5 Training on proper sanitation and hygiene practices is provided to all staff. 15 D
Example Procedure: Traceability Procedures
How do you keep track of which field produce comes from and where it goes?
Our farm utilizes a handwritten traceability system that allows us to trace product one step back (field) and one step forward (customer).
To test our recall plan, we conduct a mock recall. In the mock recall, a buyer is contacted and asked to identify a load received from our company. We ask how much of the product has been sold and how much they still have in inventory. This information is recorded in our mock recall form and kept on file.
Questions Points
YES
NO
N/A Doc
1-3
Water quality assessment has been performed to determine the quality of water used for irrigation purposes on the crop(s) being applied.
15 D
1-4
A water quality assessment has been performed to determine the quality of water used for chemical application or fertigation method.
15 D
Water Quality Risks
Why Have a Traceability System?
• Part of a Food Safety Plan
• In case of foodborne illness outbreak
• It is now part of all third party audits
• It is part of the new federal legislation “Food Safety Modernization Act”
What is a Traceability System
• A labeling and recordkeeping system
• Involves every step in the supply chain
• Enables tracking product one step back and
One step forward Where did it come from? Where did it go?
http://cdn.modernfarmer.com/wp-content/uploads/2013/06/MG_8276.jpg
Example of a Numbering System • 16756169
– 167 = (harvest date) • first day a grower picks • Julian calendar date or actual date (614)
– 5 = field number – 6 = picking crew – 169 = packing date (616)
• Record the numbers and number of cartons after harvest
Types of Systems: Manual
• Write the date or code on a box
– Record at the end of the day – Commodity, codes, number of boxes and where shipped
• Hand labeling grocery gun – A series of numbers can be used for field, harvest date,
harvest crew, etc. This can be put on the box in the field if field packing or in the packinghouse.
– At end of the day record the codes in a log book or in an excel spreadsheet.
J. Theuri
Types of Systems: Electronic • Use a Excel(r) or Access(r) file to collect the data.
– This system is static and does not allow others to track the product
• There are several proprietary software systems – based on computer based barcodes – Often require a special printer – Costs range from $9,000-18,000
• Purchase labels with codes
Implementing Traceability • Built into a food safety plan policies, procedures
and recordkeeping – Use a system that works for you and your buyer
• Test the system – Begin with a single or few commodities – Begin with a buyer you can work with
• Use it!
Can there be traceability at a farmers’ market?
Questions Points YES NO N/A Doc
2-18 There is a policy in place and has been implemented that harvested product being moved from field to storage areas or processing plants are covered during transportation.
5 P
2-19 In ranch or field pack operations, only new or sanitized containers are used for packing the product. 10 D
2-21 Produce moving out of the field is uniquely identified to enable traceability in the event of a recall. 10 D
Audit Checklist: Traceability
3-34 Records are kept recording the source of incoming product and the destination of outgoing product which is uniquely identified to enable traceability.
10
D
How to Prepare For a Recall • Be prepared
– Make sure you have accurate records for all ‘lots’ – Have a recall plan in place – Have a recall team in place and trained
• Make sure one individual is a communications person
• Get training – Make sure everyone knows their role
• Practice your procedures: Mock Recall
• Have a list of resources
• Investigate recall insurance
Mock Recall • Ability to track an order of produce from the farm or shipping
location to where it is delivered (one step forward). – Should do a mock recall at least once a year.
• Call a buyer – Indicate that you do not want to recall the produce
• practicing in case there is a problem in the future – ask how many boxes of a specific product they still have on hand – how much has been moved forward. – Ask buyer to fax the results of this call on their letterhead.
• Keep a record of the mock recall.
One Step Back
• One step back: where did the produce come from? – Field, greenhouse or high tunnel
• More specific is better – Harvest date – Packing date – Harvest crew
What records do you already keep?
Harvest Record!Crop: cantaloupe!Field: Back 1, first planting!Date: 8/5/14 (Pick and pack)!Harvesters: H. Foote, T. Dale!No. Units: 6 pallets Traceback Code:B1140805 !!
One Step Forward
• When and where was the produce sold – What farmers’ market and when – When was it put out for sale on the farm stand – What wholesale buyer
• How many packages or pounds or bunches
What records do you already keep?
Sales Record Crop: cantaloupeTraceback Code: B1140805Total No. Units: 6 pallets Date !Buyer ! !No. Units !8/6/14 Phil’s Grocery 4 8/6/14 Jane’s Fruit Truck 1 8/7/14 Argos Farmers Mkt 1!
Crisis Communications Do: • Establish trust by conveying sincere compassion
for crisis victims. • Acknowledge opposing viewpoints as credible
and understandable. • Respond immediately to the situation. • State your goals for resolving the situation and
what you’re doing to achieve those goals. • Explain your position clearly. • Look professional and smile.
Do You Need an Audit? • Do buyers want one? • Which type of GAPs?
• USDA GAPs/GHPs • www.ams.udsa.gov • Harmonized GAPs
• www.unitedfresh.org/newsviews/gap_harmonization • Global Food Safety Initiative (Benchmark system) • www.mygfsi.com • GlobalGAP (Primary/ Integrated Farm Assurance, Produce Safety Std.) • www1.globalgap.org • Ohio Produce Marketing Agreement (Three-tier system) • opma.us
• GA GAP • gfvga.org/GAGAP/
• Which parts? One crop, one operation, . . .
3rd Party Food Safety Audits • Who?
– Private companies, USDA, Grower Associations – Cost?
• What? – Write/ Review food safety plan – Check that you are following their checklist
• Optional: mock audit • Contact auditor
– Send plan for review – Schedule visit
Some Food Safety Audit Providers
• USDA www.ams.usda.gov • Primus Labs primuslabs.com • Scientific Certification Systems www.scscertified.com • Quality Assurance International www.qai-inc.com • NCSI www.ncsiamericas.com • Silliker www.merieuxnutrisciences.com • Equicert equicert.biz • Ohio Produce Marketing Agreement opma.us • Georgia GAP gfvga.org/GAGAP/ *** United Fresh Audit Benchmarking Matrix compares audits
www.unitedfresh.org/newsviews/food_safety_resource_center/audits_benchmarking_matrix
•
Inclusion on this list is not an endorsement.
What Happens During the Audit? • Review documents and records • Walk around the operation, observe, ask questions to
verify processes – What Do You Do? – How Do You Do It? – How Do I Know You Have Done It? – What If?
• Exit Meeting: – Audit report – Questions
• Corrective action report – if needed • Prepare for follow-up or unannounced visit
Automatic Unsatisfactory (USDA GAPs/GHPs)
• Immediate food safety risk • Rodents, insects, or other pests • Employee practices (e.g. not washing
hands after restroom) • Falsification of records • No Food Safety Manager • No Food Safety Plan
Food Safety To-Do List • Learn about food safety risks • Assess your operation
– Where are the biggest risks? – How can you reduce the risk?
• Plan to improve • Write a farm food safety plan...and follow it • Consider an audit for certification • Keep learning and improving
Indiana Farms that Sell Fresh Produce Wholesale
Register with Indiana State Dept. of Health https://forms.in.gov/Download.aspx?id=10956
• No charge to register • Re-registration required only when business
changes ownership, location, or character
Purdue University is an Equal Opportunity/Equal Access Ins9tu9on
Funded in part by a USDA Specialty Crops Block Grant from the Indiana State Department of Agriculture
Questions?
Acknowledgments Por$ons of this presenta$on adapted from the work of: Elizabeth Bihn, Na9onal GAPs Program at Cornell Wes Kline, Extension Agent, Rutgers Liz Maynard, Extension Specialist, Purdue ScoO Monroe, Extension Educator, Purdue North Carolina State University MarketReady Team Na9onal GAPs Program, Cornell J. Atsaves, USDA AMS FVP James Theuri, Extension Educator, University of Illinois
Par$ally Funded by: • Purdue, as part of AgSEED Crossroads funding to support Indiana's Agriculture and Rural Development • USDA Specialty Crops Block Grant from the Indiana State Dept. of Agriculture