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Good Agricultural Practices:

Traceability, Recall &

Recordkeeping

James Theuri University of Illinois Extension

Purdue  University  is  an  Equal  Opportunity/Equal  Access  Ins<tu<on  

INDIANA-ILLINOIS FOOD SAFETY INITIATIVE

Funded  in  part  by  a  USDA  Specialty  Crops  Block  Grant  from  the  Indiana  State  Department  of  Agriculture  

Outline  •  Traceability:

•  What is it; importance •  How to be prepared for it

•  Recall: •  What and why it is necessary •  Importance of a mock recall

•  Recordkeeping •  Importance of records for food safety •  How to do records

What is a Traceback 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?

Why Have a Traceback System?

•  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”

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One Step Back

•  One step back – Field, greenhouse or high tunnel

•  More specific is better – Harvest date –  Packing date – Harvest crew

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One Step Forward

•  Need to have the ability to trace each carton one step forward – When & where was the produce sold

•  What Farmers’ Market and when •  When on the Farm Stand •  What Wholesale Buyer, Retailer

– How many packages/how much weight

 

 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. •  After harvesting or the end of the day record

the codes either in a log book or in an excel spreadsheet.

Example  of  a  Numbering  System  •  16756169

Ø 167 = harvest date – 1st day a grower picks; Is Julian calendar date or actual date (6/14)

Ø 5 = field number Ø 6 = picking crew Ø 169 = packing date (616)

•  Record the numbers and number of cartons after harvest  

Manual System •  Advantages –  Easy to use –  Little added equipment –  In expensive

•  Disadvantages –  Need a person to do the labeling –  Must record the information daily –  Need to remember where the information is located

weeks or months later –  May take extra time to trace a product back to the field –  Cartons can not be traced electronically

Electronic Systems •  Simplest system is the use of 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

–  Most are based on barcodes so the data can be entered into a computer

–  These systems require software, scanners and a special printer to print barcodes with labels –  Costs range from $9,000-18,000 –  Labels with codes can be purchased without

purchasing all the equipment, but must have a label for each product.

Produce Traceability Initiative - 2007 •  Most electronic systems were developed to

comply with the PTI •  Founders:

•  Produce Marketing Association •  United Fresh Produce Association, and •  Canadian Produce Marketing Association

– Based on use of barcode (128 digit number)

www.producetraceability.org

 

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Mock Recall •  Ability to track an order of produce from the farm or

shipping location to where it is delivered (one step forward).

•  Call a buyer and ask how many boxes of a specific product they still have on hand and how much has been moved forward.

•  Indicate that you do not want to recall the produce, but are practicing in case there is a problem in the future.

•  Have the buyer fax the results of the conversation on their letterhead.

•  Should do a mock recall at least once* a year

*depends on the audit firm

 

Mock Traceback Log  

Step backward   Step forward  

Harvest date  

Harvester   Packing date  

Packer   Shipping date  

Customer(s) contacted  

Amount of product remaining from original shipment at customer  

Disposition of product which could not be recalled  

Date:  Lot:  Conducted by:  Product traced:  

Summary

•  Traceability •  Keep records that show where it came from

(traceback) and where it went to (traceforward)

•  Recall •  Have a written mock recall plan •  Do and document mock recalls

Websites •  www.gaps.cornell.edu

•  http://ucgaps.ucdavis.edu

•  http://njveg.rutgers.edu

•  www.foodsafety.psu.edu/gaps

•  www.ams.usda.gov/gapghp

•  http://jifsan.umd.edu/training/gaps.php

Acknowledgments

Presentation Developed by: Wes Kline, Agricultural Agent, Rutgers Cooperative Extension of Cumberland County Liz Maynard, Extension Specialist, Purdue University Extension James Theuri, University of Illinois Extension