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Louise Holmes/Easenmyne Limited July 2013 1
A.E.Surcouf & Sons Ltd
Quality & H.A.C.C.P.
Manual
(Butchery Department)
Louise Holmes/Easenmyne Limited July 2013
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Preface
The purpose of the manual is to document and provide a structure to the operational
procedures that are carried out at A.E.Surcouf & Sons Ltd. The structure provides a
framework to enable the company to evaluate its effectiveness in relation to the
procedures presently in operation, against current legislation, best practice and
company policy.
The evaluation of the operational functions of a food business is essential to food
safety and maintaining quality products and procedures in that it;
Highlights areas that may not comply with legislation, best practice and
company policy. Therefore allowing corrective action and training to be
implemented.
Provides a benchmark against which training needs for those actively involved
within the business can be assessed.
Provides an effective training tool for all employees associated with the food
business.
Provides an excellent example of “all due diligence”.
Demonstrates commitment to quality, food safety and health and safety
Empowers a staff member to get it right first time, every time.
Sets corrective actions should standards fail to meet expectations and the set
criteria.
Will reduce stock wastage, therefore increasing the bottom line profit.
Increases productivity throughout the workforce.
Demonstrates to existing and potential customers, suppliers and local authority
that the company has sound, hygienic and established procedures in which
they take great pride in maintaining on a daily basis.
The manual is very much a living document and is available at all times to employees
wishing to refer to it. Indeed all staff will be trained on the manual. Especially those
personnel who handle food on a daily basis, and those with specific responsibilities
for the food safety and quality of products, services and procedures within the
company.
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Reviews and amendments of the procedures and systems here at A.E.Surcouf & Sons
Ltd. are paramount in ensuring that the manual remains current and applicable to the
business.
This manual has been written and complied in conjunction with the Directors and
Management of A.E.Surcouf & Sons Ltd. Under Copyright Law, no unauthorised
copying of the material contained within this manual is allowed for the use with
another company. The permission from the author is mandatory for any material to be
reproduced, except where amendments, training and copying of the record forms is
required.
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Quality and H.A.C.C.P. Manual
Contents
1. PART ONE – Introduction .................................................................................... 8
1.1. An Introduction to Quality & H.A.C.C.P. ....................................................... 8 2. PART TWO – Organisation ................................................................................. 11
2.1. Organisational Procedures for Implementation of the H.A.C.C.P. and Quality
Systems .................................................................................................................... 11 2.2. DIAGRAM 1 - ORGANISATION CHART – A.E.Surcouf & Sons Ltd ..... 13
2.3. Policy Statements .......................................................................................... 14 2.3.1. Quality Policy Statement ....................................................................... 14
2.3.2. Food Hygiene Policy .............................................................................. 15 2.3.3. Health and Safety Policy ........................................................................ 16
2.4. JOB DESCRIPTION ..................................................................................... 17 3. PART THREE – The H.A.C.C.P. System ........................................................... 30
3.1. Contaminants & Hazards .............................................................................. 30
3.1.1. Microbiological Contamination ............................................................. 30 3.1.2. Physical Contamination ......................................................................... 33 3.1.3. Chemical Contamination ....................................................................... 34
3.2. Controls and Preventative Measures ............................................................. 35
3.2.1. Control Measures for Possible Bacterial Contamination ....................... 35 3.2.2. General Control Measures for Bacterial, Chemical and Physical
Contamination ...................................................................................................... 36
3.3. H.A.C.C.P. Generic Flowchart – Diagram 2 ................................................. 38
3.4. Risk Factors, Food Categories and Flowcharts ............................................. 39 3.5. H.A.C.C.P. Flowcharts .................................................................................. 41
3.5.1. H.A.C.C.P. Flowchart Number 1 - Fresh Red Meat ............................. 41 3.5.2. H.A.C.C.P. Flowchart Number 2 – Fresh Poultry ................................. 45 3.5.3. H.A.C.C.P. Flowchart Number 3 – Mince, Sausages and Burgers ........ 49
3.5.4. H.A.C.C.P. Flowchart Number 4 - Offal ............................................... 53 3.5.5. H.A.C.C.P. Flowchart Number .............................................................. 57
4. PART FOUR - Evaluation & Standards of Performance & Procedures ............. 60
4.1. Supplier Accreditation Procedure and Standards .......................................... 60 4.1.1. Standards for accreditation of a supplier ............................................... 60
4.1.2. Procedure for accreditation of a supplier ............................................... 62 4.2. Importation of Goods Procedure and Standards ........................................... 64
4.2.1. Standards for accreditation of an Importation Agent ............................. 64 4.2.2. Procedure for accreditation of an Import Agent .................................... 66
4.3. Receipt of Goods Operational Procedures & Standards ............................... 68
4.3.1. Standards for Acceptance of Consumable Goods .................................. 68 4.3.2. Standards for Food to be Rejected ......................................................... 70
4.3.3. Food Rejection Procedure ...................................................................... 71 4.3.4. Receipt/Delivery of Temperature Controlled Goods Operational Flow -
Diagram 3 ............................................................................................................. 72
4.4. Storage and Stock Control ............................................................................. 73 4.4.1. Standards for Storage Systems ............................................................... 73
4.5. Stock Rotation ............................................................................................... 74 4.5.1. Stock Rotation Procedure ...................................................................... 76
4.6. Use and Maintenance of Temperature Controlled Equipment ...................... 77
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4.6.1. Standards for the Use and Maintenance of Chillers ............................... 77 4.6.2. Operational Procedures for the Use and Maintenance of Chillers ......... 77 4.6.3. Standards for the Use and Maintenance of Freezers .............................. 78 4.6.4. Operational Procedures for the Use and Maintenance of Freezers ........ 78 4.6.5. Standards for the Use and Maintenance of Temperature Controlled
Vehicles79 4.6.6. Operational Procedures for the Use and Maintenance of Temperature
Controlled Vehicles ............................................................................................. 79 4.6.7. Emergency Procedures Should Temperature Controlled Equipment Fail
79
4.7. Temperature Control and Monitoring Standards and Procedures ................. 80 4.7.1. Standards for Temperature Control and Monitoring ............................. 80
4.7.2. Calibration of Probe Procedures ............................................................ 81 4.7.3. Daily Monitoring of Temperatures ........................................................ 81 4.7.4. Standards for Measuring Storage Temperatures (Chillers and Freezers)
82 4.7.5. Procedure for Monitoring Storage Temperatures (Chillers and Freezers)
82 4.7.6. Air Temperature ..................................................................................... 82 4.7.7. Unit Display ........................................................................................... 82 4.7.8. Between Pack ......................................................................................... 82
4.7.9. Destructive – If advised to do so ............................................................ 82 4.7.10. Exiting the unit ................................................................................... 82
4.7.11. Emergency Procedures on Temperature Control Failure ................... 83
4.8. Picking the Goods for Loading & Delivery .................................................. 84
4.8.1. Standards and Procedures for Picking the Goods from Storage ............ 84 4.9. Vehicle Loading ............................................................................................ 85
4.9.1. Vehicle Loading Procedures and Standards .......................................... 85 4.10. Delivery of Goods to Customers ............................................................... 86
4.10.1. Standards and Procedures for delivery of goods to customers ........... 86
4.11. Cleaning Procedures and Standards .......................................................... 88 4.11.1. Principles of Cleaning ........................................................................ 88 4.11.2. Standards for Cleaning Activities ...................................................... 89
4.11.3. Chemical Safety – COSHH (The Control of Substances Hazardous to
Health) 90
4.11.4. Procedures for Cleaning - The Cleaning Schedule ............................ 90 4.12. Vehicle Cleaning and Maintenance ........................................................... 92
4.12.1. Vehicle Cleaning Standards and Procedures ...................................... 92 4.13. Pest Control ............................................................................................... 93
4.13.1. Pest Prevention Standards and Procedures ......................................... 93
4.13.2. Record Keeping .................................................................................. 94 4.14. Design and Construction of the Premises .................................................. 95
4.14.1. Design and Construction Standards ................................................... 95 4.15. Maintenance of Premises and Equipment ................................................. 97
4.15.1. Maintenance Standards and Procedures ............................................. 97
4.15.2. Record Keeping .................................................................................. 97 4.16. Food Complaints ........................................................................................ 98
4.16.1. Customer Complaints Standards and Procedures ............................... 98 4.17. Allegation of Food Poisoning .................................................................... 99
4.17.1. Allegation of Food Poisoning Standards and Procedures .................. 99
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4.18. Product Recall .......................................................................................... 100 4.18.1. Product Recall Standards and Procedures ........................................ 100
4.19. Disposal of Unsound Food ...................................................................... 101 4.19.1. Procedures for the Disposal of Unsound Food ................................. 101
4.20. Environmental Health Inspections ........................................................... 102
4.20.1. EHO Inspection Criteria ................................................................... 102 4.20.2. Corrective Action Post Inspection .................................................... 103 4.20.3. EHO Inspection Procedures and Standards ...................................... 103
4.21. Internal Audit Procedures ........................................................................ 104 4.21.1. Auditing Procedures and Standards ................................................. 104
4.22. Personnel Procedures and Standards ....................................................... 106 4.22.1. Health Screening .............................................................................. 106
4.22.2. Sickness Reporting ........................................................................... 107 4.22.3. Sickness Reporting Procedures ........................................................ 108 4.22.4. First Aid Provisions .......................................................................... 108 4.22.5. Personal Hygiene Standards and Procedures ................................... 109
4.23. Training ................................................................................................... 110
4.23.1. Employee Training Requirements .................................................... 110 4.23.2. Record Keeping and Training Renewals .......................................... 113
4.24. Emergency Procedures ............................................................................ 114 4.24.1. Temperature Controlled Equipment Failure .................................... 114
4.24.2. Food Complaint ................................................................................ 115 4.24.3. Allegation of Food Poisoning .......................................................... 115
4.24.4. Product Recall .................................................................................. 116
4.24.5. Pest Infestation ................................................................................. 116
4.24.6. Chemical Spill .................................................................................. 117 4.24.7. Product Rejection After Storage ...................................................... 117
4.24.8. Broken Glass Procedure ................................................................... 118 4.24.9. Action in the Event of a Poor EHO Inspection ................................ 118 4.24.10. Raw Sewerage Overflow .................................................................. 119
4.24.11. Action in the Event of a Vehicle Breakdown ................................... 119 4.25. Communication Meetings ........................................................................ 120
4.25.1. Communication Meetings Standards and Procedures ...................... 121
4.26. Record Keeping and Amendments .......................................................... 122 4.26.1. Record Keeping Standards and Procedures ..................................... 122
4.26.2. Amendments Standards and Procedures .......................................... 123 5. PART FIVE – Record Forms Master ................................................................. 125
5.1. Company Organisation Chart ...................................................................... 125 5.2. Quality Policy Statement ............................................................................. 127 5.3. Food Hygiene Policy Statement .................................................................. 129
5.4. Health & Safety Policy Statement ............................................................... 131 5.5. Job Description ............................................................................................ 133
5.6. Blank H.A.C.C.P. Form .............................................................................. 147 5.7. Supplier Accreditation Questionnaire/Internal Audit Document ................ 151 5.8. Receipt of Goods Record ............................................................................ 185
5.9. Temperature Monitoring Record ................................................................. 187 5.10. Calibration of Probe Record .................................................................... 190
5.11. Cleaning Schedules .................................................................................. 192 5.11.1. MEAT DEPARTMENT CLEANING SCHEDULE ....................... 193 5.11.2. Meat Department Equipment Cleaning Schedule Record ................ 195
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5.12. Vehicle Cleaning & Maintenance Schedule ............................................ 217 5.13. Pest Control Record ................................................................................. 224 5.14. Maintenance Record ................................................................................ 226 5.15. Engineers & Contractors Safety Guidance Form and Butchers Entry Heath
Questionnaire ......................................................................................................... 228
5.16. Customer Complaint Record ................................................................... 231 5.17. Allegation of Food Poisoning Record ..................................................... 234 5.18. Product Recall Record ............................................................................. 237 5.19. Stock Wastage Record ............................................................................. 240 5.20. EHO Inspection of Vehicle in Transit Record ......................................... 242
5.21. Visit by an EHO Record .......................................................................... 244 5.22. Internal Audit ........................................................................................... 247
5.23. Quality & H.A.C.C.P. Review Action Plan ............................................. 250 5.24. Confidential Pre-Employment Health Questionnaire .............................. 253 5.25. Confidential Supplementary Pre-Employment Health Questionnaire ..... 257 5.26. Confidential Sickness & Holiday Review Health Questionnaire ............ 260 5.27. Employee Training Records .................................................................... 262
5.28. Employee H.A.C.C.P. & Quality Training Handbook ............................ 266 5.29. Employee Handbook ............................................................................... 301
Brief Company History .............................................................................................. 303 5.29.1. Useful Telephone Numbers .............................................................. 325
Emergency Services: (9 for an outside line then) 999 ............................................... 325 5.30. Broken Glass Record ............................................................................... 326
5.31. Chemical Spill Record ............................................................................. 328
5.32. Raw Sewerage Overflow Record ............................................................ 330
5.33. Quality & Food Safety Manual Amendments Record ............................. 332 6. PART SIX – Glossary of Terms ........................................................................ 334
6.1. GLOSSARY OF TERMS ........................................................................... 335 7. PART SEVEN – Useful Names and Addresses ................................................ 341
7.1. Useful Names and Addresses ...................................................................... 342
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1. PART ONE – Introduction
1.1. An Introduction to Quality & H.A.C.C.P.
H.A.C.C.P. and Quality Assurance are two individual systems that enable a company
to evaluate their procedures, monitor their effectiveness and implement corrective
action and procedures to enhance and rectify their established systems.
A.E.Surcouf & Sons Ltd have created this manual which looks at both systems and
each are applied into the business simultaneously. Indeed, Quality assurance in
relation to a food business must incorporate the principals of H.A.C.C.P. for it to be
fully effective. It is because of this that this single manual has been produced which
provides seamless evidence of our commitment to quality in all that we do, supply and
deliver, with the added bonus of ensuring and knowing that the food safety of our
products is of paramount importance.
Quality assurance is not a legal obligation, however, the evidence of an effective
hazard analysis system is. This is an excellent example of best practice and provides
all of us with quality standards, to which we must perform, which, in turn should
ensure quality of products, service and value for all of our customers. Further more,
this manual and the way in which we carryout our daily tasks; with quality and safety
in mind, ensures that A.E.Surcouf & Sons Ltd has a documented system of providing
an “all due diligence defence”.
What do we mean by Quality?
Quality Assurance is:
A proactive approach to quality services, systems and products, which attempts at
getting things right first time. By setting standards for all stages of the operation and
having the back up of an effective evaluation, monitoring and corrective system
should ensure the objective is met and exceeded at every opportunity. Within the
Quality systems, it is identified that all persons connected with the company, whether
they be suppliers, employees, consultants and of course the Directors and
Management, have a vital part to play in delivering and maintaining a quality
assurance system within the food business.
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What do we mean by H.A.C.C.P.? Under the Food Hygiene (England) (Amendment) Regulations 2007 (SI 2007/56),
The Food Safety (Jersey) Law 1966 and current EC regulations -Article 5(1) of
Regulation 852/2004 and Article 5(4)(c) of Regulation 852/2004, it is a requirement
that:
It is a requirement that food business operators put in place implement and
maintain a permanent procedure or procedures based on the HACCP
principles.
It is a Requirement that food business operators retain documents and records
for an appropriate period
Demonstrate the ability to trace all food items
Conduct food hygiene training.
The system used to satisfy this requirement is called H.A.C.C.P. This abbreviation
stands for:
HAZARD ANALYSIS CRITICAL CONTROL POINT.
H.A.C.C.P. is based on the following principals:
1. Analysis of the potential food hazards in the operation.
2. Identification of those points in the operation where the hazards may
occur.
3. Deciding which of the points identified are critical to ensuring food
safety.
4. Identifying and implementing effective control and monitoring
procedures at those critical points.
5. Review of the system periodically and whenever the operation changes.
We shall be looking at the operation here at A.E.Surcouf & Sons Ltd, right from the
importation of food products through to the delivery of those products to our
customers.
As a member of staff working in a food business, you should understand the food
safety hazards involved at each stage and be able to eliminate such hazards by the
implementation of control procedures and the appropriate corrective action. For
example; if the potential hazard is growth of bacteria in food during chilled storage,
appropriate control measures would be to ensure that the items of food are refrigerated
immediately, that they are received at the correct temperature, the items have the
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correct “use by date” and that refrigeration equipment is operating continuously at the
correct temperature.
At this stage procedures for monitoring the control points must be decided upon.
These monitoring points can be as simple as visual checks, using a temperature probe
or electronic temperature monitoring device and ensuring that food items are stored
within a specified amount of time upon receipt.
H.A.C.C.P. is very much a system of checking and recording the evidence found. It is
an ongoing procedure which has to become part of the fundamental operational
procedures of the business which in turn will assist in establishing a “due diligence”
defence.
This document has been designed to give you the tools and information to carry out
correct working practices in line with current legislation and company policies, which,
if undertaken on a daily basis, will ensure food safety for all of our customers.
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2. PART TWO – Organisation
2.1. Organisational Procedures for Implementation of the
H.A.C.C.P. and Quality Systems
In order for the Quality and H.A.C.C.P. systems to be implemented effectively it is
necessary to identify the various stages required to meet our ultimate objective.
Stage 1 – Planning and Organisation
Ascertain the need for a quality and H.A.C.C.P. system.
Produce and communicate Quality and Food Safety Policies.
Complete an audit of the unit and operation to establish where the company is,
in relation to Quality and Food Safety.
Produce an action plan for what needs to be completed to achieve the
objective.
Form an H.A.C.C.P. and Quality Team and train them accordingly.
Allocate tasks from the action plan to the relevant team members.
Review frequently to ensure progress.
Document company organisation and responsibilities.
Stage 2 – Structure
Draw a flowchart which identifies the total food process
Determine Critical Control Points
Establish food categories and risk factors
Produce H.A.C.C.P. flowcharts inline with the above.
Identify systems and procedures within the food operation
Set standards and procedures for all systems and processes.
Establish evaluation and recording criteria and procedures.
Document the above
Review all systems and procedures to ensure relevance of information.
Stage 3 – Implementation
Communicate with all staff the progress to date and details of the systems and
procedures being implemented.
Train all staff in all procedures and systems relevant to their job activities.
Ensure that the operation is suitably equipped to maintain the new standards.
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Stage 4 – Full Systems Check
Audit the operation to ensure Quality and Food Safety Systems cover all
areas.
Produce action plans and allocate tasks where gaps in the operation exist.
Document any changes and amendments as necessary.
Re-train and coach staff as required.
Review.
Revision of the systems is imperative to ensure its effectiveness and applicability to
the business especially where the business changes, new staff are employed and where
dramatic peaks in trade occur. As part of this review, all stages must be scrutinized
and where necessary, changes implemented.
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2.2. DIAGRAM 1 - ORGANISATION CHART – A.E.Surcouf & Sons Ltd
Sales Reps
Telesales
Storemen
Drivers
Drivers Storemen
Drivers
Storemen
Telesales
Sales Reps
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2.3. Policy Statements
As part of our continual quest for excellence and progression, we have documented
our commitment to Quality, Food Hygiene and Health and Safety.
As part of all of our responsibilities towards these vital issues, we must endeavour to
adhere to the various requirements and ensure that through all of our operations, we
succeed through determination, attention to detail and ownership of Quality and safety
in all that we provide and do.
2.3.1. Quality Policy Statement
It is the policy of A.E.Surcouf & Sons Ltd to provide its customers with food products of
the appropriate quality, which conform fully to all Legislation, in particular; Food
Safety (Jersey) Law 1966, Food Hygiene (General Provisions) (Jersey) Order 1967, The
Food Hygiene (England) (Amendment) Regulations 2007, The Food Hygiene (England)
Regulations 2006, EC Regulations 852/2004, 853/2004 and 854/2004. We also
acknowledge the continuing need to give Food Safety the highest priority, and it is
through our people and the systems that we have developed and implemented, that we
achieve this objective, supported by the continual monitoring and reviewing of their
effectiveness.
A.E.Surcouf & Sons Ltd further recognises the need to continue its commitment by:
Evaluating the safety of food prior to circulation through, thorough inspection,
quality assurance controls, record keeping and temperature evaluation.
Minimise risks in respect of defective products in general circulation through
the operation of an effective product recall and uplift procedure.
Monitor and review existing systems and procedures and implement changes
where applicable, whilst ensuring that all levels of communication are available
to assist with the smooth integration of such changes into our operation.
Monitoring our suppliers to ensure quality, service, and value.
Appreciate further the expectations of our customers with a view to improving
product development and food safety throughout our systems.
Training, developing and empowering our people to seek quality of products,
service and standards at each step in the process.
Encouraging our suppliers to increase their standards through reviews on a
regular basis.
Ensuring that consumer safety and product liability standards are met by
maintaining an effective monitoring and control system for all of our
procedures.
Ensuring that the organisation and reporting structure of our company is such
that all personnel who have a direct impact to the quality and safety of our
products have their accountabilities set out in their job descriptions.
Leading by example in all areas of our business: food wholesale and
distribution, environmental procedures, employee relations, company
productivity and consumer assurance.
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2.3.2. Food Hygiene Policy
It is the policy of A.E.Surcouf & Sons Ltd. to comply with The Food Safety (Jersey) Law
1966, The Food Hygiene (General provisions) (Jersey) Order 1967, The Food Hygiene
(England) (Amendment) Regulations 2007, The Food Hygiene (England)Regulations
2006, EC Regulations 852/2004, 853/2004 and 854/, and all subsequent EU regulations.
We are committed to ensuring that our business operates in a safe and hygienic manner
and that food does not become contaminated by chemical, physical or microbiological
sources, which may cause illness.
The points in the business where food hazards may occur will be identified, highlighted
as critical control points and effective control and monitoring procedures will be
introduced along with the appropriate corrective action.
All employees of A.E.Surcouf & Sons Ltd. will be provided with such equipment,
information, training and supervision as is necessary to implement this policy and
achieve the stated objective of ensuring excellent standards of food hygiene and
providing safe food.
The Directors and Managers of A.E.Surcouf & Sons Ltd will do all that is in their power
to ensure that good hygiene practices are carried out in conjunction with the Quality
and H.A.C.C.P. procedures. It is recognized and communicated to all of our employees
through group consultative meetings, induction and on-job training, that good hygiene is
the responsibility of each and every individual associated with our Company.
A.E.Surcouf & Sons Ltd is dedicated in ensuring that our H.A.C.C.P. procedures are
communicated to all levels of our team, with continual reviews and monitoring of the
systems being undertaken, on a regular basis and whenever there are changes in the
scale and nature of our operation.
Signed: Peter Surcouf
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2.3.3. Health and Safety Policy
It is the policy of A.E.Surcouf & Sons Ltd. to comply with the terms of the Jersey Health
& Safety at Work Law 1989 and any subsequent legislation and to provide and maintain
a health and safe working environment. Our Health and Safety objective is to minimize
the number of occupational accidents and illnesses and ultimately to achieve an accident
free workplace.
All employees will be provided with such equipment, information and training and
supervision as is necessary to implement policy and achieve the stated objective. We
recognize and accept their duty to protect the health and safety of all visitors to the
premises, including contractors as well as any members of the public who may be
affected by our operation. While the Directors and management of A.E.Surcouf & Sons
Ltd will do all that is in their power to ensure the health and safety of its employees, it is
recognized and communicated through induction, on job training and consultative
meetings, that it is the responsibility of each and every individual associated with the
company. It is the duty of each employee to take reasonable care of their own and other
people’s welfare and to report any situation which may pose a threat to the well being of
any other person.
The management will provide every employee with the training necessary to carry out
his or her tasks safely. However, if an employee is unsure how to perform a certain task
or feels it would be dangerous to perform a specific job, then it is the employee’s duty to
report this to their supervisor. An effective health and safety program requires
continuous communication between workers at all levels. It is therefore every workers
responsibility to report immediately any situation, which could jeopardize the wellbeing
of themselves, and any other person.
All accidents within the work place will be recorded and monitored, with the necessary
corrective action applied. These records are crucial to the effective monitoring and
revision of this policy and must therefore be accurate and comprehensive.
The health and safety policy will be continually monitored, reviewed and updated,
particularly when changes in the scale and nature of our operations occur.
Peter Surcouf
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
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2.4. JOB DESCRIPTION
Job Title Credit Controller Division Foodservice & Retail
Reports to Sales Director
Direct Reports N/A
Job Purpose:
As a key member of the team, you have a passion for being proactive and working in a challenging and competitive environment. Answer incoming calls from customers to take orders, answer inquiries and questions, handle complaints, troubleshoot problems and provide information. Perform duties which will be varied and diverse requiring knowledge of office management systems and procedures. Clerical duties may be assigned in accordance with the office procedures and will include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, and filing.
Accountabilities
Key contributions Output and Key Indicators
Key Responsibilities
Shared Job responsibilities
Responsible for assisting the Chairman with the implementation of the Profit and Loss Account:
- Inputting of monthly sales figures
- Stock adjustments
- Cost of sales
- Fixed Assets
- Balance month end figures
Daily Cash in / balancing cash book
Daily BACS received
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
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Shared Job responsibilities
Input payments to accounts
Chase late payments via telephone or letter
Taking and processing credit card payments
Checking drivers day sheets for returns and cash payments
Account enquiries ref credits & payments etc
Sending out copy invoices & Credits
Prepare and send weekly and monthly Statements
Liaise with Sales Director and Reps ref overdue accounts
Liaise with Company Debt Collector (cashback)
Credit checks for new customers
Setting up new accounts
Telephone answering
Supportive Role
Key Result Areas
Signing in of all goods
Making claims for damages and shortages
Chasing lost orders
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
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Behavioural Competencies Level Technical Competencies
Knows and Grows the Business 3 Computer Skills (Excel, ROCC and Word)
Communicates Effectively 3 Literacy
Research & Development diverse business
opportunities. 3 Strong planning & organisational skills
Drives Performance, Efficiency & Effectiveness 3 Strong communication, inter-personal and influencing skills
Builds Customer Value 3
Additional Position Information Organisation Chart
Function: Administration
Department:
Central Support
Central
Grade:
N/A
Location Information:
Office Based across Jersey & Guernsey
Additional Candidate Information
Key Interactions:
Chairman, Director, Account Managers ,
Catering Manager, Directors, Customer
Service, Manufacturing and Operations
Qualifications:
Education to at least GSCE/A Level
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
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Working hours & travelling:
Working Hours – hours / week
Experience:
Experience within the wholesale food distribution
sector
Communication skills - verbal and written Listening skills
Problem analysis and problem-solving
Attention to detail and accuracy Data collection and ordering
Customer service orientation Adaptability
Others:
Ability to work to tight deadlines in a high
pressured, fast-paced and ever-changing
commercial environment
Ability to deal with ambiguity and still achieve
results. Ability to work within a high pressured
fast moving, commercial environment, whilst
maintaining effective working relationships and a
positive, cheerful attitude.
Signed:___________________________________ Date: ____________________________
Signed:____________________________________ Date:_____________________________
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2013 21
Job Title Warehouse Supervisor Division Foodservice
Reports to Sales Director
Direct Reports N/A
Job Purpose:
As a key member of the team, you are responsible for the important tasks such as, keeping records of the time that the goods are going to be present, and have to coordinate with the company that owns the goods, inform them in advance about the date. You will be responsible to collect the goods and load the goods into the transits, HGV etc. You will ensure all company policies are complied with regards to Health and Safety and HACCAP procedures.
Accountabilities
Key contributions Output and Key Indicators
Job responsibilities
Ensure all duties are carried out in your nominated work station, catering/retail
Produce, pick, deliver products to our customers as and when required
Oversee the management and supervision of your team, ensuring they maintain the company’s standards in Health and Safety.
Oversee the HACCAP procedures ensuring your team are carrying out the required work.
Responsible for the recruitment and section for new team members
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2013 22
Arrange for the goods to be unloaded and safely stored away
Keep a record on the day the goods are brought in and on what day they have to be delivered
Have to coordinate with the logistics team on the delivery date and make arrangements for the goods to be taken away
Keep track of the goods and ensure that none of them get mixed with the others
Ensure that security measures for the warehouse is up to the mark as all the goods stored in them are expensive and can be stolen.
o You will assist your line manager with monthly spot checks, checking goods off in vehicles to ensure there is no leakage.
You will ensure that the warehouse in is good condition and can keep the goods safe from elements of nature
You will be responsible for partaking in the HACCAP and Health Safety procedures and policies ensuring you are complying with the rules and regulations.
Assist your manager with current and projected work- loads to determine when additional help may be needed to meet deadlines
Notify our telesales/sales team when difficulties arise in meeting their requirements and negotiate a workable solution for both parties and
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2013 23
customers
Recommend, implement, and support continuous improvement within the department and the company to improve employee performance, quality control, productivity, efficiency, and cost reduction
Support a proactive safety environment, with emphasis on good housekeeping techniques
Establish and periodically review departmental Standard Operating Procedures
Perform various other duties as required
Behavioural Competencies Level Technical Competencies
Knows and Grows the Business 3 Computer Skills (Word and Outlook)
Communicates Effectively 3 Literacy
Research & Development diverse business opportunities.
0 Strong planning & organisational skills
Drives Performance, Efficiency & Effectiveness 3 Strong communication, inter-personal skills
Builds Customer Value 3
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2013 24
Additional Position Information Organisation Chart
Function: Manufacturing
Department: Operations
Grade:
N/A
Location Information:
Office Based across Jersey
Additional Candidate Information
Key Interactions:
Chairman, Account Managers , Catering
Managers, Directors, Customer Service, Manufacturing and Operations
Qualifications: Education to at GSCE
Working hours &
travelling:
Working Hours – hours / week
Experience:
Experience within the wholesale food distribution sector involving stock control and product
portfolio management of hundreds of different
products (Currently over 2000 SKU`s).
Others:
Self-motivated
Ability to work to tight deadlines in a high
pressured, fast-paced and ever-changing commercial environment
Ability to deal with ambiguity and still achieve results
Ability to work within a high pressured fast
moving, commercial environment, whilst maintaining effective working relationships and a
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2013 25
positive, cheerful attitude.
Signed ____________________________________________ Date: ____________________________
Signed ___________________________________________ Date:_____________________________
.
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2013 26
Job Title Storeman Division Foodservice
Reports to Warehouse Supervisor
Direct Reports N/A
Job Purpose:
As a key member of the team, you are responsible for the important tasks such as, keeping records of the time that the goods are going to be present, and have to coordinate with the company that owns the goods, inform them in advance about the date. You will be responsible to collect the goods and load the goods into the transits, HGV etc. You will ensure all company policies are complied with regards to Health and Safety and HACCAP procedures.
Accountabilities
Key contributions Output and Key Indicators
Job responsibilities
Ensure all duties are carried out in your nominated work station, catering/retail
Produce, pick, deliver products to our customers
Arrange for the goods to be unloaded and safely stored away
Keep a record on the day the goods are brought in and on what day they have to be delivered
Have to coordinate with the logistics team on the delivery date and make arrangements for the goods to be taken away
Keep track of the goods and ensure that none of them get mixed with the others
Ensure that security measures for the warehouse is up to the mark as all the goods
stored in them are expensive
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2013 27
o You will assist your line manager with monthly spot checks, checking goods off in vehicles to ensure there is no leakage.
You will ensure that the warehouse in is good condition and can keep the goods safe from elements of nature
Responsible for partaking in the HACCAP and Health Safety procedures and policies ensuring you are complying with the rules and regulations.
Assist your manager with current and projected work- loads to determine when
additional help may be needed to meet deadlines
Notify our telesales/sales team when difficulties arise in meeting their requirements
and negotiate a workable solution for both parties and customers
Recommend, implement, and support continuous improvement within the
department and the company to improve employee performance, quality control, productivity, efficiency, and cost reduction
Support a proactive safety environment, with emphasis on good housekeeping techniques
Establish and periodically review departmental Standard Operating Procedures
Perform various other duties as required
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2013 28
Behavioural Competencies Level Technical Competencies
Knows and Grows the Business 3 Computer Skills (Not Applicable)
Communicates Effectively 3 Literacy
Research & Development diverse business opportunities.
0 Strong planning & organisational skills
Drives Performance, Efficiency & Effectiveness 3 Strong communication, inter-personal skills
Builds Customer Value 3
Additional Position Information Organisation Chart
Function: Logistics
Department: Warehouse
Grade:
N/A
Location Information:
Office Based Jersey
Additional Candidate Information
Key Interactions:
Chairman, Account Managers , Catering
Managers, Directors, Customer Service,
Manufacturing and Operations
Qualifications: Education to at GSCE
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2013 29
Working hours & travelling:
Working Hours – hours / week
Experience:
Experience within the wholesale food distribution
sector involving stock control and product portfolio management of hundreds of different
products (Currently over 2000 SKU`s).
Clean Driving Licence (Transits and HGV)
Forklift Licence
Others:
Self-motivated
Ability to work to tight deadlines in a high
pressured, fast-paced and ever-changing
commercial environment
Ability to deal with ambiguity and still achieve
results
Ability to work within a high pressured fast
moving, commercial environment, whilst
maintaining effective working relationships and a
positive, cheerful attitude.
Signed ___________________________________ Date: ____________________________
Signed______________________________________ Date:______________________________
Louise Holmes/Easenmyne Limited July 2013 30
3. PART THREE – The H.A.C.C.P. System
3.1. Contaminants & Hazards
There are three main types of contaminants, which are classed as food hazards:
Microbiological – Pathogenic bacteria, Viruses, moulds or toxins
Physical/Foreign Bodies - hair, insects, glass, metal and packaging
Chemicals – pesticides, grease, fumes and detergents
These can get onto or into the food, via Cross-contamination or by actual
contamination.
Cross-contamination is the transfer of organisms from food or equipment
to other food e.g. between raw and cooked and high risk food
Contamination is the adulteration of food by microbiological pathogens,
chemicals, foreign materials, spoilage organisms etc. which may affect or
compromise the wholeness and safety of the food item
3.1.1. Microbiological Contamination
Cause and source
Microbiological organisms, such as viruses and pathogens are microscopic living
cells, which are undetected by the human eye. Moulds however, are only visible
when they grow as colonies either on or in the food.
Microbiological contamination is most likely to occur due to incorrect temperature
control, contaminated food items (usually raw products), cross contamination,
infected food handlers and poor personal hygiene, pest infestations, insufficient
cleaning practices, poor stock rotation and incorrect disposal of unsound food.
Louise Holmes/Easenmyne Limited July 2013 31
Affects
Generally bacteria, viruses, toxins and moulds produce different affects:
Pathogenic Bacteria cause illness
Moulds can cause spoilage and illness
Viruses cause illness
Toxins cause illness
More specifically:
Bacteria
Source
Symptoms Caused
Salmonella
Raw meat, milk,
poultry and eggs.
Carriers of the
infection, pets,
rodents, terrapins,
sewerage/water
Abdominal pain, diarrhoea,
vomiting and fever.
Dehydration caused by the
above.
Clostridium perfringens
(produces a toxin)
Animal and human
excreta, soil, dust,
insects and raw meat
Abdominal pain and diarrhoea,
vomiting is rare.
Staphylococcus aureus (produces a toxin in the
food)
Human nose, mouth,
skin, boils and cuts.
Raw milk from cows
and goats with
mastitis
Abdominal pain, vomiting,
subnormal temperature
Vibrioparahaemolyticus
Seafood
Diarrhoea, vomiting, fever,
abdominal pain and dehydration
Louise Holmes/Easenmyne Limited July 2013 32
Bacteria
Source
Symptoms Caused
Clostridium botulinum (produces a toxin in the
food)
Soil, fish, meat,
vegetables
Double vision, breathing
difficulties, paralysis, likely
death.
Bacillus cereus (produces
a toxin in the food)
Cereals, rice, dust,
soil
Vomiting, abdominal pain and
some diarrhoea
E.coli (produces an
infection and toxin)
Human sewerage,
water and raw meat
Abdominal pain, fever, diarrhoea
and vomiting
Campylobacter enteritis
Animals and wild
birds, uncovered
waste tanks, raw
poultry, meat and
milk. Person to
person spread
Bloody diarrhoea, headache,
fever, nausea, abdominal pain,
weight loss
Moulds/ fungus
Source
Symptoms
Aspergillus (mould)
produces Aflotoxins
Peanuts and cereal
grains stored in damp
conditions.
Potent carcinogenic, may cause
liver failure and kidney failure
Poisonous
mushrooms/fungi
Incorrect selection of
poisonous
mushrooms, which
may look like the
wholesome variety
Vomiting, acute stomach pains,
nausea.
Louise Holmes/Easenmyne Limited July 2013 33
Virus
Source
Symptoms
Gastro-enteritis
Infected food
handlers, poor
personal hygiene
Very similar to food poisoning –
vomiting, diarrhoea, fever,
headache etc
Hepatitis A
Infected water,
infected humans,
poor personal
hygiene
Jaundice, malaise, abdominal
pain, fever
3.1.2. Physical Contamination
Cause and Source
Physical contaminants may find its way into the food items by:
Incorrect monitoring procedures at the manufacturers or product
production site.
Through torn packaging
Pest infestations
Sabotage by disgruntled employees
Originate from the building, structure or equipment
Through the cleaning process
Via the activities of maintenance personnel
Being naturally present e.g. stalks in vegetables, bones in fish and
poultry etc.
Incorrect personal hygiene and dress code by employees
Effects
Some foreign bodies may be considered as a serious health hazard such as glass,
stones, wire or rodent droppings, which may result in cut mouths, dental damage,
choking or illness.
Louise Holmes/Easenmyne Limited July 2013 34
It is safe to say that contamination by extraneous matter will cause customer
dissatisfaction and may result in bad publicity. The impact on the business can be
disastrous leading to, in the very worst scenario, loss of product confidence and even
company viability.
3.1.3. Chemical Contamination
Cause and Source
Chemicals and chemical products may enter foodstuffs during:
Growth, for example, veterinary drugs, fertilizers, pesticides and
environmental contaminants such as lead.
Processing, for example, oil, cleaning chemicals and insecticides.
Transport as a result of spillage or leakage
The use of unsafe packaging, such as plasticizers leaking from the
packaging
Affects
Chemicals may cause acute poisoning or cause long-term illness such as cancer and
blood poisoning.
Louise Holmes/Easenmyne Limited July 2013 35
3.2. Controls and Preventative Measures
Control measures for hazards that may affect the food via processes within the
business have to be monitored and corrective action applied to ensure food safety.
Below are control measures recommended to be implemented into the food business
to ensure minimal possibility of the occurrence of Bacterial, Physical and Chemical
Contamination
3.2.1. Control Measures for Possible Bacterial Contamination
Bacteria
Control Measures
Salmonella
Heat treatment of animal feed. Hygienic
slaughter. Good personal hygiene and detect
carriers. Separate areas for raw and cooked.
Ensure food coverage. Use nominated
accredited suppliers. Effective cleaning and
pest control. Use pasteurised products only.
Clostridium perfringens (produces
a toxin)
Good Personal hygiene. Separate raw and
cooked. Effective cleaning, correct storage,
and pest control.
Staphylococcus aureus (produces a
toxin in the food)
Exclude personnel with colds, septic cuts, boils
and wounds. Correct personal hygiene and
implement staff health questionnaire.
Continuous hand washing.
Vibrioparahaemolyticus
Use nominated suppliers. Effective
temperature controls. Avoid cross
contamination.
Louise Holmes/Easenmyne Limited July 2013 36
Bacteria
Control Measures
Clostridium botulinum (produces a
toxin in the food)
Use nominated suppliers; correct checking of
all canned produce. Discard damaged cans
and label accordingly. Strict control of
handling smoked fish and store in freezer.
Bacillus cereus (produces a toxin in
the food)
Correct washing of produce. Rapid cooling
and heating. Temperature controls.
E-coli (produces an infection and
toxin)
High standards of hygiene. Avoid cross
contamination. Temperature control. Safe
sewerage and separate water for drinking and
operational use.
Campylobacter enteritis
Effective pest control. Cover all water storage
tanks and check regularly. Exclude infected
persons. Avoid cross contamination. Use
accredited suppliers.
3.2.2. General Control Measures for Bacterial, Chemical and
Physical Contamination
Temperature control checks
Use sensory checks; smell visual, texture etc.
Use reputable nominated accredited suppliers, and obtain their
H.A.C.C.P. documentation as guarantee of their quality assurance
systems in place.
Store chilled and frozen food immediately on receipt
Effective stock rotation and check date coding
Maintain personal hygiene and exclude potential carriers
Eradicate cross – contamination
Reject and segregate damaged deliveries. Label accordingly
Maintain and review effective pest control procedures
Keep unfit food and chemicals away from stored food
Keep high risk food and raw food separate
Effective cleaning of delivery vehicles, premises and equipment
Ensure all containers are washed and disinfected
Control cleaning materials and keep away from food items and areas
Remove waste and refuse from the unit and store away from food.
Waste must be stored in suitable receptacles and collected regularly for
disposal
Louise Holmes/Easenmyne Limited July 2013 37
Control visitors and maintenance workers in high risk areas
Ensure hygiene practices apply to all personnel including management
Frequent inspection and auditing of the unit
Train all staff and monitor their performance. Coach where necessary.
Louise Holmes/Easenmyne Limited July 2013 38
3.3. H.A.C.C.P. Generic Flowchart – Diagram 2
The first stages in identifying the critical control points within the operation here at
A.E.Surcouf & Sons Ltd is to identify the route or journey in which our products take
from our suppliers through to delivery to our customers. By analyzing each stage and
ascertaining how much risk is involved at each point, it is then possible to determine
if the stage should be considered a Critical Control Point.
This flowchart covers all stages that all meat goes through from supplier stage through
to delivery to our customers. The relevant Critical Control Points have been indicated
for each stage of the process.
Supplier/Importation
CCP 1
Receipt
CCP 2
Storage
CCP 3
Picking
CCP 4
Storage CCP3
(Transportation)
CCP 3
Preparation/Cutting
CCP 5
Storage CCP 3
Vacuum packing /
Wrapping & labelling
CCP 5
Delivery CCP 4
Storage CCP 3 Picking CCP4
Louise Holmes/Easenmyne Limited July 2013 39
3.4. Risk Factors, Food Categories and Flowcharts
To provide some uniformity to the H.A.C.C.P. system, all food items sold by
A.E.Surcouf & Sons Ltd have been divided up into four different categories.
Fresh Meat
Fresh Poultry
Offal
Mince, Sausages and Burgers
Each food category has a risk factor attached to it. The purpose of this is to identify
whether the food items are high, medium or low risk. Where a product is high risk,
extra precautions must be implemented and practiced to ensure the products safety.
For each category of food, there is a corresponding flowchart, which identifies the
food items journey from suppliers to delivery to our customers. Each stage within the
process has been allocated a CCP number, (see Generic Flowchart, Diagram 2) and a
list of potential hazards associated with the product. In order for the food item not to
become contaminated by the hazards, control measures must be adhered to. We will
be able to check whether the control measures are having a positive effect by
checking the evidence against the monitoring procedures. If all else fails and the
product does become, or is contaminated, a list of corrective action points has been
inserted to ensure that the food item does not become injurious to health for the
potential consumer and where appropriate, the product is withdrawn from service.
The H.A.C.C.P. forms and food categories should be used for the research of
additional information regarding the safety of the product. Where an employee needs
to find out this information, he or she should find the category of the food item from
the list, look for the risk factor and then ascertain which flowchart corresponds with
the food item. He or she should then look at the corresponding flowchart to obtain the
relevant information. The flowcharts should not be removed form the manual;
however, copies may be made for the personal use of employees whilst on company
premises.
Louise Holmes/Easenmyne Limited July 2013 40
Food Categories and Associated H.A.C.C.P. Flowchart Nos.
Flowchart No. 1 = Fresh Meat
Flowchart No. 2 = Fresh Poultry
Flowchart No. 3 = Mince, Sausage and Burgers
Flowchart No. 4 = Offal
Flowchart No. 5 = Game
Food Category Risk Factor H.A.C.C.P.
Flowchart No.
Fresh Meat Medium 1
Fresh Poultry Medium 2
Mince, Sausages and Burgers High 3
Offal Medium 4
Louise Holmes/Easenmyne Limited July 2013 41
3.5. H.A.C.C.P. Flowcharts
3.5.1. H.A.C.C.P. Flowchart Number 1 - Fresh Red Meat
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier 1 Microbiological,
salmonella,
Campylobacter etc
parasitic, chemical,
possibility of
physical/foreign
body contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations
/Veterinary
procedures
Use reputable
suppliers and
ensure suppliers
conform to
current
legislation/best
practice for
transportation and
production.
Historic checks of
quality from
suppliers. Absence
of customer
complaints. Regular
inspection of
suppliers.
If unsatisfied state
your requirements with
regards to safety &
quality. Refrain from
using the supplier in
the future, or until a
guarantee can be given
Importation
(If applicable)
1 Microbiological,
salmonella,
Campylobacter etc
Parasitic, chemical,
possibility of
physical/foreign
body contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures
Satisfactory
completion of
importers Safety
Self Audit
Questionnaire.
Obtain
H.A.C.C.P. &
Quality systems in
place. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Inspect holding
areas at docks &
transportation
vehicles. Obtain
temperature
records for goods
imported (if
applicable). Use
only accredited
importers.
Historic checks of
quality & reliability
from importers.
Absence of
customer
complaints. Regular
inspection of
holding areas &
vehicles. Monitor
temperature records.
Check boarder
verification
document and
animal origin
authenticity.
If unsatisfied state
your requirements with
regards to safety &
quality. Refrain from
using the importer in
the future, or until a
guarantee can be
given.
Receipt
2 The presence of
pathogens (as
above), harmful
chemicals and
foreign body
contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures.
Damaged
packaging, poor
quality stock, out of
date stock incorrect
origin markings
Visual inspection.
Check dates and
quality of product
and intact
packaging. Rapid
transfer to storage
1°c - 5°C max
preferably 4°C.
Check delivery
temperature
records (if
applicable)
Check delivery
vehicles, non-
destructive
temperature checks
(if applicable),
visual & sensory
checks, and staff
training. Ensure
rapid storage.
Reject products after
inspection if found to
be out of spec. Ensure
items for rejection are
labelled “Not for
Sale”. Communication
to all staff. Change
supplier if required.
Re-training of staff.
Louise Holmes/Easenmyne Limited July 2013 42
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Storage 3 Microbiological
salmonella,
Campylobacter etc,
spoilage and toxin
growth. Foreign
body i.e. packaging,
Chemical
contamination.
Poor product quality
Rapid storage
from receipt1°c -
5°C max
preferably 4°C.
Use appropriate
receptacles for
storage. Correct
stock rotation.
Regular visual
checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct air
flow and
temperature of
storage room
Sensory & visual
checks. Check date
coding and stock
rotation FIFO.
Regular pest checks.
Careful placing of
stock on shelves.
Good
Housekeeping.
Correct personal
hygiene and
working practices.
Monitor chiller
temperature and
record
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Call in pest
control company.
Maintenance of storage
unit with adequate
ventilation being
essential.
Picking 4 Microbiological,
spoilage and toxin
growth. Foreign
body i.e. packaging,
Chemical
contamination.
Poor product quality
Remove meat
product only
when it is required
for preparation.
Check batch/date
coding and ensure
correct rotation.
Visual and
sensory checks for
quality/ physical
contamination.
Ensure batches
are separated at all
times. Cutting
room max temp
7°C
Visual and sensory
checks for quality/
physical
contamination.
Good housekeeping
and thorough
cleaning.
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff.
Preparation /
cutting
5 Microbiological,
spoilage
/deterioration
Foreign body
ie.inherent
contamination –
bones etc, Chemical
contamination.
Poor product quality
Ensure
environmental
temperature is
appropriate i.e.
chilled - Cutting
room max temp
7°C . Use correct
chopping board
and equipment.
Disinfect
equipment
between batches.
Separate batches
at all times
Correct personal
hygiene and hand
washing.
Sensory & visual
checks. Check date
coding and stock
rotation prior to
preparation. Good
Housekeeping.
Correct personal
hygiene and
working practices.
Monitor air
temperature.
Maximum 7°C.
Record air temp of
cutting room and
monitor.
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit / cutting
room chilling system
with adequate
ventilation being
sought.
Packaging /
wrapping &
Labelling
5 Survival and
multiplication of
Microbiological
organisms
(Clostridium
botulinum,
Campylobacter and
other anaerobes),
chemical and
physical
Ensure wrapping
and packaging
material is free
from physical
contamination.
Store wrapping
and packaging
material away
from meat cutting
rooms. Ensure
Sensory & visual
checks. Check date
coding and batch
labelling use
appropriate labels.
Regular pest checks.
Good
Housekeeping.
Correct personal
hygiene and
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
packaging equipment,
ensure adequate
Louise Holmes/Easenmyne Limited July 2013 43
contamination. vacuum
packaging
equipment is
working correctly.
Correct labelling
(date coding &
use By) of
packaged /
wrapped products.
Correct personal
hygiene. Ensure
post packaging
storage is separate
from open
storage.
working practices.
Refer to
manufacturers
instructions for
maintenance of
vacuum packaging
equipment. Use
suitable packaging
materials that are
food grade quality.
Staff training &
coaching.
ventilation being
sought in packaging
area. If incorrect label
adhered to packaging,
remove and replace
with correct label.
Storage 3 Survival and
multiplication of
microbiological
organisms
(Clostridium
botulinum and other
anaerobes), spoilage
and toxin growth.
Foreign body i.e.
pest infestation /
packaging,
Chemical
contamination.
Poor product quality
Rapid storage
from packaging
and wrapping 1°c
- 5°C max. . Use
appropriate
receptacles for
storage. Correct
stock rotation &
date labelling.
Separate batches
& raw open and
raw packaged
Regular visual
checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct air
flow and
temperature of
storage room
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Ensure
separate area for raw
open and raw
packaged products.
Good
Housekeeping.
Correct personal
hygiene and
working practices.
Monitor chiller
temperature and
record
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Call in pest
control company.
Maintenance unit with
adequate ventilation
being sought.
Picking 4 Microbiological
growth, spoilage
/deterioration
Foreign body,
Chemical
contamination.
Poor product quality
Remove meat
product only
when it is
required. Check
batch/date coding
and ensure correct
rotation. Visual
and sensory
checks for quality/
physical
contamination &
intact packaging.
Ensure batches
are separated at all
times. Load onto
temperature
controlled van
immediately.
Personal hygiene
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Implement and
strengthen picking to
storage procedures if
time between each
stage is unacceptable.
Reject and label food,
which is not of
standard, discard
accordingly. Re-
training of staff.
Communications.
Storage in
Vehicle/
Transit
3 Microbiological,
spoilage growth.
Foreign body i.e.
packaging,
Chemical
contamination.
Poor quality of
products. Cross
contamination
Ensure speedy
loading. Correct
loading of items –
heaviest at the
bottom, separate
loads etc. Visual
checks. Ensure
load does not
move &
Regular spot-checks
of staff and
procedures. Staff
training. Sensory &
visual checks. Close
vehicle doors
immediately after
loading. Check for
cleanliness and
Implement and
strengthen picking to
storage procedures if
time between each
stage is unacceptable.
Reject and label food,
which is not of
standard, discard
accordingly. Re-
Louise Holmes/Easenmyne Limited July 2013 44
packaging break
in transit. Close
vehicle doors
immediately after
loading. Ensure
vehicle is kept
cool &
hygienically
clean.
coolness of vehicle
1°c - 5°C max.
training of staff.
Communications.
Regular checking and
maintenance of vehicle
temperatures/air flow
& hygiene.
Delivery 4 Microbiological,
spoilage growth.
Foreign body i.e.
packaging Chemical
contamination &
Cross-
contamination.
Poor quality of
products
Vehicle breakdown
All deliveries
must be checked
and signed for by
the customer. Do
not leave food
items unattended.
Ensure food items
are in perfect
condition by
visual & sensory
checks of
products, dated,
integrity of
packaging &
containers.
Ensure vehicle is
clean and in good
repair. Clean any
spillages up using
correct chemicals
and methods.
Follow vehicle
breakdown
procedures
Check delivery
notes for signatures
and acceptance.
Monitor customer
complaints.
Communication
with delivery
employees.
Customer service
questionnaires to
customers. Monitor
results. Spot check
vehicles for
cleanliness and
maintenance on
return to the unit.
Follow goods return
procedure if goods fail
to meet quality or
hygiene standards.
Segregate and label
accordingly, dispose
correctly. Staff
training. Review and
correct customer,
quality and hygiene
procedures. Document
as required. Thorough
deep cleaning of
vehicles and
containers. Correct
maintenance
General Measures
Always ensure the following:
Correct pest control at delivery, storage and within the unit.
Monitor temperature control and record temperatures.
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sought for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2013 45
3.5.2. H.A.C.C.P. Flowchart Number 2 – Fresh Poultry
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier 1 Microbiological
salmonella,
Campylobacter etc,
Spoilage chemical,
possibility of
physical/foreign
body contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations
/Veterinary
procedures
Use reputable
suppliers and
ensure suppliers
conform to
current
legislation/best
practice for
transportation and
production.
Historic checks of
quality from
suppliers. Absence
of customer
complaints. Regular
inspection of
suppliers.
If unsatisfied state
your requirements with
regards to safety &
quality. Refrain from
using the supplier in
the future, or until a
guarantee can be given
Importation
(If applicable)
1 Microbiological,
salmonella,
Campylobacter etc
Spoilage, chemical,
possibility of
physical/foreign
body contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures
Satisfactory
completion of
importers Safety
Self Audit
Questionnaire.
Obtain
H.A.C.C.P. &
Quality systems in
place. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Inspect holding
areas at docks &
transportation
vehicles. Obtain
temperature
records for goods
imported Max
1°C to 5°C. Use
only accredited
importers.
Historic checks of
quality & reliability
from importers.
Absence of
customer
complaints. Regular
inspection of
holding areas &
vehicles. Monitor
temperature records.
Check boarder
verification
document and
animal origin
authenticity.
If unsatisfied state
your requirements with
regards to safety &
quality. Refrain from
using the importer in
the future, or until a
guarantee can be
given.
Receipt
2 The presence of
pathogens
Salmonella,
Campylobacter etc,
harmful chemicals
and foreign body
contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures.
Damaged
packaging, poor
quality stock, out of
date stock.
Visual inspection.
Check dates and
quality of product
and intact
packaging. Rapid
transfer to storage
1°c - 5°C max
preferably 4°C.
Check delivery
temperature &
record (Max 5°C)
on delivery
Check delivery
vehicles, non-
destructive
temperature checks
visual & sensory
checks, and staff
training. Ensure
rapid storage.
Reject products after
inspection if
found/suspected to be
out of spec. Ensure
items for rejection are
labelled “Not for
Sale”. Communication
to all staff. Change
supplier if required.
Re-training of staff.
Louise Holmes/Easenmyne Limited July 2013 46
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Storage 3 Growth of
microbiological –
Salmonella etc, and
spoilage organisms.
Foreign body i.e.
packaging,
Chemical
contamination.
Poor product quality
Pest contamination
Rapid storage
from receipt1°c -
5°C max . Use
appropriate
receptacles for
storage. Correct
stock rotation.
Regular visual
checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow. Store
away from
delivery ready
products that are
wrapped vacuum
packed.
Sensory & visual
checks. Check date
coding and stock
rotation FIFO.
Regular pest checks.
Careful placing of
stock on shelves.
Good
Housekeeping.
Correct personal
hygiene and
working practices.
Monitor chiller
temperature 1°C to
4° max and record
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Call in pest
control company.
Maintenance of storage
unit with adequate
ventilation being
essential.
Picking 4 Growth of
microbiological –
Salmonella etc, and
spoilage organisms.
Foreign body i.e.
packaging,
Chemical
contamination.
Poor product quality
Pest contamination
Remove meat
product only
when it is required
for preparation.
Check batch/date
coding and ensure
correct rotation.
Visual and
sensory checks for
quality/ physical
contamination.
Ensure batches
are separated at all
times. Cutting
room max temp
7°C
Visual and sensory
checks for quality/
physical
contamination.
Good housekeeping
and thorough
cleaning.
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff.
Preparation /
cutting
5 Microbiological,
spoilage
/deterioration
Foreign body
ie.inherent
contamination –
bones etc, Chemical
contamination.
Poor product quality
Ensure
environmental
temperature is
appropriate i.e.
chilled - Cutting
room max temp
7°C. Use correct
chopping board
and equipment.
Disinfect
equipment
between batches.
Separate batches
at all times
Correct personal
hygiene and hand
washing.
Sensory & visual
checks. Check date
coding and stock
rotation prior to
preparation. Good
Housekeeping.
Correct personal
hygiene and
working practices.
Monitor air
temperature.
Maximum 7°C.
Record air temp of
cutting room and
monitor.
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit / cutting
room chilling system
with adequate
ventilation being
sought.
Packaging /
wrapping &
Labelling
5 Survival and
multiplication of
Microbiological
organisms
(Clostridium
botulinum and other
anaerobes),
Ensure wrapping
and packaging
material is free
from physical
contamination.
Store wrapping
and packaging
Sensory & visual
checks. Check date
coding and batch
labelling use
appropriate labels.
Regular pest checks.
Good
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
Louise Holmes/Easenmyne Limited July 2013 47
chemical and
physical
contamination.
material away
from meat cutting
rooms. Ensure
vacuum
packaging
equipment is
working correctly.
Correct labelling
(date coding &
use By) of
packaged /
wrapped products.
Correct personal
hygiene. Ensure
post packaging
storage is separate
from open
storage.
Housekeeping.
Correct personal
hygiene and
working practices.
Refer to
manufacturers
instructions for
maintenance of
vacuum packaging
equipment. Use
suitable packaging
materials that are
food grade quality.
Staff training &
coaching.
staff. Maintenance of
packaging equipment,
ensure adequate
ventilation being
sought in packaging
area. If incorrect label
adhered to packaging,
remove and replace
with correct label.
Storage 3 Survival and
multiplication of
microbiological
organisms
(Clostridium
botulinum and other
anaerobes), spoilage
and toxin growth.
Foreign body i.e.
pest infestation /
packaging,
Chemical
contamination.
Poor product quality
Rapid storage
from packaging
and wrapping 1°c
- 5°C max. . Use
appropriate
receptacles for
storage. Correct
stock rotation &
date labelling.
Separate batches
& raw open and
raw packaged
Regular visual
checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct air
flow and
temperature of
storage room
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Ensure
separate area for raw
open and raw
packaged products.
Good
Housekeeping.
Correct personal
hygiene and
working practices.
Monitor chiller
temperature and
record
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Call in pest
control company.
Maintenance unit with
adequate ventilation
being sought.
Picking 4 Microbiological,
spoilage
/deterioration
Foreign body,
Chemical
contamination.
Poor product quality
Remove meat
product only
when it is
required. Check
batch/date coding
and ensure correct
rotation. Visual
and sensory
checks for quality/
physical
contamination &
intact packaging.
Ensure batches
are separated at all
times. Load onto
temperature
controlled van
immediately.
Personal hygiene
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Implement and
strengthen picking to
storage procedures if
time between each
stage is unacceptable.
Reject and label food,
which is not of
standard, discard
accordingly. Re-
training of staff.
Communications.
Storage in
Vehicle/
Transit
3 Microbiological,
spoilage and toxin
growth. Foreign
body i.e. packaging,
Chemical
contamination.
Ensure speedy
loading. Correct
loading of items –
heaviest at the
bottom, separate
loads etc. Visual
Regular spot-checks
of staff and
procedures. Staff
training. Sensory &
visual checks. Close
vehicle doors
Implement and
strengthen picking to
storage procedures if
time between each
stage is unacceptable.
Reject and label food,
Louise Holmes/Easenmyne Limited July 2013 48
Poor quality of
products. Cross
contamination
checks. Ensure
load does not
move &
packaging break
in transit. Close
vehicle doors
immediately after
loading. Ensure
vehicle is kept
cool &
hygienically
clean.
immediately after
loading. Check for
cleanliness and
coolness of vehicle
1°c - 5°C max.
which is not of
standard, discard
accordingly. Re-
training of staff.
Communications.
Regular checking and
maintenance of vehicle
temperatures/air flow
& hygiene.
Delivery 4 Microbiological,
spoilage and toxin
growth. Foreign
body i.e. packaging
Chemical
contamination &
Cross-
contamination.
Poor quality of
products
Vehicle breakdown
All deliveries
must be checked
and signed for by
the customer. Do
not leave food
items unattended.
Ensure food items
are in perfect
condition by
visual & sensory
checks of
products, dated,
integrity of
packaging &
containers.
Ensure vehicle is
clean and in good
repair. Clean any
spillages up using
correct chemicals
and methods.
Follow vehicle
breakdown
procedures
Check delivery
notes for signatures
and acceptance.
Monitor customer
complaints.
Communication
with delivery
employees.
Customer service
questionnaires to
customers. Monitor
results. Spot check
vehicles for
cleanliness and
maintenance on
return to the unit.
Follow goods return
procedure if goods fail
to meet quality or
hygiene standards.
Segregate and label
accordingly, dispose
correctly. Staff
training. Review and
correct customer,
quality and hygiene
procedures. Document
as required. Thorough
deep cleaning of
vehicles and
containers. Correct
maintenance
General Measures
Always ensure the following: Correct pest control at delivery, storage and
within the unit.
Monitor temperature control and record temperatures.
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sought for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2013 49
3.5.3. H.A.C.C.P. Flowchart Number 3 – Mince, Sausages and
Burgers
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier 1 Microbiological,
spoilage, chemical
and physical/foreign
body contamination
Satisfactory
completion of
Supplier Safety
Self Audit
Questionnaire.
Obtain
H.A.C.C.P. &
Quality systems in
place.
Audit the
suppliers. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Use only
accredited
suppliers.
Historic checks of
quality from
suppliers. Absence
of customer
complaints. Regular
inspection of
suppliers. Regular
checking of good
hygiene and quality
practices at
suppliers.
If unsatisfied state
your requirements with
regards to safety &
quality. Refrain from
using the supplier in
the future, or until a
guarantee can be given
Importation
(If applicable)
1 Microbiological,
salmonella,
Campylobacter etc
Parasitic, chemical,
possibility of
physical/foreign
body contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures
Satisfactory
completion of
importers Safety
Self Audit
Questionnaire.
Obtain
H.A.C.C.P. &
Quality systems in
place. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Inspect holding
areas at docks &
transportation
vehicles. Obtain
temperature
records for goods
imported (if
applicable). Use
only accredited
importers.
Historic checks of
quality & reliability
from importers.
Absence of
customer
complaints. Regular
inspection of
holding areas &
vehicles. Monitor
temperature records.
Check boarder
verification
document and
animal origin
authenticity.
If unsatisfied state
your requirements with
regards to safety &
quality. Refrain from
using the importer in
the future, or until a
guarantee can be
given.
Receipt
2 The presence of
pathogens
clostridium
perfringens, E.coli,
salmonella etc.
harmful chemicals
and foreign bodies.
Poor quality stock,
spoilage.
Visual inspection.
Check dates and
quality of product
and original
origin. Rapid
transfer to storage.
Check
temperature
(vehicle delivery
temp between 1°C
and 5°C) and
record. Check
Check delivery
vehicles, non-
destructive
temperature checks
1°C to 5°C., visual
& sensory checks,
and staff training.
Ensure rapid
storage.
Communicate areas
of concern to all
associated staff.
Reject products during
inspection if found to
be out of spec. Ensure
items for rejection are
labelled “Not for
Sale”. Communication
to all staff. Change
supplier if required.
Re-training of staff.
Louise Holmes/Easenmyne Limited July 2013 50
Stage CCP
No
Hazards Controls Monitoring Corrective Action
delivery person
for cleanliness.
Personal hygiene.
Storage –
chilled
3
Microbiological and
toxin growth due to
poor temperature
control. Chemical
contamination.
Cross -
contamination
Poor product quality
Rapid storage
from receipt.
Follow chiller
storage plan.
Correct stock
rotation. Regular
visual checks.
Pest control
inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow and
temperature of
chiller- (1°C to
5°C preferably).
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Good
Housekeeping.
Correct personal
hygiene and
working practices.
Check chiller as per
temperature
monitoring record
sheet. Effective and
thorough cleaning.
Maintenance of unit
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit. Follow
chiller equipment
breakdown procedure
if chiller breakdowns.
Picking 4 Microbiological and
spoilage growth due
to excessive time at
ambient
temperature.
Poor quality of
products
Remove meat
product only
when it is required
for preparation.
Check batch/date
coding and ensure
correct rotation.
Visual and
sensory checks for
quality/ physical
contamination.
Ensure batches
are separated at all
times. Cutting
room max temp
7°C.
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints
from picking to
storage in vehicle.
Temp checks.
Implement and
strengthen picking to
storage procedures if
time between each
stage is unacceptable.
Reject and label food,
which is not of
standard, discard
accordingly. Re-
training of staff.
Communications to all.
Preparation /
cutting
5 Microbiological,
spoilage
/deterioration
Foreign body
ie.inherent
contamination –
bones etc, Chemical
contamination.
Poor product quality
Ensure
environmental
temperature is
appropriate i.e.
chilled - Cutting
room max temp
7°C. Use correct
chopping board
and equipment.
Disinfect
equipment
between batches.
Separate batches
at all times
Correct personal
hygiene and hand
washing.
Sensory & visual
checks. Check date
coding and stock
rotation prior to
preparation. Good
Housekeeping.
Correct personal
hygiene and
working practices.
Monitor air
temperature.
Maximum 7°C.
Record air temp of
cutting room and
monitor.
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit / cutting
room chilling system
with adequate
ventilation being
sought.
Packaging /
wrapping &
Labelling
5 Survival and
multiplication of
Microbiological
organisms
Ensure wrapping
and packaging
material is free
from physical
Sensory & visual
checks. Check date
coding and batch
labelling use
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
Louise Holmes/Easenmyne Limited July 2013 51
Stage CCP
No
Hazards Controls Monitoring Corrective Action
(Clostridium
botulinum,
Campylobacter and
other anaerobes),
chemical and
physical
contamination.
contamination.
Store wrapping
and packaging
material away
from meat cutting
rooms. Ensure
vacuum
packaging
equipment is
working correctly.
Correct labelling
(date coding &
use By) of
packaged /
wrapped products.
Correct personal
hygiene. Ensure
post packaging
storage is separate
from open
storage.
appropriate labels.
Regular pest checks.
Good
Housekeeping.
Correct personal
hygiene and
working practices.
Refer to
manufacturers
instructions for
maintenance of
vacuum packaging
equipment. Use
suitable packaging
materials that are
food grade quality.
Staff training &
coaching.
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
packaging equipment,
ensure adequate
ventilation being
sought in packaging
area. If incorrect label
adhered to packaging,
remove and replace
with correct label.
Storage 3 Microbiological and
toxin growth due to
poor temperature
control. Chemical
contamination.
Cross -
contamination
Poor product quality
Rapid storage
from receipt.
Follow chiller
storage plan.
Correct stock
rotation. Regular
visual checks.
Pest control
inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow and
temperature of
chiller- (1°C to
4°C preferably).
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Good
Housekeeping.
Correct personal
hygiene and
working practices.
Check chiller as per
temperature
monitoring record
sheet. Effective and
thorough cleaning.
Maintenance of unit
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit. Follow
chiller equipment
breakdown procedure
if chiller breakdowns.
Picking 4 Microbiological and
spoilage growth due
to excessive time at
ambient
temperature.
Poor quality of
products
Ensure goods are
picked from
storage in the
correct order & at
correct time prior
to loading. Good
personal hygiene.
Visual and
rotation checks.
Load onto
temperature
controlled van
immediately.
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints
from picking to
storage in vehicle.
Temp checks.
Implement and
strengthen picking to
storage procedures if
time between each
stage is unacceptable.
Reject and label food,
which is not of
standard, discard
accordingly. Re-
training of staff.
Communications to all.
Storage in
Vehicle/
Transit
3 Microbiological,
spoilage and toxin
growth due to
excessive time at
Ensure speedy
loading. Correct
loading of items –
heaviest at the
Regular spot-checks
of staff and
procedures. Staff
training. Sensory &
Implement and
strengthen picking to
storage procedures if
time between each
Louise Holmes/Easenmyne Limited July 2013 52
Stage CCP
No
Hazards Controls Monitoring Corrective Action
incorrect
temperatures.
Poor quality of
products.
bottom, separate
loads etc. Visual
checks. Ensure
load does not
move &
packaging break
in transit. Close
vehicle doors
immediately after
loading. Ensure
vehicle is kept
cool &
hygienically
clean.
visual checks.
Conduct a time slot
analysis to establish
time constraints
from picking to
storage in vehicle.
Ensure doors are
kept closed. Check
for cleanliness
correct operating
temperature of
vehicle <+5°C, take
records. Between
pack temp records.
stage is unacceptable.
Reject and label food,
which is not of
standard, discard
accordingly. Re-
training of staff.
Communications.
Regular checking and
maintenance of vehicle
temperatures/air flow
& hygiene. Correct,
maintain & review
where necessary.
Delivery 6 Microbiological and
toxin growth.
Foreign body i.e.
pest infestation,
Chemical
contamination
Poor quality of
products
Vehicle breakdown
Ensure and check
vehicle & product
temperature -
<8°C. All
deliveries must be
checked and
signed for by the
customer. Do not
leave food items
unattended.
Ensure food items
are in perfect
condition by
visual & sensory
checks of
products, integrity
of packaging.
Ensure vehicle is
clean and in good
repair. Clean any
spillages up using
correct chemicals
and methods.
Follow vehicle
breakdown
procedures. Good
personal hygiene.
Check delivery
notes for signatures,
temperatures, times
and acceptance.
Monitor customer
complaints.
Communication
with delivery
employees.
Customer service
questionnaires to
customers. Monitor
results. Spot check
vehicles for
cleanliness and
maintenance on
return to the unit.
Spot-check actual
delivery procedure
at customers unit.
Increase personal
hygiene.
Follow goods return
procedure if goods fail
to meet quality or
hygiene standards.
Segregate and label
accordingly, dispose
correctly. Staff
training. Review and
correct customer,
operations, quality and
hygiene procedures.
Document as required.
Thorough deep
cleaning of vehicles
and containers.
Correct maintenance.
General Measures
Always ensure the following:
Correct pest control at delivery, storage and within the unit.
Monitor temperature control and record temperatures.
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sought for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2013 53
3.5.4. H.A.C.C.P. Flowchart Number 4 - Offal
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier 1 Microbiological,
spoilage, chemical
and physical/foreign
body contamination
Satisfactory
completion of
Supplier Safety
Self Audit
Questionnaire.
Obtain
H.A.C.C.P. &
Quality systems in
place.
Audit the
suppliers. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Use only
accredited
suppliers.
Historic checks of
quality from
suppliers. Absence
of customer
complaints. Regular
inspection of
suppliers. Regular
checking of good
hygiene and quality
practices at
suppliers.
If unsatisfied state
your requirements with
regards to safety &
quality. Refrain from
using the supplier in
the future, or until a
guarantee can be given
Importation
(If applicable)
1 Microbiological,
salmonella,
Campylobacter,
E.coli etc Parasitic,
chemical, possibility
of physical/foreign
body contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures
Satisfactory
completion of
importers Safety
Self Audit
Questionnaire.
Obtain
H.A.C.C.P. &
Quality systems in
place. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Inspect holding
areas at docks &
transportation
vehicles. Obtain
temperature
records for goods
imported (if
applicable). Use
only accredited
importers.
Historic checks of
quality & reliability
from importers.
Absence of
customer
complaints. Regular
inspection of
holding areas &
vehicles. Monitor
temperature records.
Check boarder
verification
document and
animal origin
authenticity.
If unsatisfied state
your requirements with
regards to safety &
quality. Refrain from
using the importer in
the future, or until a
guarantee can be
given.
Receipt
2 The presence of
pathogens
clostridium
perfringens, E.coli,
salmonella etc.
harmful chemicals
and foreign bodies.
Poor quality stock,
spoilage.
Visual inspection.
Check dates and
quality of product
and original
origin. Rapid
transfer to storage.
Check
temperature
(vehicle delivery
temp between 1°C
and 4°C) and
record. Check
delivery person
for cleanliness.
Personal hygiene.
Check delivery
vehicles, non-
destructive
temperature checks
1°C to 4°C., visual
& sensory checks,
and staff training.
Ensure rapid
storage.
Communicate areas
of concern to all
associated staff.
Reject products during
inspection if found to
be out of spec. Ensure
items for rejection are
labelled “Not for
Sale”. Communication
to all staff. Change
supplier if required.
Re-training of staff.
Louise Holmes/Easenmyne Limited July 2013 54
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Storage 3 Microbiological and
toxin growth due to
poor temperature
control. Chemical
contamination.
Cross -
contamination
Poor product quality
Rapid storage
from receipt.
Follow chiller
storage plan.
Correct stock
rotation. Regular
visual checks.
Pest control
inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow and
temperature of
chiller- (1°C to
4°C preferably).
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Good
Housekeeping.
Correct personal
hygiene and
working practices.
Check chiller as per
temperature
monitoring record
sheet. Effective and
thorough cleaning.
Maintenance of unit
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit. Follow
chiller equipment
breakdown procedure
if chiller breakdowns.
Picking 2 Microbiological and
spoilage growth due
to excessive time at
ambient
temperature.
Poor quality of
products
Remove meat
product only
when it is required
for preparation.
Check batch/date
coding and ensure
correct rotation.
Visual and
sensory checks for
quality/ physical
contamination.
Ensure batches
are separated at all
times. Cutting
room max temp
7°C.
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints
from picking to
storage in vehicle.
Temp checks.
Implement and
strengthen picking to
storage procedures if
time between each
stage is unacceptable.
Reject and label food,
which is not of
standard, discard
accordingly. Re-
training of staff.
Communications to all.
Preparation /
cutting
5 Microbiological,
spoilage
/deterioration
Foreign body
ie.inherent
contamination –
bones etc, Chemical
contamination.
Poor product quality
Ensure
environmental
temperature is
appropriate i.e.
chilled - Cutting
room max temp
7°C. Use correct
chopping board
and equipment.
Disinfect
equipment
between batches.
Separate batches
at all times
Correct personal
hygiene and hand
washing.
Sensory & visual
checks. Check date
coding and stock
rotation prior to
preparation. Good
Housekeeping.
Correct personal
hygiene and
working practices.
Monitor air
temperature.
Maximum 7°C.
Record air temp of
cutting room and
monitor.
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit / cutting
room chilling system
with adequate
ventilation being
sought.
Packaging /
wrapping &
Labelling
5 Survival and
multiplication of
Microbiological
organisms
(Clostridium
Ensure wrapping
and packaging
material is free
from physical
contamination.
Sensory & visual
checks. Check date
coding and batch
labelling use
appropriate labels.
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Louise Holmes/Easenmyne Limited July 2013 55
Stage CCP
No
Hazards Controls Monitoring Corrective Action
botulinum,
Campylobacter and
other anaerobes),
chemical and
physical
contamination.
Store wrapping
and packaging
material away
from meat cutting
rooms. Ensure
vacuum
packaging
equipment is
working correctly.
Correct labelling
(date coding &
use by) of
packaged /
wrapped products.
Correct personal
hygiene. Ensure
post packaging
storage is separate
from open
storage.
Regular pest checks.
Good
Housekeeping.
Correct personal
hygiene and
working practices.
Refer to
manufacturers
instructions for
maintenance of
vacuum packaging
equipment. Use
suitable packaging
materials that are
food grade quality.
Staff training &
coaching.
Communication to all
staff. Re-training of
staff. Maintenance of
packaging equipment,
ensure adequate
ventilation being
sought in packaging
area. If incorrect label
adhered to packaging,
remove and replace
with correct label.
Storage 3 Microbiological and
toxin growth due to
poor temperature
control. Chemical
contamination.
Cross -
contamination
Poor product quality
Rapid storage
from receipt.
Follow chiller
storage plan.
Correct stock
rotation. Regular
visual checks.
Pest control
inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow and
temperature of
chiller- (1°C to
4°C preferably).
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Good
Housekeeping.
Correct personal
hygiene and
working practices.
Check chiller as per
temperature
monitoring record
sheet. Effective and
thorough cleaning.
Maintenance of unit
Reject products if
found to be out of
spec. Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit. Follow
chiller equipment
breakdown procedure
if chiller breakdowns.
Picking 4 Microbiological and
spoilage growth due
to excessive time at
ambient
temperature.
Poor quality of
products
Ensure goods are
picked from
storage in the
correct order & at
correct time prior
to loading. Good
personal hygiene.
Visual and
rotation checks.
Load onto
temperature
controlled van
immediately.
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints
from picking to
storage in vehicle.
Temp checks.
Implement and
strengthen picking to
storage procedures if
time between each
stage is unacceptable.
Reject and label food,
which is not of
standard, discard
accordingly. Re-
training of staff.
Communications to all.
Storage in
Vehicle/
Transit
3 Microbiological,
spoilage and toxin
growth due to
excessive time at
incorrect
Ensure speedy
loading. Correct
loading of items –
heaviest at the
bottom, separate
Regular spot-checks
of staff and
procedures. Staff
training. Sensory &
visual checks.
Implement and
strengthen picking to
storage procedures if
time between each
stage is unacceptable.
Louise Holmes/Easenmyne Limited July 2013 56
Stage CCP
No
Hazards Controls Monitoring Corrective Action
temperatures.
Poor quality of
products.
loads etc. Visual
checks. Ensure
load does not
move &
packaging break
in transit. Close
vehicle doors
immediately after
loading. Ensure
vehicle is kept
cool &
hygienically
clean.
Conduct a time slot
analysis to establish
time constraints
from picking to
storage in vehicle.
Ensure doors are
kept closed. Check
for cleanliness
correct operating
temperature of
vehicle <+5°C, take
records. Between
pack temp records.
Reject and label food,
which is not of
standard, discard
accordingly. Re-
training of staff.
Communications.
Regular checking and
maintenance of vehicle
temperatures/air flow
& hygiene. Correct,
maintain & review
where necessary.
Delivery 4 Microbiological and
toxin growth.
Foreign body i.e.
pest infestation,
Chemical
contamination
Poor quality of
products
Vehicle breakdown
Ensure and check
vehicle & product
temperature -
<8°C. All
deliveries must be
checked and
signed for by the
customer. Do not
leave food items
unattended.
Ensure food items
are in perfect
condition by
visual & sensory
checks of
products, integrity
of packaging.
Ensure vehicle is
clean and in good
repair. Clean any
spillages up using
correct chemicals
and methods.
Follow vehicle
breakdown
procedures. Good
personal hygiene.
Check delivery
notes for signatures,
temperatures, times
and acceptance.
Monitor customer
complaints.
Communication
with delivery
employees.
Customer service
questionnaires to
customers. Monitor
results. Spot check
vehicles for
cleanliness and
maintenance on
return to the unit.
Spot-check actual
delivery procedure
at customers unit.
Increase personal
hygiene.
Follow goods return
procedure if goods fail
to meet quality or
hygiene standards.
Segregate and label
accordingly, dispose
correctly. Staff
training. Review and
correct customer,
operations, quality and
hygiene procedures.
Document as required.
Thorough deep
cleaning of vehicles
and containers.
Correct maintenance.
General Measures
Always ensure the following:
Correct pest control at delivery, storage and within the unit.
Monitor temperature control and record temperatures.
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sort for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2013 57
3.5.5. H.A.C.C.P. Flowchart Number
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier
Importation
(If applicable)
Receipt
Louise Holmes/Easenmyne Limited July 2013 58
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Storage
Picking
Storage in
Vehicle/
Transit
Louise Holmes/Easenmyne Limited July 2013 59
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Delivery
General Measures
Always ensure the following:
Correct pest control at delivery, storage and within the unit.
Temperature control
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sort for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2013 60
4. PART FOUR - Evaluation & Standards of
Performance & Procedures
4.1. Supplier Accreditation Procedure and Standards
The sale of food which is unfit or which does not conform to food safety requirements
or which is not of the nature substance or quality demanded by the purchaser is an
absolute offence. All that is required of a prosecuting authority is to prove that the
food was in such a condition at the time of sale and that “a sale” was made. As part of
the UK Food Safety Act (as amended) 1990, the Food Hygiene Regulations 2006 a
new defence of “due diligence” was introduced. This was designed to redress what
some saw as the imbalance of the absolute offence by providing the food business
proprietor with a statutory defence. The onus was now on the food business
proprietor to prove that they took “all reasonable precautions and exercised all due
diligence to avoid the commission of the offence by him/herself or by the person(s)
under his control”.
In establishing the “due diligence” the burden of proof is on the “balance of
probabilities” and is a lesser burden of proof than “beyond all reasonable doubt”
which any prosecuting body must establish. Despite this it seems that “due diligence”
is becoming harder to prove and Magistrates‟ Courts are becoming increasingly hard
line. “All reasonable precautions” and “all due diligence” means just that. If a
proprietor of a food business should forget and/or become careless in its
implementation, the defence will almost certainly fail.
The auditing of a main supplier is a perfectly reasonable measure and therefore is
necessary if a “due diligence” defence is to be proven in a court of law.
4.1.1. Standards for accreditation of a supplier
In the interest of product safety and quality, it is a company requirement that the
standards below are met and evidence is sought before a potential company is
allowed to provide food products to A.E.Surcouf & Sons Ltd.
Suitability of design and construction of suppliers’ premises
Number of sites
Built for the purpose of manufacturing, supply and distribution of food
products.
Designed and constructed using suitable materials for the production, storage
and distribution of food items.
Kept clean and in good repair
Correct use and maintenance of utilities and drainage systems i.e. water and
sewerage.
Louise Holmes/Easenmyne Limited July 2013 61
Company Organisation
Commitment to specific responsibilities for quality and food safety.
Quality Management system in operation
Documented standards of performance/work instructions
H.A.C.C.P. system in operation
Food Hygiene Policy
Quality Policy
Environmental Policy
Training Policy
Raw materials/packaging specifications available
Provides value for money
Agreed credit terms
*Product Specification
Listings of total product specifications
Specific Storage requirements
Testing Facilities and Procedures
Product testing facilities i.e. Microbiological, allergens, GM
Name of organisation responsible for testing (external or in-house)
Nature and process of testing
Frequency of testing
Results of testing over the last 2 years and statistical results
Corrective action as a result of product testing
Pest Control
Level of current pest infestations
Applied action implemented on result of pest infestation
Contracted pest control company employed
Pest control preventative measures in place
Training & Personnel
Health Screening is carried out for all food handling staff
Facilities for staff training for induction and on-job
Monitoring and evaluation systems in place
Specific basic level Food Safety training available
Number or % or staff completed basic level Food Safety Training
Awarding Body utilized for Food Safety training
Delivery personnel training program
H.A.C.C.P. & Advanced Food Safety training provided for key staff.
Awarding body utilized for H.A.C.C.P & Advanced Food Safety training
(RIPH, CEHO etc.)
% of Key staff having received H.A.C.C.P. & Advanced Food Safety training
Appraisal systems in place
Louise Holmes/Easenmyne Limited July 2013 62
Distribution Procedures
What makes of distribution vehicles are used
Maintenance of vehicles undertaken on regular basis
Cleaning schedules for cleaning of distribution vehicles
Traceability facility available for mixed goods distribution.
Temperature of distribution vehicles for the past 2 years
Emergency procedures available for vehicles. (Food safety orientated)
Segregation of products in transit (Raw and high risk if applicable)
Availability of products and agreed transit time
Emergency Procedures
Product recall
Statistical information of product recall over the past 2 years
Result of recall and implemented post recall action
Legal proceedings against company or employee regarding food safety
Customer Complaints and statistical information
Schedules and Emergency procedures
Cleaning
Equipment maintenance
Building and structural maintenance
Internal and external audits
H.A.C.C.P. and Quality procedure reviews and results of reviews
Declaration
Signed and dated by an employee in authority
Name printed for legibility
4.1.2. Procedure for accreditation of a supplier
Physical Auditing
It is advisable that the prospective supplier is audited in person by a
member(s) of the management team from A.E.Surcouf & Sons Ltd, using the
above standards as the audit criteria.
As with all auditing criteria, actual evidence is to be sought to establish the
company‟s suitability for supplying consumable goods.
A communications meeting must take place to discuss the result of the audit
and to establish suitability of the prospective supplier. Where necessary,
further standards of food safety and quality that A.E.Surcouf & Sons Ltd may
require prior to accepting the company as a supplier, may need to be discussed
and an action plan agreed.
Louise Holmes/Easenmyne Limited July 2013 63
On completion of the agreed action plan, those in authority must reach a
consensus for acceptance / decline for the proposed company becoming a
supplier. Records of such discussion must be formatted.
Records of the audit must be retained in-house for further reference.
However, where this is not possible due to the logistics of the operation, a Supplier
Safety – Audit Questionnaire is to be sent out.
Supplier Safety – Audit Questionnaire
The Supplier Safety – Audit Questionnaire specifically requires evidence of
documentation, procedures, processes and systems in place, to be provided as
their guarantee of quality and food safety. Failure to receive this evidence
may deem your “due diligence defence” null and void.
A communications meeting must take place to discuss the result of the
Questionnaire and to establish suitability of the prospective supplier. Where
necessary, further standards of food safety and quality that A.E.Surcouf &
Sons Ltd may require prior to accepting the company as a supplier may need
to be discussed and an action plan agreed and communicated.
On completion of the agreed action plan, those in authority must reach a
consensus for acceptance / decline for the proposed company becoming a
supplier. Records of such discussion must be formatted.
Records of the questionnaire must be retained in-house for further reference.
(An example of the Questionnaire can be found in Part 5 Record Forms
Masters)
Supplier Accreditation Review
Where the suppliers business changes, is increased in their capacity, or there is
a product recall event, another Supplier Safety – Audit Questionnaire or
physical audit of their systems and procedures will be required.
*Supplier Accreditation Records
Full records of the above criteria‟s and procedures must be retained within the
company‟s recording systems.
Product specifications for all products must be retained until the product is
withdrawn from service or the product specification changes.
Where product recall occurs due to the incorrect specification of products, full
analysis of supplier suitability must be completed. Follow Product recall
procedures as documented in section 4.18.
Louise Holmes/Easenmyne Limited July 2013 64
4.2. Importation of Goods Procedure and Standards
Following on from the Supplier accreditation procedures and standards, it is necessary
to set additional standards for the importation of consumable products.
Most of the food consumed is imported due to the nature, location and size of the
Island. The physical importation of food items by an external and dedicated agent has
the possibilities of causing the food business for which they are importing the goods,
to have grave food safety consequences, should they not adhere to current legislation,
temperature controls and monitoring procedures. As part of your “due diligence
defence”, quality management procedures and H.A.C.C.P, it is necessary to carry out
an audit with the potential or existing importation agent.
Food Hygiene (General Provisions) (Jersey) order 1967, there are provisions made for
the examination (by Port Health Officials) of imported food, the detention of such
food and the exportation or disposing of unsound food. The onus of importing food
that is unfit for human consumption, has been rendered injurious to health or is
unsound or unwholesome falls on the importer themselves.
4.2.1. Standards for accreditation of an Importation Agent
In the interest of product safety and quality, it is a company requirement that the
standards below are met and evidence is sought before a potential company is
allowed to import food products for A.E.Surcouf & Sons Ltd.
Suitability of design and construction of suppliers’ premises
Number of sites
Built for the purpose of holding, exporting and distribution of food products.
Designed and constructed using suitable materials for the, storage, exporting
and distribution of food items.
Kept clean and in good repair
Correct use and maintenance of utilities and drainage systems i.e. water and
sewerage.
Company Organisation
Commitment to specific responsibilities for quality and food safety.
Quality Management system in operation
Documented standards of performance/work instructions
H.A.C.C.P. system in operation
Food Safety Policy
Quality Policy
Environmental Policy
Training Policy
Louise Holmes/Easenmyne Limited July 2013 65
Pest Control
Level of current pest infestations
Applied action implemented on result of pest infestation
Contracted pest control company employed
Pest control preventative measures in place
Training & Personnel
Facilities for staff training for induction and on-job
Monitoring and evaluation systems in place
Delivery personnel training program
H.A.C.C.P. training provided for key staff.
Awarding body utilized for H.A.C.C.P training (RIPH, CEHO etc.)
% of Key staff having received H.A.C.C.P. training
Appraisal systems in place
Distribution Procedures
What makes of distribution vehicles are used
Maintenance of vehicles undertaken on regular basis
Cleaning schedules for cleaning of distribution vehicles
Traceability facility available for mixed goods distribution.
Temperature of distribution vehicles for the past 2 years
Emergency procedures available for vehicles. (Food safety orientated)
Segregation of products in transit (Raw and high risk if applicable)
Time/Temperature Log available for products in transit
Availability of products and agreed transit time
Emergency Procedures
Product recall due to incorrect transportation procedures. Statistical
information of product recall over the past 2 years
Result of recall and implemented post recall action
Legal proceedings against company or employee regarding food safety
Customer Complaints and statistical information
Louise Holmes/Easenmyne Limited July 2013 66
Schedules and Emergency procedures
Cleaning
Equipment maintenance
Building and structural maintenance
Internal and external audits
H.A.C.C.P. and Quality procedure reviews and results of reviews
Declaration
Signed and dated by an employee in authority
Name printed for legibility
4.2.2. Procedure for accreditation of an Import Agent
Physical Auditing
It is advisable that the prospective Import Agent is audited in person by a
member(s) of the management team from A.E.Surcouf & Sons Ltd, using the
above standards as the audit criteria.
As with all auditing criteria, actual evidence is to be sought to establish the
company‟s suitability for supplying consumable goods.
A communications meeting must take place to discuss the result of the audit
and to establish suitability of the prospective Agent. Where necessary, further
standards of food safety and quality that A.E.Surcouf & Sons Ltd may require
prior to accepting the company as an agent, may need to be discussed and an
action plan agreed.
On completion of the agreed action plan, those in authority must reach a
consensus for acceptance / decline for the proposed company becoming an
importation. Records of such discussion must be formatted.
Records of the audit must be retained in-house for further reference.
However, where this is not possible due to the logistics of the operation, a
Supplier/Importer Safety – Audit Questionnaire is to be sent out.
Supplier/Importer Safety – Audit Questionnaire
The Supplier/Importer Safety – Audit Questionnaire specifically requires
evidence of documentation, procedures, processes and systems in place, to be
provided as their guarantee of quality and food safety. Failure to receive this
evidence may deem you “due diligence defence” null and void.
A communications meeting must take place to discuss the result of the
Questionnaire and to establish suitability of the prospective agent. Where
necessary, further standards of food safety and quality that A.E.Surcouf &
Sons Ltd may require prior to accepting the company as an importation
Agent may need to be discussed and an action plan agreed and communicated.
Louise Holmes/Easenmyne Limited July 2013 67
On completion of the agreed action plan, those in authority must reach a
consensus for acceptance / decline for the proposed company becoming an
importation agent. Records of such discussion must be formatted.
Records of the questionnaire must be retained in-house for further reference.
(An example of the Questionnaire can be found in Part 5 Records Forms
Masters)
Import Agent Accreditation Review
Where the agents business changes, is increased in their capacity, or there is a
product recall event, another Supplier/Importer Safety – Audit Questionnaire
or physical audit of their systems and procedures will be required.
Louise Holmes/Easenmyne Limited July 2013 68
4.3. Receipt of Goods Operational Procedures & Standards
Effective receipts of goods are fundamental to food quality and safety in any food
business. Failure to reject deliveries which have not been correctly temperature
controlled, have been adulterated before delivery or in transit to the distribution site or
contaminated by microbiological, chemical or foreign body means, may cause harm to
the consumer and will therefore cause the distribution/wholesale business to be liable
of an offence under the: Food Hygiene (General Provisions) (Jersey) Order 1966 and
the UK Food Hygiene Regulations 2006 (as amendment) and EC Regulations
852/2004. It is therefore imperative that temperature control and the associated
monitoring and corrective action procedures are adhered to in conjunction with exact
operational standards.
4.3.1. Standards for Acceptance of Consumable Goods
a) Delivery area and Acceptance Personnel
Areas for delivery and receipt should be kept clean and in good repair.
Areas for the delivery and receipt of food, which may be susceptible to
weather damage, must be undercover or protected from the elements.
Personnel accepting the delivery should be trained and/or instructed on the
food acceptance procedures, temperature control, notices of product
withdrawal and control orders and the company‟s‟ policy and procedures on
product rejection.
A probe thermometer MUST be made available and be in good working order
(See Section 4.7.1 Temperature Controls and Calibration)
The probe must be sanitised before checking temperatures of food items.
b) Dry Goods
Dry goods must be checked for:
Pest infestations (See Pest Control Section 4.13)
Intact packaging
Visual and sensory signs of contamination
Dented and blown cans (See section 4.4 & 4.5 Stock Control & Rotation,
Glossary of Terms Part 6 and Rejection Procedure – Dry Goods 4.2.3 a)
Best before date (See section 4.4 & 4.5 Stock Control & Rotation & Glossary
of Terms Part 6)
Overall Quantity
Louise Holmes/Easenmyne Limited July 2013 69
c) Chilled and Perishable Goods
Chilled and perishable goods must be checked for:
Use by dates
Pest infestations
Intact packaging
Temperature – maximum temperature NOT exceeding 8°C. Preferably below
5°C. Where there is some discrepancy regarding the temperature of the
product, between pack temperature checks must be conducted. (See Diagram
3 – Receipt of goods flowchart and Section 4.3.4 & Temperature control 4.7)
Visual and sensory signs of spoilage/contamination
Overall Quality
d) Frozen Goods
Frozen goods must be checked for:
Manufacturers date coding
Pest infestations
Intact packaging
Temperature – Maximum temperature NOT exceeding -12°C. Where there is
some discrepancy regarding the temperature of the product, between pack
temperature checking must be conducted. (See Diagram 3 – Receipt of goods
flowchart and Section 4.3.4 & Temperature control 4.7)
Visual and sensory signs of spoilage/contamination
Firmness of product
e) Food Acceptance Procedure
The following procedure must be adhered to when accepting consumable goods onto
the premises:
Check the goods against the appropriate checking procedure above.
When satisfied of acceptable quality and standard of food items, complete the
Receipt of goods record and return to office for checking and filing.
Proceed to store the goods in appropriate storage area.
Chilled and Frozen foods may remain at ambient temperatures from receipt
stage to temperature controlled storage for:
Chilled – Maximum 10 minutes
Frozen – Maximum 15 minutes
Louise Holmes/Easenmyne Limited July 2013 70
f) Unattended Food
Under no circumstances must food be left unattended in the delivery area. This
practice may cause the food to become contaminated and may lead to very serious
consequences. Remember, it is unacceptable for food:
Especially chilled or frozen to be left at ambient temperatures for prolonged
periods of time.
To be left on the floor and be open to the risk of contamination.
To be stored prior to checking it‟s quality and safety.
To be short delivered by your supplier with no opportunity of obtaining a
credit note.
To be tampered with or be left open to the possibility of theft.
4.3.2. Standards for Food to be Rejected
Any food items that have evidence of poor quality and safety (as detailed below) must
be rejected and withdrawn from service.
a) Dry Goods
Blown Cans – Ends of cans extends due to carbon dioxide produced by
microorganisms or because of hydrogen production.
Dented cans – Due to incorrect storage or handling at manufacturing,
transportation or receipt stages.
Torn Packaging - Due to incorrect storage or handling at manufacturing,
transportation or receipt stages.
Presence of spoilage organisms – sensory evidence of mould, discolouration,
firmness, off-odours, white and black spot and slime.
Foreign bodies / physical contamination – Actual signs of something
physically on or in the food item. i.e. Pests and insects, string, packaging,
metal etc.
Overall quality – The food items should be suitable for human consumption
b) Chilled and Perishable Goods
Incorrect Temperature – Between pack or core temperature of above 8°C.
Spoilage - sensory evidence of mould, discolouration, firmness, off-odours,
white and black spot and slime.
Torn Packaging - Due to incorrect storage or handling at manufacturing,
transportation or receipt stages.
Foreign bodies / physical contamination – Actual signs of something
physically on or in the food item. i.e. Pests and insects, string, packaging,
metal etc.
Louise Holmes/Easenmyne Limited July 2013 71
Incorrect Use By Date – The date of receipt is after the date shown on the
packaging.
Overall quality – The food items should be suitable for human consumption
c) Frozen Goods
Incorrect Temperature – Between pack above -12°C.
Spoilage - sensory evidence of mould, discolouration, firmness, off-odours,
white and black spot and slime.
Torn Packaging - Due to incorrect storage or handling at manufacturing,
transportation or receipt stages.
Foreign bodies / physical contamination – Actual signs of something
physically on or in the food item. i.e. Pests and insects, string, packaging,
metal etc.
Incorrect Date Coding – The date of receipt is after the date shown on the
packaging.
Overall quality – The food items should be suitable for human consumption.
4.3.3. Food Rejection Procedure
Before any food in the receipt stage of the process can be rejected as unsuitable for
sale, it is imperative that a member of the management or supervisory team is
informed so that they can take overall responsibility for the rejection. (See Diagram 3
– Receipt of Temperature Controlled Goods Operational Flowchart in section 4.3.4)
The following procedure must be adhered to:
Inform the Manager or Supervisor of the nature of the sub-standard food.
Segregate the food item and label “Unsound Food” or “Not for Sale” or
“Unsuitable for Human Consumption”
Complete Receipt of Goods Record, detailing the reason for rejection.
Ensure a member of the management or supervisory team signs the record.
Either send the faulty goods back to the supplier immediately or place at
appropriate holding area, ensuring that the label condemning the food item is
clearly visible. Await pickup for disposal.
Communicate to all staff what has happened.
NOTE: If you feel that it is necessary for the Local Authority to be advised of the
faulty goods, then please contact them. (Telephone Numbers can be found under
Section 7 Useful Names and Addresses).
Louise Holmes/Easenmyne Limited July 2013 72
4.3.4. Receipt/Delivery of Temperature Controlled Goods
Operational Flow - Diagram 3
Is probe thermometer/infrared
non-contact thermometer
operating correctly?
NO Change batteries or
replace thermometer as
necessary
YES
Probe between outer cartons of goods or
through packaging at rear of vehicle.
Wait for temperature to stabilize and
record.
Is temperature <+5°C (Max 8°C). 0°C-
+4°C for fresh meat. Frozen goods
Max-12°C, preferably -18°C or below.
NO
Remove one case of goods &
place sanitised probe between
packs or infrared device
through packaging Read and
record temp.
YES
Does the food satisfy all other
aspects of food delivery
standards?
Is temperature <+5°C (Max
8°C). 0°C-+4°C for fresh meat.
Frozen goods Max-12°C,
preferably -18°C or below.
NO
Reject Delivery as per standards
(see Receipt /rejection section)
complete associated paperwork
& notify Management
YES
YES
Accept delivery. Sign
& complete
paperwork/records.
NO
Louise Holmes/Easenmyne Limited July 2013 73
4.4. Storage and Stock Control
Storage facilities must be designed and used in such a way that foodstuffs are
protected from contamination, deterioration and damage. Contamination can be
caused by:
Microorganisms e.g. E.coli, Salmonella
Chemicals e.g. bleach
Physical objects e.g. Pests, packaging
Deterioration can occur if spoilage organisms are allowed to grow, which cause
chemical changes within the food for example histamines. Damage can be caused by
pest or by incorrect storage procedures leading to damage to the food items
packaging. Food can also be tainted by strong smelling foods if incorrectly stored.
Failure to apply sound storage principals can at the very least lead to early
decomposition of food, possibility of pathogenic bacteria growing to dangerous levels
and pest infestations. The eventual consequences for the business ranges from lack of
customer satisfaction, food poisoning, loss of profit due to stock wastage, and the
likelihood of civil and authoritive action against the business.
Storage conditions must therefore ensure that foodstuffs are maintained at high
quality, both nutritionally and bacteriologically, as possible. This can only be
achieved by ensuring that correct systems of storage and rotation are applied, that
temperature, lighting and ventilation are ideal, and that the areas are kept well
maintained and clean. (See sections 4.11 Cleaning and section 4.14 Design and
Construction of the premises).
4.4.1. Standards for Storage Systems
a) Standards for Storage Systems
Ideally food goods should be stored off the ground to assist with thorough
cleaning and pest control.
Shelving must be provided that is easily cleanable, made of non-absorbent
materials and has a smooth finish.
Pallets should ideally be made of non-absorbent materials with a smooth
finish. Wooden pallets are not ideal due to the very nature of the material and
the risk involved with food contamination.
Where food is stored on shelving, a gap must be left between a wall and the
product.
Where temperature controlled storage systems are utilized within the unit,
these must be of the industrial type and able to maintain the maximum storage
temperatures with ease. (See Use of Temperature controlled Equipment
Section 4.6 and Temperature Control in Section 4.7).
Where goods are stored above head height, then lifting equipment and /or
climbing aids must be used.
Louise Holmes/Easenmyne Limited July 2013 74
b) Standards for Storage and Stock Control – Chilled and Frozen Goods
After delivery and receipt, store the goods immediately. Maximum time for
frozen goods to be kept at ambient conditions is 15 minutes and chilled goods
is 10 minutes.
Using lifting / moving machinery move the goods to correct storage location.
All goods must be stored on shelving off the ground. Exceptions can be made
for goods delivered in pallet form.
Where necessary, remove cardboard or cling film outer casings from food
items as this acts as insulation to the product and may prevent the food item
from reaching the correct temperature.
Pull forward or lift up existing stock and place new stock behind or under old
stock. (See stock rotation below in section 4.4)
Check all stock for integrity of packing, use by dates and quality.
Remove and segregate any stock that is not to the correct standards, is out of
date or has become damaged. Inform a member of the management or
supervisory team for further investigation.
4.5. Stock Rotation
A clearly defined system of stock rotation is vital to ensure that older foodstuffs are
always used first. Stock, which remains undisturbed for long periods of time, will
encourage rodents and insects, so it is important to continually check stock, not just
for the date coding but also for the overall quality and for pest activity.
Food Labelling Standards
The three main pieces of legislation involved with food labelling are; Food Safety
(Jersey) Law 1966, The UK Food Labelling Regulations 1996 and The Food and
Drugs (Labelling of Food) Order 1995 and the UK Quick-Frozen Foodstuffs
Regulations 2007.
The UK Food Labelling Regulations 1996
Best Before/Best before end Date: The date up to and including, indicates
that the food should be at its optimum quality by the specified date if stored
correctly. Mostly found on dry goods.
Use by Date: Foodstuffs must be used (consumed or disposed of) by the
indicated date. If product is consumed after this date, then the food item may
cause food poisoning.
Frozen food stuffs do not have either of these dates.
Offences
Louise Holmes/Easenmyne Limited July 2013 75
It is an offence to sell foods bearing an expired use by date and for anyone
other than the person originally responsible for applying the date mark to
change it.
It is an offence to change or alter the best before date other than the person
originally responsible for applying the date mark.
It is inadvisable to sell food past its best before date; however it is not illegal
but may cause legal action if the food item was found to contravene food
hygiene legislation.
Louise Holmes/Easenmyne Limited July 2013 76
Foods exempt from Food Labelling
Unprocessed fruit and vegetables
Wine and alcoholic drinks (+10% abv)
Soft drinks in 5 litre units or more to be sold to catering businesses
Flour, confectionary and bread
Vinegar, salt and sugar
Ice lollies and chewing gum
The UK Quick-Frozen Foodstuffs Regulations 2007
Applies to foods, which have undergone quick-freezing.
Food items must be labelled “Quick-Frozen”.
Food items must remain in their original packaging until purchased by the
ultimate consumer.
Must be maintained at a maximum temp of -18°C or below. Maximum
delivery temperature for QFF is -15°C
Temperature monitoring records must be maintained for a minimum of 1 year.
Food Label must include; maximum storage time, batch reference, „Do Not
Refreeze’ message, storage temperature requirement.
All new temperature monitoring instruments used in the transport,
warehousing and storage of QFF must comply with European standards
(EN12830, EN13485 and EN13486) from 1 January 2006.
Instruments installed before 1 January 2006 that complied with previous rules
can be used until 31 December 2009. All instruments must meet European
standards from 1 January 2010
4.5.1. Stock Rotation Procedure
Pull forward or lift up existing stock and place new stock behind or under old
stock.
Check all stock for integrity of packing, best before dates and quality.
Remove and segregate any stock that is not to the correct standards, is out of
date or has become damaged. Inform a member of the management or
supervisory team for further investigation.
Should the food item be unsuitable for human consumption, ensure that the
stock wastage record is completed, (See section 4.19 Stock Wastage Record
Sheet).
Louise Holmes/Easenmyne Limited July 2013 77
4.6. Use and Maintenance of Temperature Controlled Equipment
In order for temperature-controlled equipment such as chillers, freezers and delivery
vehicles to operate efficiently and hygienically they must be maintained and kept in
good repair on a regular basis.
The maintenance of such equipment includes, thorough cleaning, correct loading and
inspection of the temperature generating motor facility as per the manufacturers‟
guidelines.
4.6.1. Standards for the Use and Maintenance of Chillers
All Chillers must be of commercial standard and be able to operate between
1°C and 8°C.
They must be made and constructed of impervious, non-corrosive, easily
cleanable materials.
They must be large enough for the holding of chilled goods at maximum
capacity, whilst still ensuring adequate airflow around the products.
They should be well lit and have shelving that facilitates thorough sweeping
and cleaning.
Door seals must be checked on a regular basis for perishing and replaced as
necessary.
Plastic screens should be fitted in the door recess to assist in the maintaining
of temperatures when the door is opened.
The door should only be opened when entering or exiting the chiller.
An automatic defrost facility must be maintained and be working efficiently to
prevent ice build up on the evaporator coil.
Regular cleaning of the unit must take place (See section 4.11 Cleaning)
Chiller should be maintained as per the manufacturers‟ instructions or
whenever the equipment ceases to operate efficiently, by the manufacturer or a
reputable contracted engineer, with the relevant documentation completed and
retained for an indefinite period of time.
4.6.2. Operational Procedures for the Use and Maintenance of
Chillers
Chillers must operate between 1°C and 8°C.
Chillers with areas operating at temperatures below 0°C need to be monitored
carefully; there is the possibility of deterioration of the quality of products due
to large ice crystals forming within the food; these break down the cell
structure and causes loss of liquid from the food item.
Good airflow must be maintained around food products being stored within
the chiller.
Where possible exterior packaging i.e. boxes and cling film should be
removed at storage stage.
Louise Holmes/Easenmyne Limited July 2013 78
Doors must be kept closed at all times.
Products must be stored in accordance with the chiller plan.
Good housekeeping must be practiced within the chiller i.e. empty boxes and
discarded packaging removed and disposed of.
Cleaning of the chiller must be conducted as indicated on the cleaning
schedule. (See Cleaning in Section 4.11)
Where deep cleaning takes place, all goods must be removed and stored in
another chiller until correct operating temperature is restored in the original
chiller.
4.6.3. Standards for the Use and Maintenance of Freezers
All Freezers must be of commercial standard and be able to operate at
-18°C or below.
They must be made and constructed of impervious, non-corrosive, easily
cleanable materials.
They must be large enough for the holding of frozen goods at maximum
capacity, whilst still ensuring adequate airflow around the products.
They should be well lit and have shelving that facilitates thorough sweeping
and cleaning.
Door seals must be checked on a regular basis for perishing and replaced as
necessary.
Plastic screens should be fitted in the door recess to assist in the maintaining
of temperatures when the door is opened.
The door should only be opened when entering or exiting the freezer.
An automatic defrost facility must be maintained and be working efficiently to
prevent ice build-up on the evaporator coil.
Regular cleaning of the unit must take place (See section 4.11 Cleaning)
Freezers should be maintained as per the manufacturers‟ instructions or
whenever the equipment ceases to operate efficiently, by the manufacturer or a
reputable contracted engineer, with the relevant documentation completed and
retained for an indefinite period of time.
Ice build-up on the floors and walls must not be allowed to accumulate.
4.6.4. Operational Procedures for the Use and Maintenance of
Freezers
Freezers must operate at a minimum temperature of -18°C.
Good airflow must be maintained around food products being stored within
the chiller.
Where possible exterior packaging i.e. boxes and cling film should be
removed at storage stage to prevent the insulating effect.
Doors must be kept closed at all times.
Products must be stored in accordance with the Freezer plan.
Louise Holmes/Easenmyne Limited July 2013 79
Good housekeeping must be practiced within the Freezer i.e. empty boxes and
discarded packaging removed and disposed of.
Cleaning of the Freezer must be conducted as indicated on the cleaning
schedule. (See Cleaning in Section 4.11)
All frozen food must remain in its protective packaging to prevent freezer burn
and contamination of the product.
4.6.5. Standards for the Use and Maintenance of Temperature
Controlled Vehicles
Storage areas must be insulated to ensure temperatures of food in transit are
maintained at maximum 8°C, to prevent the temperature of customers‟ orders
exceeding 8°C for chilled goods and -12°C for frozen (-15°C for Quick Frozen
Food).
Temperature thermometers must be fitted to all vehicles and must comply with European standards (EN12830, EN13485 and EN13486) from January 1
st
2010.
Hot food items are not to be transported in temperature controlled vehicles,
where the operating temperature of the vehicle is at 8°C or below.
Refrigeration unit should be switched off when doors are open to prevent ice
build-up on cooling units.
Vehicles must be maintained in a clean and hygienic manner. (See Vehicle
Cleaning and Maintenance in 4.12 and Vehicle Cleaning records in Record
Forms Masters in Part 5).
All spillages must be cleaned up immediately
4.6.6. Operational Procedures for the Use and Maintenance of
Temperature Controlled Vehicles
Loading should be carried out quickly to ensure temperatures do not rise
excessively.
Heavy goods are to be placed on the bottom.
In case of vehicle breakdown, follow emergency procedures in section 4.24
Emergency Procedures.
Further information regarding the loading procedures can be found in section
4.9 Loading Procedures.
4.6.7. Emergency Procedures Should Temperature Controlled
Equipment Fail
Please see section 4.24 Emergency Procedures.
Louise Holmes/Easenmyne Limited July 2013 80
4.7. Temperature Control and Monitoring Standards and
Procedures
Food begins to decompose as soon as it is taken from the plant, the ground or from the
animal. The rate of decomposition is related to how quickly spoilage bacteria can
grow and multiply. Sensory and visual signs, such as, smell, texture, taste,
discolouration etc, can identify spoilage bacteria. Temperature control can be used as
a method of slowing down the multiplication of bacteria and therefore prolong the life
of the food.
More importantly, temperature can be used to control the rate at which pathogens or
harmful bacteria multiply. The majority of pathogens prefer to multiply in the danger
zone. The danger zone is the temperature between 8°C and 63°C. By allowing high
risk and perishable food items to be stored within these temperatures will certainly
cause the food to become contaminated with pathogenic bacteria, which if consumed,
may cause food poisoning. By keeping such foods below 8°C or above 63°C (for hot
holding – having obtained a core temperature of 75°C for 2 minutes) ensures the food
is safe for the agreed time limit.
For the purpose of Quality and Food Safety in the distribution and wholesale food
business, we are required to keep our high risk and perishable foods below 8°C, and if
the food item is frozen, it should be stored below -18°C. (Law states that the required
temperature for chilled food is a maximum of 8°C).
These temperatures are supported by the following legislation:
EC Regulation 852/20041
Food Hygiene (General provisions) (Jersey) Order 1967
The Food Hygiene Regulations 2006 (as amended)
In order to supply evidence to support “due diligence”, records of all of our
temperature practices as part of our operation; need to be collated on a daily basis,
these include delivery and receipt checks and daily temperature checks for chilled and
frozen stored goods. (See section 4.7.3 Daily Monitoring of temperatures).
4.7.1. Standards for Temperature Control and Monitoring
There are two categories of temperature measurement that are applicable in every
food business:
The measurement of the temperature of the food itself.
The measurement of the air temperature where the food is stored.
Temperature monitoring is conducted by using either automatic temperature
monitoring devices (including Infrared types), or by using a probe thermometer.
Louise Holmes/Easenmyne Limited July 2013 81
a) Probe Thermometers
Must provide an indication whenever the battery needs replacing.
Must be equipped with a food quality stainless steel probe, long enough to
measure the centre temperatures of food.
Must be cleaned with a sanitised wipe before every use.
Probe needs to be strong enough to penetrate dense materials
Use separate thermometers for raw and high-risk foods (if applicable).
Must be calibrated on a regular basis. (See below)
4.7.2. Calibration of Probe Procedures
It is necessary as part of your “due diligence” and quality assurance procedures to
check that your probe is working correctly. There are two temperature-testing
requirements: one for the registering of cold temperatures and one for hot. It is a
requirement that the probe is calibrated twice a week and that these temperatures are
recorded
a) Cold temperature test – Place the temperature measuring part of the probe
into a beaker of crushed ice or ice and a small amount of water. Wait for the
temperature reading to fall and become steady. Record the temperature reading on the
Calibration of Probe record sheet. The temperature reading should be between -2°C
and +2°C.
b) Hot temperature test – Place the measuring part of the probe into a boiling
kettle of water. Wait for temperature to become steady. Record the temperature
reading on the Calibration of probe record sheet. The temperature reading should be
between 98°C and 102°C.
4.7.3. Daily Monitoring of Temperatures
The following procedures in our daily activities require constant temperature
monitoring and recording of such temperatures.
All chilled and frozen food delivered and received into A.E.Surcouf & Sons
Ltd.
All fresh meat received from the Butchery as part of a delivery to a customer.
All chillers and freezers – Automatically monitored by Woodley system
All deliveries to the customer.
Vehicle operating temperatures
Louise Holmes/Easenmyne Limited July 2013 82
4.7.4. Standards for Measuring Storage Temperatures
(Chillers and Freezers)
Temperatures need to be checked three times a day – e.g. 6.45am, 11am, and
3.30pm.
Areas for temperature monitoring – Air temperature via the probe, between
pack, unit display. (See temperature monitoring records sheet at the rear of this
section and in Part 5 Record Forms Masters)
Where possible, the air temperature reading needs to be taken at the same
place each time.
4.7.5. Procedure for Monitoring Storage Temperatures
(Chillers and Freezers)
Ensure the probe is thoroughly disinfected and switched on
Enter the temperature controlled unit
Close door
4.7.6. Air Temperature
Place probe in an area of the unit where there is sufficient airflow.
Wait for temperature to stabilise, read temperature and record.
4.7.7. Unit Display
Obtain unit display reading from the unit and record.
4.7.8. Between Pack
Place probe between two packs of goods. Take care not to pierce the outer
packaging.
Wait for temperature to stabilise and record temperature.
4.7.9. Destructive – If advised to do so
Place probe into the centre of a food item, either having removed the
packaging or piercing the packaging with the probe.
Wait for temperature to stabilise, read temperature and record.
Ensure the food item is removed and disposed of after destructive temperature
monitoring.
4.7.10. Exiting the unit
Exit the temperature controlled unit, ensuring that the door is closed.
Ensure that all records are completed and signed off at the end of the day.
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4.7.11. Emergency Procedures on Temperature Control
Failure
Please see Emergency Procedures in Section 4.24
Louise Holmes/Easenmyne Limited July 2013 84
4.8. Picking the Goods for Loading & Delivery
Incorrect picking order of consumable goods may cause the food items to remain at
ambient temperatures for too long. Allowing chilled and frozen food items to be kept
for a period of time at room temperature, may cause the food item (if it is frozen) to
start to defrost and subject the goods to warm temperatures and sun light; which in
turn may encourage pathogenic bacteria to multiply and hence, cause a consumer to
suffer with food poisoning.
It is imperative to the quality and food safety of all of our products, especially chilled
and frozen goods that they remain at ambient temperatures for as little time as
possible.
4.8.1. Standards and Procedures for Picking the Goods from
Storage
All food items need to be picked in the correct order:
Frozen
Chilled
Doors to freezers and chillers need to be kept closed whilst picking the goods.
Personal protective clothing should be worn whilst in the temperature-
controlled unit.
Pick the goods against the printed list provided by the main office for the
day‟s delivery.
Trolleys should be utilized to transport the goods from the picking stage to
loading the temperature-controlled vehicle.
Examine best before dates/use by dates, quality of food item and packaging to
ensure suitability of goods for delivery.
Pack the goods immediately into the temperature-controlled vehicle. (See
section 4.9 Loading the vehicle)
Ensure that all paperwork is completed including noting the temperature of
goods and vehicle prior to delivery.
If you are unsure about the quality of any goods, inform a member of the
management or supervisory team for further inspection.
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4.9. Vehicle Loading
There is a risk factor involved with the loading of goods into delivery vehicles and the
way in which goods are stacked in the storage compartments of the vans.
Food may become contaminated in transit by cross-contamination from raw to high
risk and the added possibility of physical and chemical contamination. These risks
become more prominent should products be placed incorrectly into the van at the
loading stage of the process. The quality of the products may also be compromised
through breakages, food being compacted under heavier items and general lack of
care and attention during the loading stage.
4.9.1. Vehicle Loading Procedures and Standards
Loading of vehicles must be carried out quickly to ensure that temperatures of
the food products and of the vehicle storage areas do not rise excessively.
Food items must be kept at ambient temperatures for as little time as possible.
(Please also see Picking Goods for Loading & Delivery in Section 4.8)
Heavier items must be placed on the bottom of the vehicle storage area to
prevent crushing of more delicate food items in transit.
All raw meat must be placed in a plastic covered container for the journey
between the unit and the customer.
Food items, which may break in transit, are not to be transported with meat
items.
All goods are to be checked again for correct date markings and quality during
the loading process.
Delivery paperwork must be completed correctly.
Refrigeration unit should be switched off when doors are open to prevent ice
build-up on cooling units.
Ensure that you are clean and presentable (including clean hands) before
leaving to make the delivery.
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4.10. Delivery of Goods to Customers
It is imperative to the quality and safety of goods that they are delivered to our
customers in a professional and hygienic manner. Failure to deliver products in the
correct way may cause the company to lose customers, face prosecution for the
delivery of unsound food and ensure our positive reputation is discredited through
adverse publicity and word of mouth.
There are many areas within the delivery of goods process where things may go
wrong. For example: Delivery temperature may exceed that which is required by
law, delivery vehicles may breakdown and that food may not fulfil the expectations of
customers in such ways that it may not be of the nature, substance and quality
demanded by the purchaser.
Specific responsibilities for delivery personnel can be found in the employee
handbook.
4.10.1. Standards and Procedures for delivery of goods to
customers
Ensure that the driver is of smart hygienic appearance.
Delivery of goods must be made without taking any unnecessary detour en
route.
Should an EHO wish to inspect the goods in transit, ensure that the EHO
Goods in transit record sheet is completed (See section 4.20 and Part 5 Record
Forms Masters) and returned this to the office on your arrival.
Once at the delivery address, ensure that there is a person present to accept
deliveries.
Check the deliveries for quality, intact packaging, contamination and
temperature. Should goods not be to the correct standard, ensure that they are
returned to A.E.Surcouf & Sons Ltd and that this is documented on the
delivery record sheet. Arrange for a credit note or replacement to be returned
to the customer.
Check deliveries against the customer order with the customer present.
Ensure that a signature is obtained before leaving the customer.
Ensure that a delivery temperature and time of delivery is written on the
delivery note.
Where requested, provide a delivery temperature of specific goods without
question.
Where goods are to be returned to A.E.Surcouf & Sons Ltd, ensure that they
are not left at ambient temperatures and are held in the temperature controlled
storage area of the vehicle.
Do not leave the doors of temperature-controlled vehicles open for long
periods of time.
Return to A.E.Surcouf & Sons Ltd immediately on completion of the delivery.
Louise Holmes/Easenmyne Limited July 2013 87
Where there is cash on delivery; please ensure that all monies are checked
before leaving the customer. All monies must be kept safe and handed in to a
member of the management team. (See procedures in the Employee Handbook
for more information).
Should anything have spilled in the temperature-controlled compartment of the
vehicle, ensure that it does not contaminate other food items for onward
delivery and clean up the spillage immediately.
In the case of breakdown (See Emergencies Procedures and standards in
Section 4.24).
Louise Holmes/Easenmyne Limited July 2013 88
4.11. Cleaning Procedures and Standards
It is a fundamental part of the operation of a food business that it is kept clean and in
good repair. Lack of cleaning may result in pest infestations, contamination of
foodstuffs, and impending prosecution from the local authorities and most certainly,
an unpleasant working environment for all of the employees.
As part of our quality and food safety commitment it is all of our responsibilities to
ensure that we operate our business in line with current legislation and that all areas
are kept clean and hygienic and in a manner which will ensure food safety.
There are many different cleaning chemicals that may be used for cleaning purposes
and each separate cleaning task, will require a different chemical to ensure that it is
conducted correctly. It is also of great importance to understand the Health and
Safety implications attached to each task and the use of the associated chemical.
Within the quality and safety systems we have chemical data sheets for each of the
chemicals used at A.E.Surcouf & Sons Ltd to ensure that all staff understands the
emergency procedures. Furthermore, these data sheets hi-light the environmental
issues and corrective action should there be a need to dispose of large quantities of
chemicals at any one time. Where chemical spillages and contamination may
compromise the safety of the food products, details of emergency procedures can be
found in the Emergency Procedures Section 4.24 of this manual. Advice from local
authorities and suppliers may be sought, should an event of this nature occur.
4.11.1. Principles of Cleaning
Effective cleaning usually requires three elements: heat, chemical detergents and
physical energy (elbow grease). All of these need to be properly controlled to have
the correct effect. For example: chemicals must be used at the correct strength, water
at the right temperature and changed frequently.
It is correct to say that it would not be possible for a large walk in freezer unit to
undergo a chemical and water based cleaning regime on a weekly basis, due to the
very nature of the equipment and the health and safety implications involved in the
task. However, it is realistic to ensure that a freezer unit is swept out on a weekly
basis (at least), has good housekeeping principals applied to the unit at all times (see
Use and Maintenance of temperature Controlled Equipment in section 4.6), and is
deep cleaned on a regular basis.
Where surfaces to be cleaned are concerned, it is a requirement of the UK and EC
Food Safety legislation that internal surfaces of the structure and equipment are
capable of being cleaned on a regular basis. This requirement underlines the necessity
that all surfaces are non-porous, made of a suitable material which ensures effective
cleaning and that the siting of equipment such a shelving provides access for cleaning
to be carried out. Therefore, it is necessary to clean under equipment, not just the
surfaces that are easily accessible.
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4.11.2. Standards for Cleaning Activities
Sweeping – Must be thorough, using a clean broom, ensuring that debris is discarded
into waste bins. Care must be taken to sweep under static shelving and where
possible shelving and equipment should be moved to provide access.
Floor Cleaning – Must be conducted using a clean dedicated mop and bucket, (to
prevent contamination there must be separate mops and buckets for staff kitchen, the
shed area and the toilet areas), degreaser mixed with very hot water. Change water
where necessary and ensure the wet floor/slippery surface sign is visible.
Surfaces – Use a food grade multipurpose surface cleaner, very hot water and a clean
cloth. Water must be changed regularly.
Kitchen Area – All areas of the kitchen must be kept clean. Follow the guidelines for
sweeping, floor cleaning and surfaces. Use separate cleaning equipment for the
kitchen areas.
Toilets – Must be cleaned using an antibacterial toilet cleaner. All surface areas
including cistern and flush handle must be cleaned using a sanitizer or detergent and
sterilizer. Separate toilet brushes, mops and cloths must be supplied and used for the
sole purpose of the toilet areas. Floors must be cleaned as detailed above.
Containers – Containers used for the segregation of foodstuffs in transit must be
washed and disinfected as per the cleaning schedule and whenever there is a risk of
contamination of other foodstuffs.
Vehicles – These must be cleaned inside and out as detailed on the vehicle cleaning
and maintenance schedule in Part 5 and also exact procedures can be found in section
4.12 Vehicle maintenance and cleaning.
Should vehicles be subjected to food items breaking or spillages, then these must be
cleaned up immediately to prevent the risk of contamination.
Trolleys – There must be cleaned using very hot water and a multipurpose cleaner.
Where heavy soiling has occurred, then a detergent and disinfectant solution must be
used.
Hands – These must be cleaned regularly throughout the day using hot and cold
running water and an antibacterial soap. Hands must be dried using a hygienic method
i.e. clean hand towel, paper towels or hot air blower. Specific guidelines on the
frequency of washing hands can be found in the employee handbook.
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Temperature Controlled Equipment – These must be swept out at least weekly and
good housekeeping must be maintained on a daily basis. For chillers, the wall
surfaces, floor and ceilings must be washed and disinfected on a weekly basis. Deep
cleaning of all temperature-controlled equipment must be conducted on a regular
basis.
Temperature Controlled Equipment Handles and Door Seals – These are often
forgotten. Therefore these must be cleaned as part of the equipment as detailed on the
cleaning schedule. The use of a detergent & disinfectant or sanitizer is most effective.
Check for serviceability at the same time as cleaning.
4.11.3. Chemical Safety – COSHH (The Control of
Substances Hazardous to Health)
Chemical safety is a very important part of the cleaning process. It is imperative for
the safety of employees and the wholesomeness of our products that we follow some
simple rules.
Only the correct chemical is used for the task in hand.
You read and understand the warning signs on the chemical containers.
You read and understand the dilution, usage, first aid procedures and disposal
procedures. These can be found on the containers or on the chemical data
sheets in the main office.
You never decant the chemicals in to unmarked containers or bottles.
You never drink, sniff or mix the chemicals.
You wear suitable protective clothing provided when handling chemicals.
All chemicals are stored safety in a lockable cupboard or room.
Seek advice if you are unsure about anything.
More information regarding the chemicals that we use and store as part of our
operation can be found on the chemical data sheets located in the main office, on the
containers themselves and in the employee handbook.
Should a chemical spill or the possibility of chemical contamination occur to a food
item, please refer to the Emergency Procedures section 4.24
4.11.4. Procedures for Cleaning - The Cleaning Schedule
A thorough documented cleaning schedule for the unit is provided to ensure that all
areas are maintained in a hygienic manner and that grime and debris is not allowed to
build up. It is the responsibility as part of everyone‟s job descriptions to ensure that
tasks indicated on the cleaning schedule are completed effectively and at the correct
time and day. Safety procedures as detailed on the cleaning schedule must be adhered
to at all times. (A copy of the current cleaning schedule can be found at the back of
this cleaning section and in Part 5 Record Forms Masters.Holchem cleaning training
cards can also be found in this section. These are designed to assist in ensuring that
operatives carrying out cleaning tasks do so in a safe and hygienic manner and that
tasks are completed in a specific way.)
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As part of our commitment to quality and food safety, the cleaning schedule will be
reviewed and changed where necessary to ensure it‟s effectiveness and that it remains
current and in line with the nature of our operation. All changes will be communicated
to all staff.
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4.12. Vehicle Cleaning and Maintenance
It is company policy and a legislative requirement that vehicles are kept clean and
maintained in good repair and condition in order to protect foodstuffs from the risk of
contamination and, if necessary, designed and constructed to allow adequate cleaning
and disinfection.
All of our vehicles that we use for the transportation of foodstuffs have been designed
for that purpose. However, allowing the vehicle to become in disrepair and
unhygienic will almost certainly cost the company in terms of customer confidence,
the contamination of food items and prosecution should it be found that A.E.Surcouf
& Sons Ltd were negligent in prevention of such contamination. Information relating
to the responsibilities for vehicle maintenance can be found in the Employees‟
Handbook.
A vehicle maintenance and cleaning schedule has been designed in order to ensure the
quality, safety of all food items and the serviceability of the vehicles we use for
deliveries. This schedule covers all areas of the vehicle maintenance including water,
tyre and oil checks and the thorough cleaning of the internal surfaces. The schedule
can be found in the last few pages of this section and in Part 5 Record Forms Masters.
4.12.1. Vehicle Cleaning Standards and Procedures
All internal surfaces must be swept out using a clean designated broom. Any
debris swept from the vehicle must be placed in the waste receptacle.
Using very hot water, detergent and then a food grade disinfectant, the internal
surfaces must be washed, paying particular attention to ceiling areas, walls and
any crevices.
Door seals must be checked for corrosion.
Vehicle handles must be washed and disinfected as part of the vehicle-
cleaning schedule.
To maintain a constant check of the hygiene and cleanliness levels of the
temperature controlled compartment, continuous monitoring of the vehicles is
necessary. Corrective action through cleaning may be required in addition to
the cleaning tasks identified on the schedule.
External surfaces of the vehicles must also be cleaned using a power washer at
least once a week and whenever the vehicle is in need.
All areas should be left to air dry.
Water, tyres and oil checks must be conducted on a weekly basis, to ensure the
vehicles mechanical mechanisms are working correctly.
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4.13. Pest Control
Pest control is a vital part of any food businesses hygiene programme. Pests and
insects such as flies, mice, cockroaches, rats and birds carry many organisms which
could lead to illness, should the consumer eat food which has become contaminated
by them. There is also the inevitable prosecution should a food premises not control,
monitor and implement corrective action, should there be an infestation.
Proprietors, Directors and those persons responsible for managing a food business
have a legal duty under The UK Prevention of Damage by Pests Act 1949, the (EC)
Regulation No. 852/2004 on the hygiene of foodstuffs and The Food Hygiene
(England) Regulations 2006 (as amended), and the Food Hygiene (General
Provisions) (Jersey) Order 1967 to keep the premises free from infestation. Local
Authorities have the power to close food premises that are infested by rodents or
insect pests, and currently fines for having for sale or possessing pest damaged or
contaminated foods can be unlimited. In addition, all chemicals used in the control of
pest infestations must comply with the requirements of the UK COSHH Regulations
2002, the UK Control of Pesticides Regulations 1986 and the UK Food and
Environment Protection Act 1985.
Did You Know?
One fly may carry up to two million bacteria, which it may transfer from
waste, animal excrement and contaminated food to wholesome food.
One mouse sheds an average of 70 to 80 droppings per day and is said to be
incontinent because it urinates frequently due to a very weak bladder.
Cockroaches carry an array of disease organisms in their gut, feet and on their
bodies. Eggs carried in their backs can be spread around the food unit and
transferred to homes and other premises should the sole of a shoe squash them.
Weils disease is fatal to humans and is contracted through rats urine.
Most foreign body complaints in the food industry are related to pest
infestations.
4.13.1. Pest Prevention Standards and Procedures
Premises must be kept clean and in good repair.
Food must only be consumed in staff dining areas.
All food must be kept in an enclosed container and packaging must not be torn
or broken.
All areas of the unit (including external areas and vehicles) are to be
thoroughly cleaned on a regular basis. (See cleaning schedule in section 4.11).
Fixtures and fitting must be above the ground to facilitate effective cleaning.
Spillages must be cleaned up immediately.
Effective stock rotation regime must be adhered to for all dried goods and
temperature controlled goods.
All deliveries must be check for pests and pest infestations.
All waste receptacles must have their lids closed when not in use.
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All waste and refuse must be disposed of on a regular basis.
Vegetation on the external part of the premises must be eliminated or kept in
such a state that it does not harbour pests.
All opening windows on external walls must be screened with 5mm mesh.
Doors into the premises must be pest proofed i.e. plastic screened.
All staff must be trained in the procedures of what to do should they suspect a
pest infestation or actual sighting of pests.
All pest sightings must be recorded on the Pest Record Form. (A copy can be
found in the final part of this section and in Part 5)
Pipe work leading from internal to external areas must be correctly maintained
and gaps between pipes and wall surfaces must not be allowed.
Roof and ceiling areas must be designed to allow inspection and pest control.
Gullies and drainage systems must be protected against pests and rodents.
All food storage areas must have adequate lighting and ventilation.
Areas directly adjacent to the entry/exit points of the premises should be
constructed of concrete.
4.13.2. Record Keeping
Sightings of pests must be recorded on the relevant pest recording paperwork
(an example can be found in the final section of this chapter), and investigated
by the management of the food business.
Official visits by the nominated pest control company must be recorded and
action points communicated and implemented immediately.
All bait boxes left by must be numbered and positions of the boxes indicated
on the unit plan, which is retained with the record file.
Corrective action on the event of a pest infestation must be recorded and
reviewed on a regular basis.
Enhanced cleaning and staff training in the event of a pest infestation must be
recorded and reviewed on a regular basis.
Results following pest control visits by must be recorded with noted
improvements regarding the reported pest infestations.
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4.14. Design and Construction of the Premises
The Food Hygiene (General Provisions) (Jersey) Order 1967, together with the EC
Regulation No. 852/2004 on the hygiene of foodstuffs and The Food Hygiene
(England) Regulations 2006 (as amended) has specific requirements relating to the
design and construction of food premises. These requirements were introduced
because inadequate provisions regarding the design, layout, materials used for
construction of external and internal surfaces etc. could have a negative impact on the
standards of hygiene performed within the unit.
Here at A.E.Surcouf & Sons Ltd, we believe in maintaining the premises, both
structurally, cosmetically and through provision of hygienic systems, which ensures
food safety, productivity and quality in all of our operations.
4.14.1. Design and Construction Standards
Premises and Equipment – The premises are constructed and designed to be suitable
for the functions carried out within them. The design enables the maintenance of high
standards of hygiene and the prevention of product contamination.
a) Fabrication – External
The premises must be located in an area that is free from contamination from
adjacent activities, is easily accessible for the provisions of services needed,
free from the risk of flooding and free from pest infestations.
The premises must be of sound construction and maintained in a good state of
repair with the condition of the buildings receiving regular reviews as an
effective part of the company‟s maintenance programme. Repairs will be
conducted as necessary.
The yard areas must have adequate effective drainage, be free from vegetation
and weeds.
The perimeter of the unit must be fenced or be marked by boundaries.
b) Fabrications – Internal
Walls – The surface of the walls must be constructed of a suitable material
that is impermeable, is durable and easily cleanable.
Doors – The doors must be constructed of a non-deteriorating material and
shall be close fitting. Doors that open directly to the outside should be
adequately screened to prevent the entry of pests.
Windows – Windowsills within food rooms must be designed to minimise the
build-up of dirt and debris. All windows that have an opening facility within a
food room must be screened with 5mm mesh. All glass within a food room or
leading to a food room must be made of toughened glass to prevent breakage.
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Ceilings – These must be designed to prevent the accumulation of dirt, debris
and condensation. The surface must be smooth, easily cleaned and kept in
good repair. Where false ceilings are fitted, these must be designed to
accommodate pest control procedures.
Floors – These must be constructed of materials suitable of wear and tear.
The surface must be made from impervious material, be smooth, free from
cracks and be easily cleaned. The condition of all floors must be reviewed on
a regular basis, with appropriate maintenance conducted as necessary.
Lighting – Adequate lighting must be provided in all work areas (minimum
350 Lux per square meter). All light fittings must be covered with
shatterproof coverings. The coverings must be kept clean and free from dirt
and debris.
Services – Pipe work, ventilation points and other auxiliary structures must be
sited and constructed so that they can be easily cleaned.
Effluent and Waste Disposal – These must be efficient and maintained at all
times. All effluent lines including sewerage system must be constructed to
carry peak loads and shall be constructed as to not contaminate water supplies.
Refuse Collections – Refuse must be stored in suitable receptacles until
collection. Regular adequate collections must be made.
Equipment – All equipment including cold stores must be designed,
maintained and repaired in accordance with the manufacturer‟s instructions to
facilitate hygiene control and to prevent contamination of products. (See use
of temperature controlled equipment in section 4.7). All equipment must be
included on a maintenance schedule. Records of maintenance carried out must
be kept including faults located and actions plus the appropriate remedy to
correct them. The design of equipment must facilitate cleaning and equipment
must be detailed on the cleaning schedule. Where appropriate, equipment
must be calibrated (see use of Temperature controlled equipment in section
4.6)
Toilet, Washroom and Hand wash Sinks – These must not lead directly onto
a food room. There must be adequate number of toilets (both male and
female) in relation to the amount of employees employed at the premises.
Toilets and cloakroom facilities must be constructed of waterproof, washable
materials and be maintained in a clean condition. Hot and cold running water
or premixed water must be supplied. Antibacterial soap must be supplied and
replaced as necessary. Appropriate hand drying facilities must be provided
and maintained as necessary. Relevant hand washing notices must be
displayed in prominent positions.
Changing Facilities – Where outdoor clothing is to be stored, lockers should
be provided for this purpose. Lockers must be located away from high-risk
foods and in an area that will not cause contamination of food products.
Where possible, lockers should be located in staff facilities.
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4.15. Maintenance of Premises and Equipment
Maintenance of equipment, building structure both internal and external has the
capacity of contaminating foodstuffs. Extra provisions must be made by the
management and Directors of a food business to ensure that food does not become
contaminated through routine and emergency maintenance work(s).
4.15.1. Maintenance Standards and Procedures
All engineers or contractors employed for the purpose of conducting
maintenance work on or in the premises or equipment must read and sign that
they have understood the Company‟s food safety procedures (See Engineer
and Contractors safety Guidance form at the rear of this section and in Part 5).
Where possible, all maintenance work(s) must be conducted when the business
in not in operation. For example, after 3pm, or at weekends.
Where temperature controlled equipment is to be worked upon, food items
must be removed and stored in another temperature-controlled piece of
equipment when the temperature-controlled equipment is to be disconnected
from the power supply. (See Use and Maintenance of Temperature-Controlled
Equipment in Section 4.6)
All food items in the area where maintenance is being carried out must be
covered with a polythene sheet to prevent physical contamination.
Only authorized and fully qualified engineers must carry out work(s) within
the unit.
All temperature-controlled equipment must be allowed to reach the correct
operational working temperature before temperature controlled food items are
placed within the unit.
A competent member of the management team before the engineer must check
all work(s) carried out or contractor leaves the premises.
The contractor or engineer plus a member of the management of the Company
must sign for all work.
4.15.2. Record Keeping
A record of the engineers or contractors declaration to the company‟s
procedures relating to food safety must be retained on the premises. (A copy
of this can be found at the rear of this section and in Part 5)
A maintenance record must be attached to the original maintenance
request/confirmation form, and be retained on the premises for a minimum of
1 year. (See part 5 and page overleaf in this section)
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4.16. Food Complaints
Food complaints tend to be few and far between. However, as part of our quality and
food safety systems, it is important that a set procedure is followed should the
complaint manifest into a more severe occurrence.
Records of all actions performed must be recorded as part of our due diligence
defence and these records must be retained for a minimum of 2 years. It is always
advisable to monitor the number of complaints against the food items being
complained about. It could be a problem on behalf of a supplier or a breakdown of
our operational procedures that is causing the inconsistencies. A review of all of the
company‟s procedures and systems is vital to ensure that events such as these do not
occur on a regular basis. These reviews with the results must be documented and
communicated to all staff.
4.16.1. Customer Complaints Standards and Procedures
Thank the complainant for bringing this matter to your attention.
Complete the Food Complaint record form. (A copy can be found at the rear of
this section and in Part 5).
Do not admit liability.
Arrange for product up lift as soon as possible.
Ensure that the complainant keeps the food item well covered, labelled “not
for human consumption” and preferably in a cool area.
Check other products in storage, and if found to be in a similar state as the
complainants product, remove, segregate and label accordingly.
Uplift product and issue credit note (if applicable).
Examine product once back at the unit.
If the product is faulty or contaminated, check on the computer system for
recent deliveries and arrange product up lift.
Contact original supplier and discuss the complaint.
If applicable, arrange for the product to be returned to the supplier.
Supplier should contact the complainant and A.E.Surcouf & Sons Ltd with
explanation, investigation results and apology.
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4.17. Allegation of Food Poisoning
All allegations of food poisoning must be taken extremely seriously, no matter how
unlikely the allegation seems. As a wholesale business, we are the “middle man” in
the food chain. Should the allegation be proven to be genuine, the cause and source
of the food poisoning organisms will have to be ascertained through analysis of the
food products consumed.
It is not unrealistic to say that the source and cause of the bacteria may put the
supplier as the source, A.E.Surcouf & Sons Ltd or the catering establishment, at
which the ultimate consumer has dined. To ensure that we have a satisfactory due
diligence defence, all records and the standards below must be adhered to.
4.17.1. Allegation of Food Poisoning Standards and
Procedures
Complete the Allegation of Food Poisoning record form. (A copy can be found
at the rear of this section and in Part 5).
Do not admit liability.
Thank the complainant for reporting the matter and ensure them that an
investigation is to be carried out.
Should the complainant allege that a number of customers have reported
symptoms; professional advice from the local EHO department must be
sought.
If applicable to do so, ensure that a product recall notice is communicated to
all staff.
Where possible, arrange for remaining products to be uplifted.
Check recent deliveries of the same product to other customers and uplift as
appropriate.
Freeze down products uplifted from the complainant/customer as evidence.
Isolate similar products within the units‟ storage and label accordingly.
Inform the supplier immediately.
Arrange for products to be tested for microbiological analysis. EHO will
advise and assist with this if they deem it necessary.
When results of analysis, doctors and EHO reports have been finalized, either
release the food items for sale if they are safe or discard any samples
previously frozen down as evidence.
Communicate findings and results to all staff.
Remove recall notice.
Communicate to complainant with results of findings if applicable to do so.
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4.18. Product Recall
Product recall events are few and far between. However, we must be prepared as part
of our quality and food safety systems to have set procedures to deal with an
occurrence of this nature.
Product recall happens because a complaint has been raised and for safety purposes it
is a requirement that all products are recalled whilst an investigation into the
complaint is being made. The nature of the product recall can be one of the following
reasons: Trade Withdrawal, Food Hazard Warning or an Emergency Control Order.
Very often, the recall is cancelled on completion of the investigation and satisfactory
results. The suppliers give notification of this.
4.18.1. Product Recall Standards and Procedures
Complete the company product recall form. (A copy is at the rear of this
section and in Part 5 of this manual).
Ensure a sign is posted in a visible area.
Communicate to all staff the details of the product recall.
Segregate all stock with the applicable batch number relating to the recall and
ensure that it is put in the appropriate holding area and that an “unsound Food”
Sign is displayed.
Ascertain from the computer system those customers who have recently
accepted deliveries of the products and ensure the batch numbers match.
Telephone those customers and explain the situation.
Ensure that customers segregate the products in their establishment and keep
as cool as possible.
Arrange for immediate product up lift.
Raise credit note or delivery of alternative product.
Uplift product and bring back to the unit.
Place the product in holding area (see above).
Arrange with supplier to have the product picked up.
Ensure that no further deliveries of the product are accepted into the unit.
Await further instructions from the suppliers.
Ensure communication on the progress of the recall to all staff.
Retain all records of communications and in-house procedures as part of the
due diligence defence system.
Suppliers will communicate with A.E.Surcouf & Sons Ltd once results of the
investigation have been finalized.
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4.19. Disposal of Unsound Food
It is a legal requirement that “no person shall sell for human consumption, offer,
expose or advertise for sale for human consumption, or have in his possession for the
purpose of such sale, any food rendered injurious to health”.
Therefore, procedures must be implemented to ensure all unsound food is disposed of
correctly. Failure to remove and discard unsound food may result in the food item to
be delivered to a customer and may ultimately cause the consumer of the foodstuffs to
become ill. If such an incident occurred, prosecution would be inevitable.
4.19.1. Procedures for the Disposal of Unsound Food
On becoming aware of the food item that may be unsound, segregate the food
item and contact a member of the management or supervisory team.
Once authorized by the management to do so, discard the food item into the
waste bin.
Complete the Stock Wastage Record Form.
Statistical analysis on a monthly basis if helpful to identify gaps in the stock
rotation procedures or operational standards. These should be reviewed and
amended where necessary to reduce the amount of stock wastage.
Communicate and re-train all staff where appropriate.
Where food items may be highly contaminated or pose an imminent risk of
injury to health, Environmental Health Officials should be asked for advice on
the correct disposal methods.
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4.20. Environmental Health Inspections
The local authority EHO (Environmental Health Officer) is responsible for enforcing
much of the legislation relating to food safety. Their primary concern is to ensure that
food consumed by the public is safe to eat, will not cause illness, is not contaminated
by foreign bodies and will not under any circumstances damage a persons health.
Under the Food Safety (Jersey) Law 1966 and the Food Hygiene (General Provisions)
(Jersey) Order 1967, the EHO have the right to “enter the premises at all reasonable
times, for the purpose of ascertaining whether there is or has been on, or in connection
with, the premises any contravention of the law”. (Under these laws, they also have
the right to inspect food that is in transit).
Environmental Health officers achieve their objectives through conducting a thorough
investigation of the food business, the procedures and standards. By implementing,
reviewing and correcting our own H.A.C.C.P. and Quality Management systems
within our company, ensures that we meet and exceed the required standards dictated
by EC Regulation No. 852/2004 on the hygiene of foodstuffs, The Food Hygiene
(England) Regulations 2006 (as amended), The Food Hygiene (General Provisions)
(Jersey) Order 1967 and all other subsequent legislation.
4.20.1. EHO Inspection Criteria
Most EHO inspections follow set criteria to determine whether the food business
complies with the relevant legislation. The criteria usually take the following format:
Inspection of the physical condition of the premises.
Assessment of the level of cleanliness of the premises including the
effectiveness of the cleaning schedule.
Assessment of the food processes carried out at the unit. i.e. Receipt, delivery,
Storage etc.
Assessment of the potential for contamination and cross contamination.
Staff training and the records of such training.
Staff facilities including toilets and washrooms.
Pest control and monitoring procedures.
H.A.C.C.P.
Supplier information and records.
Provision for emergency events.
Occasionally samples of food items may be removed for the purpose of
analytical evidence regarding the microorganisms contained within foodstuffs,
which are for sale.
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4.20.2. Corrective Action Post Inspection
The EHO will generally indicate areas for improvement at the close of the inspection.
These very often are not an official notice, but are recommendations and guidelines
on how the food business can progress their hygiene standards. Where more serious
issues have been identified, which contravene legislation, an improvement notice,
prohibition order or notice, or an emergency prohibition order may be placed on the
premises depending on the severity of the contravention.
Improvement notices do not close the business but the work(s) to be carried out must
be completed within a specific amount of time. Currently it is not less than fourteen
days of the date of the inspection. Should the work(s) not be carried out, a prohibition
order will be placed on the premises, equipment or the process that is at fault.
Prohibition Order and notices are placed on a business, a process or piece of
equipment etc. should they pose a risk of injury to health. The prohibition order
ceases to have effect when the EHO has evidence of corrective action carried out and
that he/she is satisfied of the effectiveness of the action. A certificate is placed on the
business, stating that there is no longer a risk of injury to health.
Where there is an imminent risk of injury to health, an emergency prohibition order is
placed on the proprietor of the business by the courts. This order ceases to have effect
when the applicable works have been carried out and an EHO is satisfied with their
effectiveness.
4.20.3. EHO Inspection Procedures and Standards
To ensure that any Inspections by the local environmental health are conducted
correctly and to company standards, it is important that the following is adhered to:
A nominated representative from the company‟s management or supervisory
team must accompany the EHO throughout the visit/inspection.
The EHO visit/vehicle in transit inspection record form must be completed. (A
copy can be found in the last section of this chapter and in Part 5 Record
Forms Masters).
On completion of the visit/inspection, detailed notes must be made on areas
for improvement and action to be taken.
A meeting between the Directors and Management of the business must take
place within 24 hours to discuss and determine the appropriate action to be
taken.
A documented action plan must be produced indicating the person responsible
for the corrective action and a time scale for completion. The person in charge
must verify this corrective action.
Louise Holmes/Easenmyne Limited July 2013 104
4.21. Internal Audit Procedures
As part of our commitment to Food Safety and Quality an internal auditing procedure
is necessary to evaluate our effectiveness in all areas of our business. Our Company
Audit has been designed to comply with CMi‟s accreditation criteria, although we are
not signatories to this, the Industry Guides to Good Hygiene Practice for Wholesale
and Distribution, EC Regulations. 852/2004 on the hygiene of foodstuffs, The Food
Hygiene (England) Regulations 2006 (as amended), the Food Safety (Jersey) Law
1966 and the Food Hygiene (General provisions) (Jersey) Order 1967. A copy of the
audit can be found at the rear of this section and in Part 5.
Areas that are covered by the audit include:
H.A.C.C.P.
Quality Management
Company Organisation and Quality Systems Review
Record Keeping
Company Audits
Product Traceability
Product Recall
Complaint Handling
Suppliers
Premises and Environment
Cleaning
Waste and Refuse
Pest Control
Transportation
Cross Contamination
Stock Rotation
Physical Contamination
Operational Control
Product Handling
Personnel
Training
Communications
4.21.1. Auditing Procedures and Standards
The audit is to be carried out by a member of the management or supervisory
team once every calendar month.
Each section is divided up into separate standards and questions. Answers to
each standard or question must be sought.
Each question or standard is to be awarded 2 marks for full compliance, 1
mark for partial compliance and zero marks for non-compliance.
Scores for awarded marks are to be written in the far right hand column.
It is advisable that notes are made regarding any areas that do not meet full
compliance. This will help in formatting the action plan.
Louise Holmes/Easenmyne Limited July 2013 105
Where a standard asks a question relating to the staff‟s knowledge in a
particular area, it is a requirement of the audit to seek evidence from members
of staff picked at random.
Where a standard asks if records are kept for a particular topic, then the
records should be sought and inspected for legitimacy.
The audit cannot be conducted effectively from an office; it is a requirement
that the auditor walks and inspects the effectiveness of the business from the
operational side.
On completion of the audit, tot up your score and transfer them into a
percentage.
Results of the audit are to be discussed firstly with the Directors and
Management of the business, and then with the members of staff.
The action plan identifying the person(s) responsible for improvements and a
time scale for completion must be drawn up following the audit to ensure that
continual progress is made. The action plan should be verified and signed off
by a Director when all of the action points have been completed. (An action
plan can be found at the rear of the audit document in this section and in Part
5)
Retention of audits carried out and the associated action plans is part of our
“due diligence defence” and quality monitoring systems.
It is recommended that an external auditor be employed on a quarterly basis to
carry out independent audits of the premises.
Louise Holmes/Easenmyne Limited July 2013 106
4.22. Personnel Procedures and Standards
Inadequate provision for the exclusion of carriers that may unknowingly contaminate
food with food poisoning organisms will compromise the safety of food and may
cause the ultimate consumer to suffer with food poisoning. It is because of this that
there is stringent legislation in place to ensure that all food handlers comply and
ensure safety through the food that they are handling.
The nature of the business here at A.E.Surcouf & Sons Ltd is not considered to be an
extremely high-risk operation; we do however handle and transport food that may be
deemed as high-risk, for example cooked lobsters. However, as part of our due
diligence defence, our mission and commitment to quality products and services and
our dedication to providing safe food to all of our customers; high regard to the
hygiene and welfare of our staff is of paramount importance.
4.22.1. Health Screening
It is company policy and part of our due diligence defence, that all employees
involved in the handling of consumable products are health screened:
Pre-employment
On returning from absence due to sickness
On returning from a holiday
Where it is necessary and subject to the cause of the employees‟ sickness or lack of
health, an experienced occupational health doctor may be contacted to verify the
suitability of the employees return to work. He/She, if they deem it necessary, may
take faecal specimens and/or nasal swabs for examination to determine the nature of
illness.
The current health screening questionnaires for pre-employment, sickness absence
and holidays can be found at the rear of this section and in Part 5.
a) Pre-employment
Prior to employment being offered or at the final interview stage, a
confidential pre-employment questionnaire must be completed to ensure
information is up to date and that the candidate causes no concern for the
safety of food items.
Pre-employment questionnaires must be retained in the employees‟ personnel
records file, once acceptance for employment has been agreed.
A competent person who can assess if any positive answers warrant further
investigation by a medical practitioner must review pre-employment
questionnaires.
Results of Pre-employment questionnaires must be kept strictly private and
confidential.
Louise Holmes/Easenmyne Limited July 2013 107
b) Post Sickness/Holiday
Post sickness and holiday health review questionnaires must be completed
before returning to work.
A competent person, who can determine whether the employee is fit enough to
carry out his/her duties and will not cause concern to the safety of foodstuffs,
must review the results of this questionnaire.
Should samples be required to be taken prior to return to work, employees
may continue to carry out very low risk tasks until confirmation from medical
authorities states that the person is fit. Increased personal hygiene procedures
must be displayed to ensure any viruses or food poisoning bacteria are not
transported to other members of staff.
Results of sickness/holiday questionnaires must be kept strictly private and
confidential and be retained on the employees‟ personnel record file.
4.22.2. Sickness Reporting
It is a legal requirement that all food handlers who knows or suspects that he or she is
suffering from, or is a carrier of, any disease that is likely to be transmitted through
food or has an infected wound, skin infection, skin condition, sores or diarrhoea, in
circumstances where they may directly or indirectly contaminate food with
pathogenic micro-organisms, must inform the proprietor of the food business. The
following are considered to be reportable diseases:
Confirmed or suspected cases of Salmonella, Campylobacter, Shigella,
Vibrioparahaemolyticus, Bacillus, Staphylococcus aureus and Clostridium
perfringens.
Confirmed or suspected cases if viral gastro-enteritis
Infections due to Entamoeba histolytica, Cryptosporidium parvum and
Giardia lamblia, or with worms.
Case or contact of typhoid or paratyphoid fever.
Infection with Verotoxin-producing Escherichia coli (E.coli Vtec)
Infection with hepatitis A
Diarrhoea and/or vomiting
Louise Holmes/Easenmyne Limited July 2013 108
4.22.3. Sickness Reporting Procedures
All employees must report any sickness to his/her manager or supervisor.
Should a food handler suffer any of the above diseases, medical advice should
be sought or contact made through the local EHO department.
Food handlers may only return to work if it can be proven that they no longer
pose a risk to health or to the safety of foodstuffs.
For general sickness such as a common cold or flu, the employee should
provide a medical certificate to the employer. Return to work is usual after the
employee no longer suffers with the illness.
Where an employee has diarrhoea and/or sickness, it is usual for the illness to
pass within a short period of time for example 48 hours. However, it is
advisable for employee who has suffered sickness and/or diarrhoea to exclude
themselves from food handling activities for a minimum of 72 hours after all
symptoms have ceased to exist. Where symptoms continue to be evident, then
medical intervention should be sort.
There is no guarantee that by an employee showing no signs of an illness that
they are clear of infection. Bacteria may still be passed through the faecal
route and may contaminate the food or other members of staff. If in doubt
faecal samples may be taken by a medical practitioner for confirmation that
the employee is fit for work.
Staff information regarding sickness reporting can be found in the employees‟
handbook.
4.22.4. First Aid Provisions
It is a requirement that:
Employees keep any open cut or abrasions on any exposed parts of his person
covered with a suitable waterproof dressing.
That suitable and sufficient bandages, dressings (including waterproof
dressings) and antiseptics for first aid treatments will be provided and
maintained.
As part of our operational procedures we have provided first aid facilities that include
blue waterproof dressings and bandages. Should an employee have the misfortune of
cutting him or herself, they are obliged to wear visible blue waterproof dressings. This
practice is part of our due diligence and control procedures to ensure that foodstuffs
do not become contaminated with either foreign bodies or microorganisms.
Employees, as part of their duties of employment are required to know the location of
their nearest first aid box and it is the responsibility of the supervisory and
management team to ensure that first aid supplies are available at all times.
Louise Holmes/Easenmyne Limited July 2013 109
4.22.5. Personal Hygiene Standards and Procedures
It is imperative to food safety and the professional conduct of our company that all
staff display and perform good personal hygiene practices. These include:
Washing their hands frequently. Especially after using the toilet, smoking,
eating and taking a break, touching their nose, face, hair and spots. Before and
after administering first aid. After cleaning and touching raw food items.
Not spitting or picking their nose
Covering all cuts and abrasions with a blue waterproof plaster.
Refrain from the use of tobacco or any other smoking mixture or snuff in any
food room.
Reporting all sickness.
Keeping himself/herself clean.
Wearing clean under and over clothing.
Further information regarding staff responsibilities towards personal hygiene can be
found in the employees‟ handbook.
Louise Holmes/Easenmyne Limited July 2013 110
4.23. Training
“The proprietor of a food business shall ensure that food handlers engaged in the food
business are supervised and instructed and/or trained in food hygiene matters
commensurate with their work activities”.
This legal requirement that places the responsibility on the proprietor, the company
and those persons in charge of the food business.
Definition of a food handler
“Any person in a food business who by his actions, or management, or decisions, or
advice, can directly influence the hygiene of any food handled by that business at any
stage”.
So from our Company‟s point of view, the food handling staff consists of:
Supervisors, Managers and Directors.
Warehouse, Store Persons and Delivery Personnel.
Any other staff that may at times come into contact with food stuffs, give
advice on storage, temperature control, product usage or deal with customer
enquiries and complaints relating to a food product i.e. Sales Staff and
Telesales.
4.23.1. Employee Training Requirements
Below is a list of training requirements that need to be carried out for each category of
staff.
A nominated employee should conduct induction training in-house on the first
day of a new member of staff‟s employment.
It is a requirement that on-job training and those topics, which are vital to an
employee‟s safety and the wholesomeness of the products that we provided, is
trained before the employee commences work.
The Foundation Certificate in Food Hygiene and the Intermediate Certificate
(or equivalent) course should be provided by a reputable external training
consultant or by a registered training centre, which is certificated by a leading
body, such as the RSPH or the CIEH. Many of the more technical topics such
as food preservation and microbiology will be covered on the aforementioned
courses.
The Company‟s commitment and statement of intent to Food Safety, Quality
and Health and Safety must be trained to all personnel as part of their initial
training.
Coaching to individual members of staff must be carried out to bring the
member of staff back to standard or to reiterate a previously learned point.
Louise Holmes/Easenmyne Limited July 2013 111
Thorough evaluation of the training process must be conducted to ensure the
effectiveness of previous training and to hi-light future training needs. These needs
must be documented in the format of an action plan with the future results resolved.
a) Induction
Induction training must be supplemented with practical demonstrations and the
employees‟ handbook.
Induction training must be conducted to all new employees before they
actively commence employment.
Induction training should cover:
o Familiarization Tour of the Premises
o Food Safety, Quality & Health and Safety Policies
o Personal Hygiene
o Contamination, preventative measures and corrective action
o H.A.C.C.P.
o Pest Control and Cleaning
o Quality Standards and Procedures
o Manual handling and COSHH
o Fire & Evacuation Procedures
o Company rules and regulations
o Sickness Reporting
o Roles and responsibilities
o Customer Care
o Contract of employment and its contents
o Company Organisation
o The working day and Payment procedure
o Holiday booking procedure
Louise Holmes/Easenmyne Limited July 2013 112
b) Supervisors, Managers and Directors
Legal obligations relating to the nature of the business
H.A.C.C.P.
Ensuring Quality Assurance through Standards and Procedures
Specific Temperature Control Monitoring, Corrective Action and Emergency
Procedures
Microbiology
Cross Contamination
Food Preservation
Pest Control, Preventative Measures and Corrective Action
Contactors and Engineers Control Relating to Food Safety and Quality
Employee personal hygiene & how to deal with non-compliance
Supervisors ONLY – Supervisory Techniques, One to One Training and
Coaching Skills
Specific Health and Safety i.e. Manual Handling & COSHH
Intermediate Certificate in Food Hygiene and Safety (to cover most of the
above).
c) Warehouse, Store Persons and Delivery Personnel
Basic Level Food Hygiene Certificate
Personal Hygiene
Temperature Control
Cross Contamination
Food Poisoning, Causes and Symptoms
Pest Control and Preventative Measures
H.A.C.C.P. and Quality Assurance Standards and procedures
Temperature Control, Monitoring and Corrective Action Procedures
Good Housekeeping and Cleaning for all areas
Specific Health & Safety i.e. COSHH and Manual Handing
Job Skills Training including Receipt of Goods & Picking Procedure and
Standards
Vehicle Hygiene & Cleaning
Preservation Techniques and Packaging
Stock Rotation and Food Labelling
Specific Role in Emergency Procedures
Food Handling Techniques
d) Other Staff
Emergency Procedures
Temperature Control
Job Skills Training
Basic Level Food Hygiene Certificate
Personal Hygiene
Louise Holmes/Easenmyne Limited July 2013 113
Food Poisoning, Causes and Symptoms
Pest Control and Preventative Measures
Basic H.A.C.C.P.
Quality Assurance systems in place and their particular Role in the System
Specific Health & Safety
4.23.2. Record Keeping and Training Renewals
All staff must receive an annual refresher food safety training session
Through the communication channels i.e. communications meetings, notice
boards etc: revisions and new legislations must be discussed with staff
members indicating the impact on the business and their roles within the
operation of the business.
Through the training evaluation process, staff must be coached back to the
required standard or additional training provided to ensure the safety of
products and staff and the maintaining of the quality systems in place.
All training must be signed for by the employee receiving the training, the
trainer and the date of training. All training records must be kept on the
employees‟ personnel record file.
For Due Diligence purposes, training is only an effective source of evidence if
there is written confirmation of the employee‟s knowledge. For example; a
test completed satisfactorily on the given subject or a demonstration with an
observers comments on the activity being evaluated. Without this evidence is
very difficult to prove due diligence.
All records must be retained for a minimum of 3 years where an employee
leaves employment with the Company or indefinitely whilst employed.
Louise Holmes/Easenmyne Limited July 2013 114
4.24. Emergency Procedures
It is vital to any food business to have emergency procedures in place in the unlikely
event of unforeseen malfunction occurring as a result of our operation.
It is our primary concern to prevent events such as; equipment breakdown, food
complaints, pest infestations and chemical spills, however, occurrences such as these
may manifest themselves in unpremeditated circumstances.
As part of our quality and food safety systems we have devised a series of set
emergency procedures that must be followed to ensure prevention of product
contamination, customer and consumer satisfaction and effective due diligence should
the need arise.
4.24.1. Temperature Controlled Equipment Failure
Arrange for corrective maintenance on the temperature-controlled equipment.
Communicate the events to all staff.
The door of the temperature-controlled equipment must be kept closed unless
entry and exit to and from the unit is required before and after food inspection.
Inspect the temperature of the food items stored within the temperature-
controlled unit.
Conduct between pack and core temperature monitoring procedures using a
sanitised probe. Products that have had core temperature monitoring
procedures performed upon them must be discarded after use.
If the temperature readings are outside the temperature requirements (See
temperature control monitoring standards and procedures in section 4.7).
Segregate food items, label accordingly and discard. Ensure stock wastage
record form is completed (See unsound food procedures in section 4.19).
If food items are well within the temperature requirements remove and store in
another temperature-controlled unit. If no other temperature-controlled unit is
available, keep door closed and monitor product temperature on a regular
basis. Record all temperatures.
All emergency procedures post event must be discussed with the Directors and
Management to ensure all possible action has been applied.
Louise Holmes/Easenmyne Limited July 2013 115
4.24.2. Food Complaint
Thank the complainant for bringing this matter to your attention.
Complete the Food Complaint record form. (A copy can be found at the rear of
section 4.16 and in Part 5).
Do not admit liability.
Arrange for product up lift as soon as possible.
Ensure that the complainant keeps the food item well covered, labelled “not
for human consumption” and preferably in a cool area.
Check other products in storage, and if found to be in a similar state as the
complainants product, remove, segregate and label accordingly.
Up lift product and issue credit note (if applicable).
Examine product once back at the unit.
If the product is faulty or contaminated, check on the computer system for
recent deliveries and arrange product up lift.
Contact original supplier and discuss the complaint.
If applicable, arrange for the product to be returned to the supplier.
Supplier should contact the complainant and A.E.Surcouf & Sons Ltd with
explanation, investigation results and apology.
Further reference to complaints can be found in the Food complaint Chapter in
section 4.16.
4.24.3. Allegation of Food Poisoning
Complete the Allegation of Food Poisoning record form. (A copy can be found
at the rear of section 4.17).
Do not admit liability.
Thank the complainant for reporting the matter and ensure them that an
investigation is to be carried out.
Should the complainant allege that a number of customers have reported
symptoms; professional advice from the local EHO department must be
sought.
If applicable to do so ensure that recall notice is communicated to all staff.
Where possible, arrange for remaining products to be uplifted.
Check recent deliveries of the same product to other customers and uplift as
appropriate.
Freeze down products uplifted from the complainant/customer as evidence.
Isolate similar products within the units‟ storage and label accordingly.
Inform the supplier immediately.
Arrange for products to be tested for microbiological analysis. EHO will
advise and assist with this if they deem it necessary.
When results of analysis, doctors and EHO reports have been finalized, either
release the food items for sale if they are safe and discard any samples
previously frozen down as evidence.
Communicate findings and results to all staff.
Louise Holmes/Easenmyne Limited July 2013 116
Remove recall notice.
Communicate complainant with results of findings if applicable to do so.
Further reference to Allegations of Food Poisoning can be found in the
Allegations of Food Poisoning Chapter in section 4.17).
4.24.4. Product Recall
Issue product recall notice and communicate to all staff.
Complete the product recall record form. A copy can be found in the rear of
section 4.18).
Ascertain which customers have accepted deliveries of the food item with the
relevant batch number(s).
Contact customers and arrange product uplift immediately. Issue credit notes
or alternative product.
Uplift products.
Once back at the unit segregate and freeze down if appropriate. Label
accordingly.
Segregate all stored products that have had the product recall placed upon
them, label accordingly.
Check segregated stock levels against the declared amount on the company‟s
computer systems account.
Contact supplier and arrange for recalled products to be sent back or
discarded, (depending of the nature of the recall).
Do not accept any further products until the supplier had lifted recall.
Communicate to all staff.
Ensure that all record forms are completed and retained in-house.
Further reference to product recalls can be found in the Product Recall chapter
in section 4.18).
4.24.5. Pest Infestation
Ascertain the nature of the pest infestation.
Contact pest control company (Rentokil).
Ensure that extra, thorough cleaning of all areas is carried out.
Should the pest problem be a result of cosmetic or structure inadequacies,
arrange for remedy maintenance work to be carried out. (See Maintenance of
equipment and premises in section 4.15 and design and Construction of
Premises in section 4.14).
Remove damaged/contaminated food products from storage, but retain in an
enclosed lidded container as evidence.
Complete pest report record form. (A copy can be found at the rear of Pest
Control in section 4.13 and also in Part 5).
Communicate events to all staff.
Inspect area on a daily basis for further sightings and note as applicable.
Louise Holmes/Easenmyne Limited July 2013 117
Ensure Rentokil return for further inspections.
Further information regarding Pest Control can be found in the Pest Control
Chapter in section 4.13.
4.24.6. Chemical Spill
Segregate and label all food within the chemical spill area.
Ascertain the chemical responsible for the chemical spill.
Make the area as safe as possible.
Communicate events to all staff.
Wear the necessary personal protective equipment.
Check the emergency procedures as per the chemical data sheets and complete
the chemical spill record form. (A copy can be found at the rear of this section
and in Part 5).
If necessary, contact local EHO department for help and advice.
Inspect all food within the vicinity and discard food that is contaminated.
Thoroughly clean the entire area and flush away chemicals if appropriate to do
so.
Where chemical becomes hazardous to the environment in large quantities, the
EHO must be contacted. (It is noted that the chemicals supplied and used by
A.E.Surcouf & Sons Ltd are not normally hazardous, however, the volume
that is stored may cause problems with disposal. i.e. washing powder, bleach
etc.).
Review future storage of chemicals to ensure that the events do not occur
again in the future.
4.24.7. Product Rejection After Storage
Segregate stored food items and label accordingly. (See Disposal of Unsound
food chapter in section 4.19).
Ensure that a member of the management or supervisory team is informed.
If the product is to be sent back to the supplier, freeze down where necessary
and arrange pick up.
If the rejection is at fault due to wholesale storage, discard and complete stock
wastage record.
Check batch numbers against recent deliveries. If applicable to do so,
depending on the severity or nature of the unsoundness of the food, arrange
product uplift.
Communicate to all staff.
Best practice relating to stock rotation and control can be found in the chapter
Stock Rotation and Control in sections 4.4 & 4.5).
Louise Holmes/Easenmyne Limited July 2013 118
4.24.8. Broken Glass Procedure
Segregate all food items within the area where the glass broke.
Ensure a warning sign is placed in the area.
Communicate events to all staff.
Ensure that management is informed of the events.
Inspect all food within the area to determine the severity of the problem. Using
a strong torch will assist in identifying glass in this area.
Separate sound food from unsound food. If in any doubt as to the
wholesomeness of the food item, all food must be discarded.
Care must be taken to ensure that staff do not cut themselves.
Vacuum the entire area to remove broken glass. Sweep and clean the area to
ensure no shards are present.
Re-store food items as applicable.
Ensure broken glass record form & Stock wastage form is completed and
retained in-house for a minimum of one year.
Review storage procedures and amend as applicable.
4.24.9. Action in the Event of a Poor EHO Inspection
Ensure that full details regarding the visit are documented and understood.
Conduct a communications meeting with all staff.
Ascertain corrective action and format an action plan.
Ensure that work to be carried out is divided up and employees are made
responsible for completion. Allocate completion dates for all tasks.
Review progress on a weekly basis.
Document all progress and once completed, Management or Directors must
verify work(s) as completed.
Review systems and procedures (in the Quality and H.A.C.C.P. Manual) and
amend relevant section as necessary.
Communicate amendments to all staff.
Contact EHO to let them know that the work has been completed.
Await re-inspection.
Further information regarding EHO inspection can be found in chapter EHO
inspection in sections 4.20).
Louise Holmes/Easenmyne Limited July 2013 119
4.24.10. Raw Sewerage Overflow
Segregate area and make safe. Ensure that slippery floor sign is visible.
Ensure that “Food not suitable for human consumption” is visible.
Contact the EHO and Water Company.
When authorized to do so by the authorities, remove and discard all food
within the area. Ensure that stock wastage records are filled in.
Should staff be in contact with raw sewerage, medical advice must be sought.
Maintenance work must be carried out to ensure that the event does not
happen again.
4.24.11. Action in the Event of a Vehicle Breakdown
In the event of a punctured tyre, pull over where it is safe to do so and phone
the office. Assistance will be arranged. Do not drive on a flat tyre as this will
ruin the wheel and tyre and make your vehicle unsafe.
In the event of a mechanical breakdown, try to get your van to the side of the
road or to where it does not create a hazard. Switch on the hazard warning
lights and in darkness; keep your sidelights on. Phone the office and give your
exact location along with information about the nature of the fault. If the
answer phone is on, leave a message and a contact number where you can be
reached. Await recovery.
Do not open the door to the temperature-controlled area of the van.
Louise Holmes/Easenmyne Limited July 2013 120
4.25. Communication Meetings
Effective communication in any business is paramount to the success and progression
of the company. Failure to communicate even the slightest changes to procedures or
systems can have devastating effects on the productivity of staff and the functions of
the operation alike.
It is necessary to communicate on a monthly basis with all staff, anything that is likely
to have impact on the day-to-day operation of the business. As an indication of what
may be discussed with staff and junior management a list has been prepared below.
New Food Safety Legislation
Emergency events within the business
Food Safety and other training to be organized for the future
Profitability
Customer Complaints and Allegation of Food Poisoning
Maintenance work to be carried out
New product lines and discontinued products being withdrawn from service
Problem solving activities
Results of recent EHO and in-house Audit inspections
Recent sightings of Pests
New procedures and systems to be implemented into the operation
Health and Safety changes
Accidents within the unit reviews
Statistical results obtained from recent events
Proposed development regarding expenditure
Customer care workshops
Motivation workshops.
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4.25.1. Communication Meetings Standards and
Procedures
The intended time and meeting date must be communicated to all staff so that
they can make provisions to attend.
A list of all persons attending must be made and retained.
A member of the management team must chair the meeting.
A member of staff must take minutes of the meeting.
An agenda of the meeting contents must be drawn up prior to the meeting
commencing, and where possible, be circulated amongst the staff.
It is advisable to encourage staff to participate in the meeting by contributing
their thoughts on various topics. Very often staff may have the solutions to
what might otherwise seem an irresolvable problem.
The final section of the agenda must be in the format of “any other business”,
to give the staff a chance to air their views or concerns.
If an action plan for future changes in a process or system has been agreed,
then a time scale and responsibilities must be documented.
It is preferable that a date be set for the next meeting to ensure attendance and
continuity.
Minutes of the meeting must be retained in-house for future reference.
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4.26. Record Keeping and Amendments
An effective system of keeping records and amendments forms part of the due
diligence defence. It is what keeps the system current and very must alive. Without
adequate and efficient record and amendment provisions, the due diligence defence,
Quality and Food Safety procedures will almost certainly fail. As part of our
commitment to the above, a system of continual monitoring and reviews has been
formatted, and where the need arises, amendments to the company documentation will
be authorized, written and communicated to all staff.
4.26.1. Record Keeping Standards and Procedures
Authorized personnel must complete all records only.
All records must be legible and completed legitimately.
It is a requirement that the person completing the records must sign, date and
print their name as verification of authenticity.
Records must be retained in house for the following period of time:
Temperature Control
Training Records
Health Questionnaires
Personnel Records
Cleaning Schedules
Vehicle Cleaning Schedule
Audit Action Plan
Stock Wastage Record
EHO Vehicle Inspection Record
EHO Unit Inspection Record
Broken Glass Record
Raw Sewerage Record
Engineer & Contractors Safety Form
Maintenance of Premises Record
Pest Control Record
Allegation of Food Poisoning Record
Customer Complaint Record
Product Recall Record
Receipt of Goods Record
Accreditation Suppliers Records
Probe Calibration Records
Minimum 18 Months to 2 years
Min 3 Years/Indefinitely
Indefinitely
Indefinitely
Minimum 18 Months
Minimum 18 Months
Minimum 18 Months
Minimum 6 Months
Minimum 2 Years
Minimum 2 Years
Minimum 18 Months
Minimum 18 Months
Minimum 18 Months
Minimum 18 Months
Minimum 2 Years
Minimum 2Years
Minimum 2 Years
Minimum 2 Years
Minimum 6 Months
Indefinitely
Minimum 18 Months
The above time scales are only guidance, but for due diligence purposes, a
longer period of retention for all records is preferable.
For statistical purposes, review of the records should be conducted to ensure
that repetitive failure of the systems is not occurring. Where failure is evident,
the relevant systems and procedures should be scrutinized and amended to
enhance performance. Training must occur as a result.
Louise Holmes/Easenmyne Limited July 2013 123
4.26.2. Amendments Standards and Procedures
Before amendments are to be made to company documentation, the
Management and Directors must agree on the procedures to be implemented.
These agreements must be documented and retained in the Communications
section of the manual.
A list of amendments must be retained, indicating page number of the
changes, which section has changed, point number and paragraph. The new
systems and procedures must be hi-lighted by the use of an asterisk at the
beginning of the amendment.
When record forms and manual documents are changed, the footnote must be
amended to indicate which issue of the record form or document is currently in
operation. For example, the first issue of all record forms took place in May
2007. If the record forms are to be changed in January 2008, then the footnote
would read: Issue 2 Jan 2008.
The amendment must be communicated and trained to all staff to enable them
to carry out the new procedures correctly.
All out of date record forms and procedures and systems documentation must
be removed and destroyed.
The new forms and systems and procedure documents must be replaced in the
manual.
Louise Holmes/Easenmyne Limited July 2013 124
A.E.Surcouf & Sons
Ltd
Quality &
H.A.C.C.P. Manual Parts 5 - 8
Louise Holmes/Easenmyne Limited July 2013 125
5. PART FIVE – Record Forms Master
5.1. Company
Organisation Chart
Louise Holmes/Easenmyne Limited July 2013 126
ORGANISATION CHART – A.E.SURCOUF & SONS LTD
Sales Reps
Telesales
Storemen
Drivers
Drivers Storemen
Drivers
Storemen
Telesales
Sales Reps
Louise Holmes/Easenmyne Limited July 2013 127
5.2. Quality Policy
Statement
Louise Holmes/Easenmyne Limited July 2013 128
Quality Policy Statement
It is the policy of A.E.Surcouf & Sons Ltd to provide its customers’ with food products
of the appropriate quality, which conform fully to all Legislation, in particular; The
Food Safety (Jersey) Law 1966, The Food Hygiene (General Provisions) (Jersey) Order
1967, The Food Hygiene (England) Regulations 2006 and the EC Regulations 852/2004
and 853/2004. We also acknowledge the continuing need to give Food Safety the highest
priority, and it is through our people and the systems that we have developed and
implemented, that we achieve this objective, supported by the continual monitoring and
reviewing of their effectiveness.
A.E.Surcouf & Sons Ltd further recognises the need to continue its commitment by:
Evaluating the safety of food prior to circulation through, thorough inspection,
quality assurance controls, record keeping and temperature evaluation.
Minimise risks in respect of defective products in general circulation through
the operation of an effective product recall and uplift procedure.
Monitor and review existing systems and procedures and implement changes
where applicable, whilst ensuring that all levels of communication are available
to assist with the smooth integration of such changes into our operation.
Monitoring our suppliers to ensure quality, service, and value.
Appreciate further the expectations of our customers with a view to improving
product development and food safety throughout our systems.
Training, developing and empowering our people to seek quality of products,
service and standards at each step in the process.
Encouraging our suppliers to increase their standards through reviews on a
regular basis.
Ensuring that consumer safety and product liability standards are met by
maintaining an effective monitoring and control system for all of our
procedures.
Ensuring that the organisation and reporting structure of our company is such
that all personnel who have a direct impact to the quality and safety of our
products have their accountabilities set out in their job descriptions.
Leading by example in all areas of our business: food wholesale and
distribution, environmental procedures, employee relations, company
productivity and consumer assurance.
Louise Holmes/Easenmyne Limited July 2013 129
5.3. Food Hygiene Policy
Statement
Louise Holmes/Easenmyne Limited July 2013 130
Food Hygiene Policy
It is the policy of A.E.Surcouf & Sons Ltd. to comply with The Food Safety
(Jersey) Law 1966, The Food Hygiene (General Provisions) (Jersey) Order 1967,
The Food Hygiene (England) Regulations 2006 and the EC Regulations 852/2004
and 853/2004 and all other subsequent legislation. We are committed to ensuring
that our business operates in a safe and hygienic manner and that food does not
become contaminated by chemical, physical or microbiological sources, which
may cause illness.
The points in the business where food hazards may occur will be identified, hi-
lighted as critical control points and effective control and monitoring procedures
will be introduced along with the appropriate corrective action.
All employees of A.E.Surcouf & Sons Ltd. will be provided with such equipment,
information, training and supervision as is necessary to implement this policy
and achieve the stated objective of ensuring excellent standards of food hygiene
and providing safe food.
The Directors and Managers of A.E.Surcouf & Sons Ltd will do all that is in
their power to ensure that good hygiene practices are carried out in conjunction
with the Quality and H.A.C.C.P. procedures. It is recognized and communicated
to all of our employees through group consultative meetings, induction and on-
job training, that good hygiene is the responsibility of each and every individual
associated with our Company.
A.E.Surcouf & Sons Ltd. is dedicated in ensuring that our H.A.C.C.P.
procedures are communicated to all levels of our team, with continual reviews
and monitoring of the systems being undertaken, on a regular basis and
whenever there are changes in the scale and nature of our operation.
Louise Holmes/Easenmyne Limited July 2013 131
5.4. Health & Safety
Policy Statement
Louise Holmes/Easenmyne Limited July 2013 132
Health and Safety Policy
It is the policy of A.E.Surcouf & Sons Ltd. to comply with the terms of the UK
Health & Safety at Work Act 1974, Health and Safety Law (Jersey) 1989 and any
subsequent legislation and to provide and maintain a health and safe working
environment. Our Health and Safety objective is to minimize the number of
occupational accidents and illnesses and ultimately to achieve an accident free
workplace.
All employees will be provided with such equipment, information and training
and supervision as is necessary to implement policy and achieve the stated
objective. We recognize and accept their duty to protect the health and safety of
all visitors to the premises, including contractors as well as any members of the
public who may be affected by our operation. While the Directors and
management of A.E.Surcouf & Sons Ltd will do all that is in their power to
ensure the health and safety of it’s employees, it is recognized and communicated
through induction, on job training and consultative meetings, that it is the
responsibility of each and every individual associated with the company. It is the
duty of each employee to take reasonable care of their own and other people’s
welfare and to report any situation which may pose a threat to the well being of
any other person.
The management will provide every employee with the training necessary to
carry out his or her tasks safely. However, if an employee is unsure how to
perform a certain task or feels it would be dangerous to perform a specific job,
then it is the employee’s duty to report this to their supervisor. An effective
health and safety program requires continuous communication between workers
at all levels. It is therefore every workers responsibility to report immediately
any situation which could jeopardize the wellbeing of themselves and any other
person.
All accidents within the work place will be recorded and monitored, with the
necessary corrective action applied. These records are crucial to the effective
monitoring and revision of this policy and must therefore be accurate and
comprehensive.
The health and safety policy will be continually monitored, reviewed
and updated, particularly when changes in the scale and nature of our operations
occur.
Louise Holmes/Easenmyne Limited July 2013 133
5.5. Job Description
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 134
Job Title Credit Controller Division Foodservice & Retail
Reports to Sales Director
Direct Reports N/A
Job Purpose:
As a key member of the team, you have a passion for being proactive and working in a challenging and competitive environment. Answer incoming calls from customers to take orders, answer inquiries and questions, handle complaints, troubleshoot problems and provide information. Perform duties which will be varied and diverse requiring knowledge of office management systems and procedures. Clerical duties may be assigned in accordance with the office procedures and will include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, and filing.
Accountabilities
Key contributions Output and Key Indicators
Key Responsibilities
Shared Job responsibilities
Responsible for assisting the Chairman with the implementation of the Profit and Loss Account:
- Inputting of monthly sales figures
- Stock adjustments
- Cost of sales
- Fixed Assets
- Balance month end figures
Daily Cash in / balancing cash book
Daily BACS received
Input payments to accounts
Chase late payments via telephone or letter
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 135
Shared Job responsibilities
Taking and processing credit card payments
Checking drivers day sheets for returns and cash payments
Account enquiries ref credits & payments etc
Sending out copy invoices & Credits
Prepare and send weekly and monthly Statements
Liaise with Sales Director and Reps ref overdue accounts
Liaise with Company Debt Collector (cashback)
Credit checks for new customers
Setting up new accounts
Telephone answering
Supportive Role
Key Result Areas
Signing in of all goods
Making claims for damages and shortages
Chasing lost orders
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 136
Behavioural Competencies Level Technical Competencies
Knows and Grows the Business 3 Computer Skills (Excel, ROCC and Word)
Communicates Effectively 3 Literacy
Research & Development diverse business opportunities.
3 Strong planning & organisational skills
Drives Performance, Efficiency & Effectiveness 3 Strong communication, inter-personal and influencing skills
Builds Customer Value 3
Additional Position Information Organisation Chart
Function: Administration
Department: Central Support Central
Grade: N/A
Location Information:
Office Based across Jersey & Guernsey
Additional Candidate Information
Key Interactions:
Chairman, Director, Account Managers , Catering Manager, Directors, Customer
Service, Manufacturing and Operations
Qualifications:
Education to at least GSCE/A Level
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 137
Working hours & travelling:
Working Hours – hours / week
Experience:
Experience within the wholesale food distribution
sector
Communication skills - verbal and written Listening skills
Problem analysis and problem-solving
Attention to detail and accuracy Data collection and ordering
Customer service orientation Adaptability
Others:
Ability to work to tight deadlines in a high
pressured, fast-paced and ever-changing
commercial environment
Ability to deal with ambiguity and still achieve
results. Ability to work within a high pressured
fast moving, commercial environment, whilst
maintaining effective working relationships and a
positive, cheerful attitude.
Signed:___________________________________ Date: ____________________________
Signed:____________________________________ Date:_____________________________
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 138
Job Title Warehouse Supervisor Division Foodservice
Reports to Sales Director
Direct Reports N/A
Job Purpose:
As a key member of the team, you are responsible for the important tasks such as, keeping records of the time that the goods are going to be present, and have to coordinate with the company that owns the goods, inform them in advance about the date. You will be responsible to collect the goods and load the goods into the transits, HGV etc. You will ensure all company policies are complied with regards to Health and Safety and HACCAP procedures.
Accountabilities
Key contributions Output and Key Indicators
Job responsibilities
Ensure all duties are carried out in your nominated work station, catering/retail
Produce, pick, deliver products to our customers as and when required
Oversee the management and supervision of your team, ensuring they maintain the company’s standards in Health and Safety.
Oversee the HACCAP procedures ensuring your team are carrying out the required work.
Responsible for the recruitment and section for new team members
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 139
Arrange for the goods to be unloaded and safely stored away
Keep a record on the day the goods are brought in and on what day they have to be delivered
Have to coordinate with the logistics team on the delivery date and make arrangements for the goods to be taken away
Keep track of the goods and ensure that none of them get mixed with the others
Ensure that security measures for the warehouse is up to the mark as all the goods stored in them are expensive and can be stolen.
o You will assist your line manager with monthly spot checks, checking goods off in vehicles to ensure there is no leakage.
You will ensure that the warehouse in is good condition and can keep the goods safe from elements of nature
You will be responsible for partaking in the HACCAP and Health Safety procedures and policies ensuring you are complying with the rules and regulations.
Assist your manager with current and projected work- loads to determine when additional help may be needed to meet deadlines
Notify our telesales/sales team when difficulties arise in meeting their requirements and negotiate a workable solution for both parties and
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 140
customers
Recommend, implement, and support continuous improvement within the department and the company to improve employee performance, quality control, productivity, efficiency, and cost reduction
Support a proactive safety environment, with emphasis on good housekeeping techniques
Establish and periodically review departmental Standard Operating Procedures
Perform various other duties as required
Behavioural Competencies Level Technical Competencies
Knows and Grows the Business 3 Computer Skills (Word and Outlook)
Communicates Effectively 3 Literacy
Research & Development diverse business opportunities.
0 Strong planning & organisational skills
Drives Performance, Efficiency & Effectiveness 3 Strong communication, inter-personal skills
Builds Customer Value 3
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 141
Additional Position Information Organisation Chart
Function: Manufacturing
Department: Operations
Grade:
N/A
Location Information:
Office Based across Jersey
Additional Candidate Information
Key Interactions:
Chairman, Account Managers , Catering
Managers, Directors, Customer Service, Manufacturing and Operations
Qualifications: Education to at GSCE
Working hours &
travelling:
Working Hours – hours / week
Experience:
Experience within the wholesale food distribution sector involving stock control and product
portfolio management of hundreds of different
products (Currently over 2000 SKU`s).
Others:
Self-motivated
Ability to work to tight deadlines in a high
pressured, fast-paced and ever-changing commercial environment
Ability to deal with ambiguity and still achieve results
Ability to work within a high pressured fast
moving, commercial environment, whilst maintaining effective working relationships and a
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 142
positive, cheerful attitude.
Signed ____________________________________________ Date: ____________________________
Signed ___________________________________________ Date:_____________________________
.
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 143
Job Title Storeman Division Foodservice
Reports to Warehouse Supervisor
Direct Reports N/A
Job Purpose:
As a key member of the team, you are responsible for the important tasks such as, keeping records of the time that the goods are going to be present, and have to coordinate with the company that owns the goods, inform them in advance about the date. You will be responsible to collect the goods and load the goods into the transits, HGV etc. You will ensure all company policies are complied with regards to Health and Safety and HACCAP procedures.
Accountabilities
Key contributions Output and Key Indicators
Job responsibilities
Ensure all duties are carried out in your nominated work station, catering/retail
Produce, pick, deliver products to our customers
Arrange for the goods to be unloaded and safely stored away
Keep a record on the day the goods are brought in and on what day they have to be delivered
Have to coordinate with the logistics team on the delivery date and make arrangements for the goods to be taken away
Keep track of the goods and ensure that none of them get mixed with the others
Ensure that security measures for the warehouse is up to the mark as all the goods
stored in them are expensive
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 144
o You will assist your line manager with monthly spot checks, checking goods off in vehicles to ensure there is no leakage.
You will ensure that the warehouse in is good condition and can keep the goods safe from elements of nature
Responsible for partaking in the HACCAP and Health Safety procedures and policies ensuring you are complying with the rules and regulations.
Assist your manager with current and projected work- loads to determine when
additional help may be needed to meet deadlines
Notify our telesales/sales team when difficulties arise in meeting their requirements
and negotiate a workable solution for both parties and customers
Recommend, implement, and support continuous improvement within the
department and the company to improve employee performance, quality control, productivity, efficiency, and cost reduction
Support a proactive safety environment, with emphasis on good housekeeping techniques
Establish and periodically review departmental Standard Operating Procedures
Perform various other duties as required
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 145
Behavioural Competencies Level Technical Competencies
Knows and Grows the Business 3 Computer Skills (Not Applicable)
Communicates Effectively 3 Literacy
Research & Development diverse business opportunities.
0 Strong planning & organisational skills
Drives Performance, Efficiency & Effectiveness 3 Strong communication, inter-personal skills
Builds Customer Value 3
Additional Position Information Organisation Chart
Function: Logistics
Department: Warehouse
Grade:
N/A
Location Information:
Office Based Jersey
Additional Candidate Information
Key Interactions:
Chairman, Account Managers , Catering
Managers, Directors, Customer Service,
Manufacturing and Operations
Qualifications: Education to at GSCE
Job Description
This job description is not an exhaustive list of all responsibilities and skills associated with the job, but rather an indication as to the core of the position. The incumbent may perform other duties and responsibilities as required.
Louise Holmes/Easenmyne Limited July 2012 146
Working hours & travelling:
Working Hours – hours / week
Experience:
Experience within the wholesale food distribution
sector involving stock control and product portfolio management of hundreds of different
products (Currently over 2000 SKU`s).
Clean Driving Licence (Transits and HGV)
Forklift Licence
Others:
Self-motivated
Ability to work to tight deadlines in a high
pressured, fast-paced and ever-changing
commercial environment
Ability to deal with ambiguity and still achieve
results
Ability to work within a high pressured fast
moving, commercial environment, whilst
maintaining effective working relationships and a
positive, cheerful attitude.
Signed ___________________________________ Date: ____________________________
Signed______________________________________ Date:______________________________
Louise Holmes/Easenmyne Limited July 2012 147
5.6. Blank H.A.C.C.P.
Form
Louise Holmes/Easenmyne Limited July 2012 148
H.A.C.C.P. Flowchart Number -
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier
Importation
Receipt
Louise Holmes/Easenmyne Limited July 2012 149
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Storage
Picking
Storage in
Vehicle/
Transit
Louise Holmes/Easenmyne Limited July 2012 150
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Delivery
General Measures
Always ensure the following:
Correct pest control at delivery, storage and within the unit.
Temperature control
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sought for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2012 151
5.7. Supplier
Accreditation
Questionnaire/Internal
Audit Document
Louise Holmes/Easenmyne Limited July 2012 152
QUALITY ASSURANCE AND H.A.C.C.P. REVIEW AUDIT
Completed By: _______________________________________________________
Date Completed: _________________________ Time: ____ ________________
Notes for completion:
Each separate standard & question has been awarded 2 marks for full compliance. If the unit displays partial compliance, 1 mark is to be
awarded. Failure to comply with the standard is awarded 0 marks. Plot your awarded marks in the score column.
Where a standard asks a question relating to the staff‟s knowledge in a particular area, it is a requirement to seek evidence by questioning
members of staff picked at random. e.g. do staff know the location of the first aid box?
Where standards ask if records are kept for a particular topic, then the records should be sought and inspected for legitimacy.
If evidence cannot be found for a particular standard, then 0 marks should be awarded.
On completion of the audit, tot up your score and transfer them into a percentage.
The action plan must be completed following the audit to ensure that continual improvements are met and implemented. This action plan should
be verified and signed off when all of the action points have been completed.
Please retain each audit and action plan as part of your due diligence defence and quality monitoring systems.
Louise Holmes/Easenmyne Limited July 2012 153
Section 1 - H.A.C.C.P.
Section
Standard to achieve
Comment
Score
1.1.1
1.1.2
1.1.3
1.1.4
1.2.1
1.2.2
1.2.3
1.2.4
1.2.5
1.2.6
Has the company an active H.A.C.C.P. Policy statement?
Has this policy been documented and communicated to all staff?
Does the company have an H.A.C.C.P. Manual?
Is this manual made available to all staff and do staff know where it is located?
Has the company conducted an analysis of the food hazards and the associated critical
control points (CCP‟s) in line with the company‟s operation?
Are those CCP‟s and hazards documented?
Is there a system(s) in place for monitoring those hazards and CCP‟s?
Are the monitoring procedures documented, thorough and correct?
Are there adequate procedures in place that allows for corrective action to be carried
out?
Is there a communication channel available to ensure all staff are aware of the reasons
for corrective action and the corrective action being carried out?
Louise Holmes/Easenmyne Limited July 2012 154
1.3.1
1.3.2
1.3.3
1.3.4
1.3.5
1.3.6
Is there a recording facility for corrective action being carried out?
Is the H.A.C.C.P. system reviewed and monitored on a regular basis?
Are the reviews, maintenance and amendments to the H.A.C.C.P. system verified and
implemented by a competent member of the management team?
Within the manual are there guidance notes for what is deemed a hazard, contamination
and the appropriate corrective action, monitoring procedures and preventative
measures?
Does the H.A.C.C.P. team leader/representative display competence in the
understanding of H.A.C.C.P. principals and their associated application and impact on
the business?
Has the company undertaken a new activity, changed or expanded the business or
introduced new lines since the last audit? (give details) Has an H.A.C.C.P. been
conducted and recorded for any of the above?
Section 2 - Quality Management
Section
Standard to achieve
Comment
Score
2.1.1
2.1.2
2.1.3
Does the company have a quality policy statement?
Has the quality policy statement signed by the directors?
Has the quality policy been communicated and explained to all staff?
Louise Holmes/Easenmyne Limited July 2012 155
2.1.4
2.1.5
2.2.1
2.2.2
2.2.3
Has the quality policy statement been reviewed over the last quarter by the
company‟s management?
Result of review:
………………………………………………………….
Have all points within the quality policy statement been implemented within
the operation?
Is there a documented quality policy manual?
Is the quality manual readily available to all staff?
Does the quality manual contain correct working practices for all food related
areas of the business?
Section 3 - Quality System Review and Company Organisation
Section
Standard to achieve
Comment
Score
3.1.1
3.1.2
Have up to date job descriptions been produced for all personnel involved
with product safety and quality systems?
Do the job descriptions outline responsibilities where product safety and
quality are concerned?
Louise Holmes/Easenmyne Limited July 2012 156
3.1.3
3.2.1
3.2.2
3.3.1
3.3.2
3.3.3
Have each member of personnel involved with product safety and quality
received a copy of their job description?
Has the company a method of ensuring they are kept abreast of new
legislation, white paper and relevant food safety issues?
Is there a system in place for communicating this information to those
personnel concerned with food safety and quality?
Has the management reviewed its‟ quality systems over the last quarter?
Results of review:……………………………………………
Has the results of the review been recorded and implemented in to the
business?
Has the results of the review been communicated to all relevant personnel?
Section 4 -H.A.C.C.P. & Quality Control Documentation
Section
Standard to achieve
Comment
Score
4.1.1
4.1.2
4.1.3
Are all H.A.C.C.P, quality related and food safety documentation readily
available to the associated members of staff?
Are all documents current and up to date?
Have changes or amendments to the company‟s procedures relating to
H.A.C.C.P, quality and food safety issues been recorded?
Louise Holmes/Easenmyne Limited July 2012 157
4.1.4
4.1.5
Have those changes been formatted, revised and inserted into the company‟s
manuals/documentation?
Are all documents clearly set out in an easy to understand manner and
thorough in its‟ content?
Section 5 - Records
Section
Standard to achieve
Comment
Score
5.1.1
Does the company have records for:
a) Temperature Control
Importation by transporters
Receipt
Storage
Vehicle
Delivery
Probe Calibration
b) Vehicle
Maintenance
Cleaning
c) Personnel
Induction and Training
Pre-employment Health Questionnaires
Sickness/Holiday Questionnaires
Louise Holmes/Easenmyne Limited July 2012 158
5.1.2
5.1.3
5.2.1
d) Unsound Food
Product Recall
Stock Wastage
e) Complaints
Customer Complaints
Allegation of Food Poisoning
f) Pest Control
Sightings
Authorised pest control agent
g) EHO
Premises Inspection
Vehicle in Transit
h) Consultative Meetings
i) Contamination
Physical
Chemical
Are the records legible and legitimately completed?
Are the records retained for the specified minimum period?
(See Record & Amendment section of Manual 4.26)
Has the records structure and content been reviewed?
Date of last review……………………….
Review outcome……………………………………………….
Have all out comes and changes to the records been documented,
implemented and communicated to the relevant personnel?
Louise Holmes/Easenmyne Limited July 2012 159
Section 6 - Company Audits
Section
Standard to achieve
Comment
Score
6.1.1
6.1.2
6.1.3
6.1.4
6.1.5
6.1.6
6.2.1
6.2.2
6.3.1
Does the company have a regular auditing schedule i.e. once per calendar
month?
Does this audit cover all areas of the business to ensure effectiveness of
product safety, quality and systems in place?
Is there a system within the audit documentation to record all findings and
produce a concise action plan for improvements?
Does the action plan provide opportunity for a timescale to be included, and
the person(s) responsible for the action?
On completion of the action plan, is the action required to meet the standards,
signed off and verified by a competent member of the management team?
Are the results of the audits communicated to employees? Where corrective
action has been necessary, are the associated members of staff trained/coached
in correct working practices to ensure compliance.
Are all company audits carried out by a competent nominated individual?
Has the company an agreement to conduct regular audits using an external
auditor?
Are the records of all audits both internal and external retained within the
company recording system?
Louise Holmes/Easenmyne Limited July 2012 160
Section 7 - Product Traceability
Section
Standard to achieve
Comment
Score
7.1.1
7.1.2
7.1.3
7.1.4
Does the company have a procedure, which allows for product traceability
within the unit?
Does the company have a procedure, which allows for product traceability
after delivery?
Does the company have a goods return procedure?
Are there records of all goods returned including reasons for returns?
Section 8 - Product Recall
Section
Standard to achieve
Comment
Score
8.1.1
8.1.2
Does the company have a product recall procedure?
Does the product recall procedure cover all eventualities about the nature of
the recall?
Louise Holmes/Easenmyne Limited July 2012 161
8.1.3
8.1.4
8.1.5
Has the procedure the facility in ensuring referral to the
manufacturer/supplier?
Are all product recalls recorded and frequency of recalls investigated and
monitored?
Are all product recall events and results communicated to all employees?
Section 9 - Complaint Handling
Section
Standard to achieve
Comment
Score
9.1.1
9.1.2
9.1.3
9.1.4
Does the company have an agreed complaint handling procedure?
Are all complaints recorded and frequency of complaints investigated and
monitored?
Are complaint events and results communicated to employees?
Are action/improvement plans produced in line with a complaint? Corrective
action applied, signed off and training/coaching carried out to rectify the cause
of the complaint?
Louise Holmes/Easenmyne Limited July 2012 162
Section 10 - Supplier Accreditation
Section
Standard to achieve
Comment
Score
10.1.1
10.1.2
10.1.3
10.2.1
10.2.2
Has the company a procedure for ensuring supplier credibility and food
safety?
Have suppliers been assessed within the last 6 months?
Has the company retained supplier accreditation information as part of its
recording systems?
Has the company a set procedure for when a supplier does not perform in line
with their accreditation requirements?
Is there a review and monitoring procedure with associated records for
suppliers not performing to the required standards?
Section 11 - Premises and environment
Section
Standard to achieve
Comment
Score
11.1.1
11.1.2
Are there site boundaries surrounding the unit?
Has the company an adequate security system to ensure product safety and
quality?
Louise Holmes/Easenmyne Limited July 2012 163
11.1.3
11.2.1
11.2.2
11.2.3
11.3.1
11.3.2
11.3.3
11.3.4
11.3.5
11.3.6
11.3.7
Is the site clear of vegetation around the external walls of the food unit?
Should the area contain vegetation; it must be well maintained and free from
all weeds.
Is the company aware of any external factors that may affect product safety
and quality of product?
Does the company have a procedure to ensure food safety and product quality
should external factors become high risk?
Does the unit have adequate, fully functional drainage to ensure food safety?
Is the unit constructed and maintained in a hygienic manner?
Are all surfaces constructed using materials, which are non-porous and allows
for thorough cleaning?
Are all ceilings and overheads constructed to minimize contamination of
food?
Where there are false ceilings – are they designed to facilitate maintenance,
pest inspections and control and thorough cleaning?
Are all opening windows directly in to a food room screened with 5mm mesh
to eliminate insects and pests from gaining entry to the premises?
Are all windows leading directly to a food room, toughened and or designed
to prevent shattering or breakage?
Are all external doors to food rooms designed to prevent pests and insects
from entering the premises?
Louise Holmes/Easenmyne Limited July 2012 164
11.3.8
11.3.9
11.3.10
11.3.11
11.4.1
11.4.2
11.4.3
11.4.4
11.4.5
11.4.6
Is there adequate lighting in all food rooms? Minimum average is 350 Lux
per square meter.
Are all light fittings/bulbs and electronic fly killers within the food rooms
“made safe”, where there is the possibility of breakage and physical
contamination to foodstuffs?
Has the unit adequate natural or mechanical ventilation, which allows for the
workplace environment to be kept at a reasonable temperature?
Is there clean running water suitable to hygienic cleaning procedures?
Is all motorised lifting equipment stored and maintained away from food
rooms?
Is all equipment used for product quality and food safety, maintained in
accordance to the manufacturers‟ instructions and on a regular basis?
Are all contracted engineers employed for the maintenance of such equipment
briefed on food safety and company policies prior to commencement of work?
Have the company records of contracted engineers agreeing to company
policy and food safety procedures?
Are there records of all equipment having undergone maintenance and the
results of such maintenance?
Are all light fittings within the food rooms replaced in a manner so as to not
increase the risk of contamination to food products?
Louise Holmes/Easenmyne Limited July 2012 165
11.5.1
11.5.2
11.5.3
11.6.1
11.6.2
11.7.1
11.7.2
11.7.3
11.7.4
11.7.5
Is there adequate well stocked (hot and cold running water, soap and hand
drying arrangements) hand washing facilities?
Is there adequate staff changing facilities?
Are toilet facilities located away from food rooms, are clean, in good repair
and adequately stocked?
Are all staff aware of where their designated smoking area is?
Are there adequate, comfortable and practical staff room facilities? Do staff
have the opportunity to store their own food items in refrigerated storage
within this facility?
Where external storage of items (food and other) is practiced, has adequate
precautions been taken to prevent contamination?
Are all chemicals (for cleaning and distribution purposes) stored away from
food items, so as to prevent chemical contamination? All personal use
cleaning chemicals must be stored in a lockable cupboard or room.
Are all plastic containers and wooden pallets in good serviceable repair?
Has the company a documented procedure for disposing of unusable wooden
pallets and plastic containers?
Has the company a procedure for ensuring food does not become
contaminated by tainting hazards? Either through personnel or other food
items with strong odours and flavours.
Louise Holmes/Easenmyne Limited July 2012 166
Section 12 - Cleaning
Section
Standard to achieve
Comment
Score
12.1.1
12.1.2
12.1.3
12.1.4
12.1.5
12.1.6
12.1.7
12.1.8
Has the company a documented cleaning schedule for all areas of the food
business?
Is there evidence of records of all cleaning practices having been carried out?
Do these records show a legitimate signature and date of cleaning carried out?
Is there adequate cleaning equipment maintained in good repair, to ensure
elimination of contamination? i.e. Separate mops and brushes for different
areas of the unit.
Are the chemicals used for cleaning purposes suitable for the use in a food
business, and the correct chemical for the cleaning tasks carried out?
Are there adequate and correct documented procedures for all cleaning
activities, including safety measures to be observed?
Have all staff received and signed for training on cleaning practices including
COSHH procedures?
Are there chemical data sheets available to all staff, for chemicals used for
cleaning and distribution?
Louise Holmes/Easenmyne Limited July 2012 167
Section 13 - Waste and Refuse
Section
Standard to achieve
Comment
Score
13.1.1
13.1.2
13.1.3
Is all waste/refuse disposed of in suitable receptacles with closable lids?
Are bin lids kept closed at all times?
Is waste/refuse removed from the premises on a regular basis and in line with
the operations necessity?
Section 14 - Pest Control
Section
Standard to achieve
Comment
Score
14.1.1
14.1.2
14.1.3
14.1.4
Has the company made arrangements with a qualified pest control company,
for regular inspections of the unit?
Are there records of the qualified pest control company‟s inspections?
Where there has been a need of pest control post inspection, does the company
communicate the action being taken to all staff and instruct the staff to
increase preventative measures such as cleaning?
Are there records of such communications?
Louise Holmes/Easenmyne Limited July 2012 168
14.1.5
14.1.6
14.2.1
14.3.1
14.3.2
Have staff been trained and signed for the training on pest prevention and pest
control, including the non-removal of bait boxes etc?
Is there a map of the premises indicating where the location of bait boxes that
have been left?
Are all drains and gullies fitted with adequate covers to prevent pests from
entry to the unit?
Are all deliveries to the food unit inspected upon arrival for pest
contamination and infestations?
Are there set procedures and records for the acceptance of deliveries into the
unit?
Section 15 - Transportation
Section
Standard to achieve
Comment
Score
15.1.1
15.1.2
15.2.1
15.2.2
Has the company a written declaration from Ferry Speed of their suitability
and procedures for the transportation of food items into the Island?
Are there temperature records for food items in temperature-controlled storage
throughout the journey to the Island?
Are all company vehicles used for the transportation of goods, temperature
controlled?
Has the company a system(s) in place for monitoring vehicle temperature
either by manual or automatic means?
Louise Holmes/Easenmyne Limited July 2012 169
15.2.3
15.2.4
15.3.1
15.3.2
15.3.3
15.4.1
Are those vehicles that are temperature controlled operating at the correct
temperature even when fully loaded?
Are there records of all vehicle-operating temperatures?
Has the company a set documented procedure for vehicle breakdown
including the procedures for ensuring food safety?
Are all company vehicles maintained on a regular basis with records of
maintenance carried out?
Has the company a recording procedure for maintaining the vehicle in a
hygienic manner?
When vehicles are loaded with goods susceptible to weather damage, are there
facilities for the loading to take place undercover?
Section 16 - Cross Contamination
Section
Standard to achieve
Comment
Score
16.1.1
16.1.2
16.1.3
(Where applicable) Does the company make provision for the storage of raw
and high-risk products to ensure that cross-contamination does not occur?
Have all staff received training on cross-contamination, its source and its
effects?
Are there records of such training?
Louise Holmes/Easenmyne Limited July 2012 170
Section 17 - Stock rotation
Section
Standard to achieve
Comment
Score
17.1.1
17.1.2
17.1.3
17.1.4
17.1.5
17.1.6
17.1.7
17.1.8
Is there a documented procedure for ensuring correct stock rotation?
Have all staff received and signed for training detailing the company‟s
procedure for stock rotation?
Has the company a set procedure for the disposal of out of date stock, both
perishable and best before?
Are all staff aware of this procedure?
Are holding bays for out of date stock clearly labelled?
Has the company a procedure for recording the disposal of out of date stock?
Is this information used for the formatting of monthly stock wastage figures?
Is this information communicated to all staff to ensure improvements are
made? (Where applicable)
Louise Holmes/Easenmyne Limited July 2012 171
Section 18 - Physical Contamination
Section
Standard to achieve
Comment
Score
18.1.1
18.1.2
18.1.3
18.1.4
Where physical contamination of products is identified, does the company
have a set documented procedure for dealing with such contamination?
Where food items packaging is torn, does the company have a procedure for
segregation and disposal of such products?
Are there records of food items having been contaminated physically?
Are staff aware and have received training for physical contamination, its‟
prevention and the company policy for dealing with such contamination?
Section 19 - Operational Control
Section
Standard to achieve
Comment
Score
19.1.1
19.1.2
Does the company have documented procedures for temperature control?
Does the company have documented procedures for the time in-between
delivery of food items to the unit and temperature controlled storage?
Louise Holmes/Easenmyne Limited July 2012 172
19.1.3
19.1.4
19.1.5
19.1.6
19.1.7
19.1.8
19.1.9
19.1.10
19.1.11
19.2.1
Does the company have temperature monitoring equipment i.e. probes and
automatic temperature devices?
Does the company have records to supplement the above for temperature
control from receipt through to delivery?
Have these records been completed as requested in a legitimate way?
Is all equipment based temperature control devices linked to an automatic
alarm?
Does the company have a documented emergency procedure for temperature
controlled equipment failure?
Are there records of actions carried out following such emergencies?
Are the temperature monitoring devices calibrated on a regular basis?
Are there records of such calibrations?
Are key members of staff trained on how to calibrate temperature-monitoring
devices and are there records?
Are staff trained and have received training on temperature control and
emergency procedures?
Louise Holmes/Easenmyne Limited July 2012 173
Section 20 - Product Handling
Section
Standard to achieve
Comment
Score
20.1.1
20.1.2
20.2.1
20.2.2
Has the company a procedure for correct handling based on “risk” at the
delivery and picking stage of the operation?
Have staff been trained on the correct picking procedure?
Are all staff handling food items in a hygienic and acceptable manner?
Are staff wearing the protective equipment/clothing provided by the company
when handling food items at low temperatures?
Louise Holmes/Easenmyne Limited July 2012 174
Section 21 - Personnel
Section
Standard to achieve
Comment
Score
21.1.1
21.1.2
21.1.3
21.1.4
Are there signed designated areas for smoking and eating?
Have all staff been trained on:
First aid procedures
Sickness reporting
Washing hands procedure
Uniform
Jewellery and perfume
Have all staff completed the pre-employment questionnaires and sickness and
holiday questionnaires? (where applicable)
Do all staff displaying signs of good personal hygiene, Health & Safety
standards and correct dress codes for their particular jobs?
Section 22 - Training
Section
Standard to achieve
Comment
Score
22.1.1
Have all employees including temporary employees, been trained and or
instructed commensurate with their work activities?
Louise Holmes/Easenmyne Limited July 2012 175
22.1.2
22.1.3
22.1.4
22.1.5
22.1.6
22.1.7
22.2.1
22.2.2
Have all staff including temporary received and signed for their personal copy
of the employee handbook?
Have all food handling staff and those in authority received basic level food
hygiene training?
Have those employees in authority been trained in Food safety to Intermediate
certificate level?
Is there evidence of on-going training for all employees within the unit?
Is all training documented including its content, who conducted the training,
the trainee and the date of training?
Are all persons not employed by the company informed of company policy
prior to commencing work?
Is there a procedure in place for monitoring the training delivered with the
subsequent re-training or coaching required to ensure staff operate to
standard?
Are there records of this monitoring with the associated action plans?
Louise Holmes/Easenmyne Limited July 2012 176
Section 23 - Communications
Section
Standard to achieve
Comment
Score
23.1.1
23.1.2
23.1.3
23.1.4
Does the company facilitate communications at all levels, with records
supporting the communications?
Are all changes to the company, legislation, policy and products,
communicated to all staff?
Does the company have a staff notice board, where company and statutory
information can be displayed?
Is this notice board reviewed on a monthly basis?
Score Actual score awarded… Marks
Possible score achievable… 350 Marks
% Score awarded… %
Note: To work out your awarded score as a %, divide your awarded score by the possible score and then multiply by 100
Eg. 150 ÷ 350 x 100 = 42.8%
Louise Holmes/Easenmyne Limited July 2012 177
5.7.(1) Short Supplier Accreditation Questionnaire
Company:
Address:
Telephone Number:
Email:
Name of H.A.C.C.P. Representative:
Section 1 - H.A.C.C.P.
Standard to achieve
Yes
No
Has the company an active H.A.C.C.P. Policy statement and H.A.C.C.P. Manual? Has this policy & Manual been documented and communicated to all staff with records to verify this? Are those CCP’s and hazards documented?
Louise Holmes/Easenmyne Limited July 2012 178
What system(s) are in place for monitoring hazards and CCP’s? (Please specify below) When was the H.A.C.C.P. system last reviewed?
Section 2 - Quality Management
Standard to achieve
Yes
No
Does the company have a quality policy statement and is it signed/verified by the directors? Has the quality policy been communicated and explained to all staff? Has the quality policy statement been reviewed over the last quarter by the company’s management? Result of review:
Section 3 – Temperature control
Louise Holmes/Easenmyne Limited July 2012 179
Standard to achieve
What methods does the company use for monitoring temperature control? How are these temperatures recorded and retained? What emergency procedures/actions does the company use for temperatures outside their critical limits?
Section 4 - Company Audits
Standard to achieve
Yes
No
Does the company have a regular Food safety and QA auditing schedule (Internal and External) i.e. once per calendar month? Are all company audits carried out by a competent nominated individual? Name of Individual/Company: Score of last 3 audits :
Section 5 - Product Traceability & Recall
Louise Holmes/Easenmyne Limited July 2012 180
Standard to achieve
Yes
No
Does the company have a procedure, which allows for product traceability within the unit & after delivery? Does the company have a product recall procedure? Has the procedure the facility in ensuring referral to the manufacturer/supplier? Are all product recalls recorded and frequency of recalls investigated and monitored?
Section 6 - Complaint Handling
Standard to achieve
Yes
No
Does the company have an agreed complaint handling procedure? Are all complaints recorded and frequency of complaints investigated and monitored with communication to complainant regarding results of investigation?
Section 7 - Supplier Accreditation
Standard to achieve
Yes
No
Louise Holmes/Easenmyne Limited July 2012 181
Has the company a procedure for ensuring supplier credibility and food safety? Have suppliers been assessed within the last 6 months?
What is the company policy when a supplier does not conform to the minimum standards? Please specify below. How is this reviewed?
Section 8 – Premises, environment and Pest control
Standard to achieve
Yes
No
Are there site boundaries surrounding the unit? Has the company an adequate security system to ensure product safety and quality? What external factors (if any) may affect product safety and quality of the product? Does the unit meet legal requirements regarding structure, internal applications, utility provisions and pest control? Who is the main pest control contractor for the company? Frequency of inspections? Are all contracted engineers employed for the maintenance of such equipment briefed on food safety and
Louise Holmes/Easenmyne Limited July 2012 182
Standard to achieve
Yes
No
company policies prior to commencement of work? Are these records maintained (include retention period)? Are there records of all equipment having undergone maintenance and the results of such maintenance? Are all chemicals (for cleaning and distribution purposes) stored away from food items, so as to prevent chemical contamination? Are all plastic containers and wooden pallets in good serviceable repair?
Section 9 – Cleaning & Waste Provisions
Standard to achieve
Yes
No
Has the company a documented cleaning schedule for all areas of the food business? Is there evidence of records of all cleaning practices having been carried out? Have all staff received and signed for training on cleaning practices including COSHH procedures? Is all waste/refuse disposed of in suitable receptacles with closable lids? Is all waste removed from the premises on a frequent basis? Please indicate:
Section 10 - Transportation
Louise Holmes/Easenmyne Limited July 2012 183
Standard to achieve
Yes
No
Has the company a written declaration from an intermediary transporter of their suitability and procedures for the transportation of food items. into the Island? Are there temperature records for food items in temperature-controlled storage throughout their journey? Are all company vehicles used for the transportation of goods, temperature controlled and able to be monitored continuously? Are there records of all vehicle operating temperatures? Has the company a set documented procedure for vehicle breakdown including the procedures for ensuring food safety?
Section 11- Contamination
Standard to achieve
Yes
No
(Where applicable) Does the company make provision for the storage of raw and high-risk products to ensure that cross-contamination does not occur? Is there a documented procedure for ensuring correct stock rotation?
Louise Holmes/Easenmyne Limited July 2012 184
Has the company a procedure for recording the disposal of out of date stock? Where physical contamination of products is identified, does the company have a set documented procedure for dealing with such contamination? Has the company a procedure for correct handling based on “risk” at the delivery and picking stage of the operation?
Section 12 - Training
Standard to achieve
Yes
No
Have all employees including temporary employees, been trained and or instructed commensurate with their work activities? Is all training documented? Are all persons not employed by the company informed of company policy regarding food safety prior to commencing work?
Declaration:
Louise Holmes/Easenmyne Limited July 2012 185
5.8. Receipt of Goods
Record
Louise Holmes/Easenmyne Limited July 2012 186
RECEIPT OF GOODS RECORD Delivery Date:
Delivery Time:
Name of employee receiving delivery: Product(s):
Supplier:
Delivery Note No:
Number of Pallets: Delivered By:
Delivery temperature: (attach copy)
Comments/Shortages/Overs
Use by date:
Best Before Date:
Visible Damage: YES * NO * (*tick as appropriate) Details of Damage: (Attach Photo)
Accept/Reject: Accept * Reject * (*tick as appropriate) Reasons for rejection:
FerrySpeed Claim Yes * No *
Supplier Yes * No *
Signed _________________________________ Date _____________
Louise Holmes/Easenmyne Limited July 2012 187
5.9. Temperature
Monitoring Record
Louise Holmes/Easenmyne Limited July 2012 188
TEMPERATURE MONITORING RECORDS
Week Beginning: ________/__________/20____ Note: All temperatures are taken as a °C reading
Day Location of
Temp' Obtained Meat Freezer Meat Chiller Preparation/Cutting
Room
Sign/
Print Name
6.45
am
11
am
3.30
pm
6.45
am
11
am
3.30
pm
6.45
am
11
am
3.30
pm
Monday Between Pack
(if applicable)
Air Temp. Via Probe
Unit Display
Tuesday Between Pack
(if applicable)
Air Temp. Via Probe
Unit Display
Wednesday Between Pack
(if applicable)
Air Temp. Via Probe
Unit Display
Thursday Between Pack
(if applicable)
Air Temp. Via Probe
Unit Display
Friday
Between Pack
(if applicable)
Air Temp via probe
Unit display
Louise Holmes/Easenmyne Limited July 2012 189
Day Location
of Temp'
Obtained
Fish Freezer Fish Chiller Filleting/Preparation Room Sign/
Print Name
6.45
am
11
am
3.30
pm
6.45
am
11
am
3.30
pm
6.45
am
11
am
3.30
pm
Saturday Between Pack
(if applicable)
Air Temp.
Via Probe
Unit Display
Sunday Between Pack
(if applicable)
Air Temp.
Via Probe
Unit Display
Comments: DAY Comments Action to be Taken if temperature exceeds tolerances Signature to confirm Action completed
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Louise Holmes/Easenmyne Limited July 2012 190
5.10. Calibration of Probe
Record
Louise Holmes/Easenmyne Limited July 2012 191
CALIBRATION OF PROBE RECORDS
Week Beginning: _________/__________/20
Accuracy Check
Method
Safety Measures
Boiling Point
Place the temperature measuring part of
the probe into a boiling kettle of water.
Wait for temperature reading to become
steady. Record temperature reading in
space below. The temperature reading
should be between 98°C and 102°C
Ensure that the probe has been cleaned
using a sanitised wipe. Take care not to
burn hands with the steam from the kettle.
After recording the temperature allow the
measuring part of the probe to cool
Freezing Point and Below
Place the measuring part of the probe into
a beaker of crushed ice or ice and a small
amount of water. Wait for the temperature
reading to fall and become steady.
Record temperature reading in space
below. The temperature reading should
be between -2°C and +2°C
Ensure that the probe has been cleaned
using a sanitised wipe. Handle ice as little
as possible to avoid ice burns. Sanitize
probe again when accuracy check is
completed.
Date
Hot Reading
Cold Reading
Signature
°C
°C
°C
°C
°C
°C
Action to be taken due to incorrect temperature reading:
Action Completed:
Sign: _____________________________________ Date: _______________________
Note: For Infrared Temperature monitoring devices – follow manufacturers guidelines for
calibration.
Louise Holmes/Easenmyne Limited July 2012 192
5.11. Cleaning Schedules
Louise Holmes/Easenmyne Limited July 2012 193
5.11.1. MEAT DEPARTMENT CLEANING SCHEDULE
Week beginning _______/__________/20
Item to be Cleaned
Day/Date to be
Cleaned
Method of Cleaning
& Products Used
Safety Measures
Person Responsible
Quality Check
Signature/ Print
Name
Freezer
To be swept out using a clean
broom. Ensure all debris is
collected and disposed of in
the refuse bin.
Wear warm protective
over clothing. Sturdy,
non-slip safety shoes &
Gloves. Care must be
taken not to slip & fall.
Ensure door remains
closed.
Chiller
To be swept and washed
thoroughly, including walls,
ceiling, both sides of doors
and handles. Dispose of
debris in Refuse bin. Wash
all surfaces using hot water
with detergent. Use a clean
designated mop/cloth.
Wear warm protective
over clothing. Sturdy,
non-slip safety shoes &
Gloves. Care must be
taken not to slip & fall.
Wet/slippery floor sign
must be visible to other
employees. Ensure door
remains closed.
Loading Bay
To be swept out using a clean
broom. Ensure all debris is
collected and disposed of in
the refuse bin. Wash with
power washer, ensuring that
water flows away into
unblocked gullies.
Ensure that no food items
are present in the loading
bay whilst cleaning takes
place. Display wet floor
sign. Beware of moving
vehicles.
Yard Areas
To be swept out using a clean
broom. Ensure all debris is
collected and disposed of in
the refuse bin. Wash with
power washer, ensuring that
water flows away into
unblocked gullies.
Display wet floor sign.
Beware of moving
vehicles.
Louise Holmes/Easenmyne Limited July 2012 194
Item to be Cleaned
Day/Date to be
Cleaned
Method of Cleaning
& Products Used
Safety Measures
Person Responsible
Quality Check
Signature/ Print
Name
Kitchen/Staff Area inc
shower
Minimum Twice a
week
Clean all surfaces using a
clean designated cloth, hot
water and multipurpose
cleaning agent. Sweep floor,
then wash using a degreaser
or multipurpose cleaning
agent using a dedicated mop.
Display wet floor sign.
Wear rubber gloves;
ensure that no food items
are present during
cleaning. Follow COSHH
Regs.
XXXXXXXXXXXX
XXXXXXXXXXXX
XXXXXXXXXXX
XXXXXXXXXXX
Toilets & Hand wash area
inc. sinks
Ensure Soap and
Toilet rolls are
replenished on a
daily basis.
Minimum 3 times
per week
Clean Toilet using a brush
and effective toiler cleaner
preferably of a
disinfecting/sterilizing nature.
Clean sink using a
multipurpose cleaning agent.
Sweep and mop floor.
Ensure mop is for toilet
area only.
Ensure that protective
rubber gloves are worn.
Care must be taken to
ensure chemicals are not
splashed in to eyes or ingested. Follow COSHH
Regs. Ensure wet floor
sign is visible.
XXXXXXXXXXXX
XXXXXXXXXXXX
XXXXXXXXXXX
XXXXXXXXXXX
Comments:
Signed at close of business on last working day of the week: _________________________ Date: ______________________
Louise Holmes/Easenmyne Limited July 2012 195
5.11.2. Meat Department Equipment Cleaning Schedule Record
Month_______________20 Month End Verification/Checked by___________________________ Date of Signing______________
Frequency
Product to use Method 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th
Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign
Daily
Knives
Detergent &
Disinfectant
Cutting
Boards
Detergent &
Disinfectant
Floor Area
inc under
units
Degreaser
Work
surfaces
Detergent &
Disinfectant
Sinks, taps
and drainers
Detergent &
Disinfectant
Walls
Detergent &
Disinfectant
Weighing
scales
Detergent &
Disinfectant
Cutting bench Detergent &
Disinfectant
Fridge &
Freezer door
& handles
Detergent &
Disinfectant
Vacuum
Packing
Machine
Detergent &
Disinfectant
Chiller Sanitiser
Band Saw Detergent &
Sanitiser
Louise Holmes/Easenmyne Limited July 2012 196
Frequency
Product to use Method 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th
Mincer Detergent &
Sanitiser
Towel &
Soap
dispenser
Detergent &
Sanitiser
Refuse Bins
Detergent &
Sanitiser
Weekly Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign
Chiller
Detergent &
Disinfectant
Freezer
Broom Sweep out
Delivery area
walls
Detergent &
Disinfectant
Delivery
Vehicle
Detergent &
Disinfectant
Floor Traps
and Gullies
Detergent/Degreaser
& Disinfectant
Frequency
Product to use Method 16th 17th 18yh 19th 20th 21st 22nd 23rd 24th 25th 26th 27th 28th 29th 30th 31st
Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign
Daily
Knives
Detergent &
Disinfectant
Cutting
Boards
Detergent &
Disinfectant
Floor Area
Degreaser
Work
surfaces
Detergent &
Disinfectant
Sinks, taps
and drainers
Detergent &
Disinfectant
Walls
Detergent &
Disinfectant
Louise Holmes/Easenmyne Limited July 2012 197
Frequency
Product to use Method 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th
Weighing
scales
Detergent &
Disinfectant
Cutting bench
Detergent &
Disinfectant
Fridge &
Freezer door
& handles
Detergent &
Disinfectant
Vacuum
Packing
Machine
Detergent &
Disinfectant
Chiller Sanitiser
Band Saw Detergent &
Sanitiser
Mincer Detergent &
Sanitiser
Soap and
towel
Dispenser
Detergent and
Sanitiser
Refuse Bins Detergent and
Sanitiser
Weekly Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign Sign
Chiller
Detergent &
Disinfectant
Freezer
Broom Sweep out
Delivery area
walls
Detergent &
Disinfectant
Delivery
Vehicle
Detergent &
Disinfectant
Floor Traps
and Gullies
Detergent/Degreaser
& Disinfectant
Louise Holmes/Easenmyne Limited July 2012 198
Holchem Cleaning Sheet Customer: Easenmyne Issue date: 21st June 2013 Week Commencing:
Area: Butcher Page: 1 of 1
Sun Mon Tue Wed Thur Fri Sat
Ref Item Freq Clean sign
Audit sign
Clean sign
Audit sign
Clean sign
Audit sign
Clean sign
Audit sign
Clean sign
Audit sign
Clean sign
Audit sign
Clean sign
Audit sign
BUT 01 Plastic Curtains Weekly
BUT 03 Trolleys Daily
BUT 04 Floor Daily
BUT 06 Bin Daily
BUT 07 Balance Daily
BUT 08 Kolbe Saw Daily
BUT 09 Vac Packer Daily
BUT 10 Steel tables Daily
BUT 11 Cutting blocks Daily
BUT 16 Wellies Daily
Louise Holmes/Easenmyne Limited July 2012 199
Customer: Easenmyne
Issue Date: 21st
June 2013
Area: All areas
Page: 1 of 1
Holchem Monthly Cleaning Schedule Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec
Ref Item Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Clean Sign
Audit Sign
Production
BUT 05
High Level
BUT 12
Walls
Chiller
BUT 02
Shelving in Chiller
BUT 12
Walls
Freezer
BUT 02
Freezer Racking
BUT 12
Walls
Store
BUT 13
Warehouse - Floor
BUT 12
Walls
Louise Holmes/Easenmyne Limited July 2012 200
Cleaning Training Cards
Louise Holmes/Easenmyne Limited July 2012 201
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5.12. Vehicle Cleaning &
Maintenance Schedule
Louise Holmes/Easenmyne Limited July 2012 218
VEHICLE CLEANING AND MAINTENANCE SCHEDULE
Week Beginning: ________/__________/20
Vehicle
No/Registration
Drivers’
Name
Date
Cleaned
inside
Method inc.
Safety measures
Date
Cleaned
Outside
Method inc.
Safety
Measures
Water
Check
Tyres Oil
Check
Quality
Check
Signature/
Print Name
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Louise Holmes/Easenmyne Limited July 2012 219
Vehicle
No/Registration
Drivers’
Name
Date
Cleaned
inside
Method inc.
Safety measures
Date
Cleaned
Outside
Method inc.
Safety
Measures
Water
Check
Tyres
Check
Oil
Check
Quality
Check
Signature/
Print Name
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Louise Holmes/Easenmyne Limited July 2012 220
Vehicle
No/Registration
Drivers’
Name
Date
Cleaned
inside
Method inc.
Safety measures
Date
Cleaned
Outside
Method inc.
Safety
Measures
Water
Check
Tyres
Check
Oil
Check
Quality
Check
Signature/
Print Name
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Louise Holmes/Easenmyne Limited July 2012 221
Vehicle
No/Registration
Drivers’
Name
Date
Cleaned
inside
Method inc.
Safety measures
Date
Cleaned
Outside
Method inc.
Safety
Measures
Water
Check
Tyres
Check
Oil
Check
Quality
Check
Signature/
Print Name
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Louise Holmes/Easenmyne Limited July 2012 222
Vehicle
No/Registration
Drivers’
Name
Date
Cleaned
inside
Method inc.
Safety measures
Date
Cleaned
Outside
Method inc.
Safety
Measures
Water
Check
Tyres
Check
Oil
Check
Quality
Check
Signature/
Print Name
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Louise Holmes/Easenmyne Limited July 2012 223
Vehicle
No/Registration
Drivers’
Name
Date
Cleaned
inside
Method inc.
Safety measures
Date
Cleaned
Outside
Method inc.
Safety
Measures
Water
Check
Tyres Oil
Check
Quality
Check
Signature/
Print Name
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Minimum
3 times a
week
Sweep out using broom.
Wash with detergent &
hot water/sanitizer.
Rinse and allow to dry.
Follow COSHH Regs
Wash using pressure
washer. Caution
where moving
vehicles are
concerned
XXXXXXX
XXXXXXX
XXXXXXX
Signed at close of business on last working day of the week: _________________________ Date: ______________________
Louise Holmes/Easenmyne Limited July 2012 224
5.13. Pest Control Record
Louise Holmes/Easenmyne Limited July 2012 225
PEST CONTROL RECORD
Date Reported:
Time Reported:
What was observed?
Location:
Reported by:
Time & Date investigated:
Pest & Evidence Identified:
Action to be taken:
TO BE ADVISED contacted? YES * NO *
(*tick as appropriate)
Comments:
Signed_____________________________ Date _____________________________
Louise Holmes/Easenmyne Limited July 2012 226
5.14. Maintenance Record
Louise Holmes/Easenmyne Limited July 2012 227
Maintenance Record
Company Name of Contracted Engineer:
Name of Engineer:
Date of Work carried out:
Time Commenced: am/pm Time Concluded: am/pm
Equipment/Area being maintained:
Has the Contacted Engineer signed and understood the Company‟s requirements regarding food
safety?
YES NO
Is the Maintenance work:
Standard Review
Corrective Action Due to Fault
Nature of Fault:
Engineers Comments:
Signed (Engineer) ……………………………………. Date: ………………………….
A.E.Surcouf & Sons Ltd Representative: ……………………………. Date: ………………….
Louise Holmes/Easenmyne Limited July 2012 228
5.15. Engineers & Contractors
Safety Guidance Form and
Butchers Entry Heath
Questionnaire
Louise Holmes/Easenmyne Limited July 2012 229
Engineers & Contractors Safety Guidance Form As part of our commitment to Quality and Food Safety, it is a company requirement that all Engineers and
Contractors working within the food premises, reads, understands and signs for acceptance for maintaining
and demonstrating good Hygiene and Health and Safety practices whilst on the premises.
It is a requirement that:
You must inform a member of the management team if you have suffered or suspect that you have
food poisoning, or food poisoning symptoms, i.e. sickness and diarrhoea.
You frequently wash your hands, especially after smoking, using the toilet and using chemicals.
You must report to the management if you suspect that you have contaminated any foodstuffs during
your working activities. Contamination may take the form of chemical, foreign bodies or bacterial.
Doors to temperature-controlled equipment must be kept closed at all times.
You do not smoke in a food room.
You practice good housekeeping in all areas of the unit.
You clean up any spillages and debris created through your work.
You practice good Health and Safety techniques at all time. For example; adhere to the COSHH
regulations, follow correct manual handling techniques, place wet floor signs in areas that may
become slippery, use step ladders correctly and assess the risk of any activity that may cause injury
to yourself or any person within the vicinity.
You wear protective clothing should the task require it.
You report to the management if you suspect that there may be a pest infestation.
Any accidents that occur on the premises must be reported to a member of the management team.
First aid provisions are available should they be required.
If you discover a fire, you must raise the alarm. Dial 999 for the emergency services, break the
break glass point and inform a member of the management team.
You must assemble at the fire assembly point should the fire alarms be raised. The assembly point is
at the top car park.
I declare that I will abide by the above guidance notes and will not put myself or any other person at risk
whilst on the premises.
Signed (Engineer) ……………………………………… Date ………………………
Company Name ………………………………………………………………………..
Verified by ………………………………………… of A.E.Surcouf & Sons Ltd
Louise Holmes/Easenmyne Limited July 2012 230
Butcher‟s Entry Health Questionnaire
Butchery (Must be completed before entering the butchery premises)
Health Questionnaire
Yes No
1. Have you now, or have you over the last seven days, suffered from diarrhoea and
/or vomiting?
2. At present, are you suffering from:
I. Skin trouble affecting hands, arms or face?
II. Boils, styes or septic fingers?
III. Discharge from eye, ear or gums/mouth?
3. Do you suffer from:
I. Recurring skin or ear trouble?
II. A recurring bowl disorder?
4. Have you ever had, or are you now known to be a carrier of, typhoid or paratyphoid?
5. In the last 21 days have you been in contact with anyone, at home or abroad, who may be
suffering from typhoid or paratyphoid?
Name:
Signed: Date: / /
Keep completed forms on Health Questionnaire files
Louise Holmes/Easenmyne Limited July 2012 231
5.16. Customer Complaint
Record
Louise Holmes/Easenmyne Limited July 2012 232
CUSTOMER COMPLAINT RECORD
Date:
Time:
Received by:
Complainant’s name and address:
Post code: Telephone Number:
Product subject to complaint:
Best Before Date: Batch Number:
Date of delivery of product to complainant:
Time of delivery:
Invoice number:
Manufacturer of Product:
Delivery date of product to A.E.Surcouf & Sons Ltd:
Further Action:
1. Attach to this record all copies of:
(*tick when completed)
a) Order from Complainant
b) Invoice for goods delivered
c) Manufacturer‟s product specifications
d) Copies of delivery of product to A.E.Surcouf & Sons Ltd
e) Copies of temperature control inc delivery temperature records
Specific action to be decided by the management:
(*tick as appropriate)
Louise Holmes/Easenmyne Limited July 2012 233
Product to be uplifted from customer? YES * NO *
(attach copy of uplift note)
Product recall procedures to be put into operation? YES * NO *
Result of Customer Complaint:
Signed _____________________________ Date____________________________
Louise Holmes/Easenmyne Limited July 2012 234
5.17. Allegation of Food
Poisoning Record
Louise Holmes/Easenmyne Limited July 2012 235
ALLEGATION OF FOOD POISONING RECORD
Date:
Time:
Allegation Received by:
Complainant’s name and address:
Post code: Telephone Number:
NOTE: For group incidents, a separate form must be completed for each customer’s allegation.
Food item thought to have cause the alleged poisoning:
Brand:
Date of delivery to complainant of food item:
Invoice Number:
Time of Delivery:
Meal consumed by complainant’s customer:
Time of consumption: Date of consumption:
Nature of alleged poisoning:
Symptoms Date of onset Time of onset Duration
Nausea
Vomiting
Diarrhoea
Abdominal pain
Other symptoms:
Louise Holmes/Easenmyne Limited July 2012 236
Has an EHO been contacted? YES NO
Has the Complainant’s customer contacted a doctor?
YES NO
Further Action:
1. Attach to this record all copies of:
(*Tick when completed)
a) Order from Complainant
b) Invoice for goods delivered
c) Manufacturer‟s product specifications
d) Copies of temperature control inc delivery temperature records
e) Copies of delivery of product to A.E.Surcouf & Sons Ltd
Specific action to be decided by the management:
Product recall procedures to be put into operation? YES NO
(tick as appropriate)
Result of allegation of food poisoning:
Signed ________________________________ Date __________________________
Louise Holmes/Easenmyne Limited July 2012 237
5.18. Product Recall Record
Louise Holmes/Easenmyne Limited July 2012 238
PRODUCT RECALL RECORD
Date
Time
Information received from:
Food to be recalled:
The above food is subject to a:
1. Trade Withdrawal *
2. Food Hazard Warning *
3. Emergency Control Order *
(*tick as appropriate)
Brand Name:
Manufacturer:
Country of Origin:
Importer:
Code/Other Batch Mark:
Pack Weight/Size:
Reason for Action:
Emergency Action:
NO FURTHER DELIVERIES OF THIS PRODUCT ARE TO BE ACCEPTED OR DELIVERED
UNTIL THIS NOTICE IS CANCELLED. ALL PRODUCT CURRENTLY STORED AT THIS
UNIT (A.E.SURCOUF & SONS LTD) IS TO BE HELD IN THE: (*Tick as appropriate)
Louise Holmes/Easenmyne Limited July 2012 239
OUT OF DATE STOCK BAY *
HOLDING / ICE CREAM FREEZER *
UNTIL FURTHER NOTICE OR UNTIL DISPOSAL/RETURN TO MANUFACTURER HAS
BEEN AGREED.
ENSURE THAT UNSOUND FOOD SIGN IS VISIBLE AT HOLDING AREA
Action to be taken in respect of any stocks of the above food already delivered to customers: (* tick when completed)
1. Trace stock *
2. Check date of last “goods in” delivery *
3. Check batch number *
4. Ascertain customers who have received product *
(attach list to this record)
5. Contact those customers who have received product *
6. Issue uplift note *
7. Collect recalled goods and place in holding area *
(as detailed above)
Final Result of recall:
Signed____________________________ Date_________________________
Louise Holmes/Easenmyne Limited July 2012 240
5.19. Stock Wastage Record
Louise Holmes/Easenmyne Limited July 2012 241
STOCK WASTAGE RECORD
Date
Item
Unit Size
Quantity
Unit Price
Value
Reason for
wastage
Signed/ Print
Name
:
:
:
:
:
:
:
:
:
:
:
:
:
:
Louise Holmes/Easenmyne Limited July 2012 242
5.20. EHO Inspection of
Vehicle in Transit Record
Louise Holmes/Easenmyne Limited July 2012 243
EHO INSPECTION OF VEHICLE IN TRANSIT - RECORD
Date:
Time of Inspection:
Vehicle Registration:
Driver’s Name:
Enforcement officers’ details: EHO / TSO * (*Delete as appropriate)
Name of officer: _______________________________________________________
Authority: States of Jersey Environmental Health (Delete as appropriate)
Address: _____________________________________________________________
_____________________________________Telephone: ________________________
Details of Inspection:
Purpose of Inspection: Routine hygiene inspection
Food Complaint investigation
Problems identified:
Areas in compliance:
Louise Holmes/Easenmyne Limited July 2012 244
5.21. Visit by an EHO
Record
Louise Holmes/Easenmyne Limited July 2012 245
VISIT BY AN ENVIRONMENTAL HEALTH OFFICER RECORD
Date:
Time of Visit:
Person accompanying the EHO:
Enforcement officers’ details: EHO / TSO * (*Delete as appropriate)
Name of officer: _______________________________________________________
Authority: States of Jersey / Jersey Environmental Health (delete as appropriate)
Address: _____________________________________________________________
_____________________________________Telephone: ________________________
Details of Visit:
Purpose of visit: Routine hygiene inspection
Food Complaint investigation
Problems identified:
Areas in compliance:
Louise Holmes/Easenmyne Limited July 2012 246
Samples taken: YES * NO *
(*Delete as appropriate)
Details of samples taken:
Orders/ Notices served on premises: YES * NO*
(if yes, attach copy)
Advice sort: YES * NO *
Details of advice given:
Action by premises as a result of the visit:
Action Completed:
Signed ________________________________ Date ___________________________
Louise Holmes/Easenmyne Limited July 2012 247
5.22. Internal Audit
Louise Holmes/Easenmyne Limited July 2012 248
QUALITY AND H.A.C.C.P. POST AUDIT
REVIEW ACTION PLAN
Completed By: _______________________________________________________
Date Completed: _________________________ Time: _____________________
Section Action By Whom By When
Louise Holmes/Easenmyne Limited July 2012 249
Section Action By Whom By When
All of the above action points have been completed and implemented into the operation.
Verification Signature ___________________________ Date ___________________
Louise Holmes/Easenmyne Limited July 2012 250
5.23. Quality & H.A.C.C.P.
Review Action Plan
Louise Holmes/Easenmyne Limited July 2012 251
QUALITY ASSURANCE AND H.A.C.C.P. REVIEW
ACTION PLAN
Completed By: _______________________________________________________
Date Completed: _________________________ Time: _____________________
Section Action By Whom By When
Louise Holmes/Easenmyne Limited July 2012 252
Section Action By Whom By When
All of the above action points have been completed and implemented into the operation.
Verification Signature ___________________________ Date ___________________
Louise Holmes/Easenmyne Limited July 2012 253
5.24. Confidential Pre-
Employment Health
Questionnaire
Louise Holmes/Easenmyne Limited July 2012 254
CONFIDENTIAL PRE-EMPLOYMENT HEALTH
QUESTIONNAIRE
Post Applied For: _______________________________________________________
Department: ____________________________________________________________
Surname: _____________________ Forename(s) _____________________________
(Mr./Miss/Ms/Mrs*) Please delete as appropriate
Date of Birth: ____/____/_____ Telephone Number: _______________________
Address: _______________________________________________________________
__________________________________________________Post Code: ____________
Name & Address of GP: __________________________________________________
______________________________________________________________________
Have you suffered from any of the following? Please provide details continuing, if
necessary, on a separate sheet.
1. Any skin diseases
2. Discharge or infection of the ears or hearing defect
3. Asthma or hay fever of sufficient severity to require time off work
or school
4. Any allergies (including sensitivity to antibiotics or other drugs)
5. Recurrent sore throats or sinusitis
6. Bronchitis or pneumonia
7. Tuberculosis
8. Heart disease or high blood pressure
9. Headache or migraine requiring time off work or school
YES
NO
Louise Holmes/Easenmyne Limited July 2012 255
10. Fits, blackouts or epilepsy
11. Depression, nervous breakdown or mental illness: psychiatric
treatment, including anorexia
12. Backache or sciatica requiring time off work or school
13. Rupture, varicose veins or foot ailments
14. Indigestion or stomach pain requiring time off work or school
15. Kidney or bladder infection
16. Eye disease, injury or significant defect of vision not corrected
by spectacles
17. Diabetes
18. Serious injury or operation. Have you ever been admitted to
hospital, if yes give details below:
YES NO
19. Roughly how many days have you had off work or school for illness over the past
two years?
Days: _______________ Months: ___________________ Years: ____________
Briefly state reason(s): _______________________________________________
20. Are you regularly receiving injections, pills, tablets or medicines from a doctor? If
so give details:-
_____________________________________________________________________
21. What is your height? ______________ And weight? _____________________
Louise Holmes/Easenmyne Limited July 2012 256
22. Please record the last date (if known) that you received immunisation for:
TETANUS ___________________
POLIOMYELITIS (POLIO) ___________________
RUBELLA (GERMAN MEASLES) ___________________
HEPATITIS B ___________________
TB ___________________
DATE OF LAST CHEST X-RAY ___________________
I understand and acknowledge that should I knowingly make a false statement
regarding my medical history either in answering the above questions or to any medical
examiner, or should I conceal wilfully any material fact, I will, if engaged, be liable to
have my contract terminated. In the event of any health queries I consent to my
General Practitioner supplying relevant information to the Medical Examiner.
Signed: _________________________ Print Name: __________________________
Date: __________________________
Louise Holmes/Easenmyne Limited July 2012 257
5.25. Confidential
Supplementary Pre-
Employment Health
Questionnaire
Louise Holmes/Easenmyne Limited July 2012 258
CONFIDENTIAL SUPPLEMENTARY
PRE-EMPLOYMENT QUESTIONNAIRE
Post Applied For: _______________________________________________________
Department: ____________________________________________________________
Surname: _____________________ Forename(s) _____________________________
(Mr./Miss/Ms/Mrs*) Please delete as appropriate
Date of Birth: ____/____/_____ Telephone Number: _______________________
Address: _______________________________________________________________
__________________________________________________Post Code: ____________
Name & Address of GP: __________________________________________________
________________________________________________________________________
Have you ever had any of the
following?
YES/NO
If Yes:
How long off
work
Name of doctor
and hospital
Typhoid, Paratyphoid or Enteric
fever?
Food Poisoning?
Suspected Food Poisoning?
Dysentery?
Persistent Diarrhoea or infection of
the bowels?
Tuberculosis?
Tropical Disease, e.g. Hookworm,
Bilharzia, etc?
Louise Holmes/Easenmyne Limited July 2012 259
Have you suffered from any of
the following within the past two
years:
YES/NO
If Yes
How long off
work
Name of doctor
and hospital
Chronic Bronchitis with spit?
Diarrhoea and/or vomiting for more
than two days?
Skin rash or any skin disease?
Recurrent boils/septic fingers?
Discharge from the ear?
Discharge from the eye?
Discharge from the nose?
Have you lived or been abroad in the last ten years?
If yes: Where and When? ______________________________
_____________________________________________________
YES/NO
I declare that all of the above statements are true and complete to the best of my
knowledge and belief.
Signed: __________________________ Print Name: ________________________
Date: ____________________________
Louise Holmes/Easenmyne Limited July 2012 260
5.26. Confidential Sickness
& Holiday Review Health
Questionnaire
Louise Holmes/Easenmyne Limited July 2012 261
CONFIDENTIAL SICKNESS AND HOLIDAY REVIEW
HEALTH QUESTIONNAIRE
Surname: _____________________ Forename(s) _____________________________
Address: _______________________________________________________________
__________________________________________________Post Code: ____________
Name & Address of GP: __________________________________________________
HOLIDAYS ONLY: Countries Visited _____________________________________
YES NO
1a. Since you have been away, have you suffered from sickness,
Diarrhoea or any stomach disorder?
1b. Have you had any “flu like” symptoms in the last 48 hours?
2. Have you been in contact with anyone with Typhoid,
Paratyphoid, Cholera, Dysentery, Salmonella infection, Gastro-
enteritis, or any of the symptoms in 1a and 1b?
3a. Are you suffering from any infectious conditions of the skin,
nose, throat, eyes or ears?
3b. Have you suffered from any of these conditions since you
have been away?
Signature of employee: __________________ Date: ____________________
Job Title: ________________________________________________________
Line Managers signature: _______________________ Date: ____________
Louise Holmes/Easenmyne Limited July 2012 262
5.27. Employee Training
Records
Louise Holmes/Easenmyne Limited July 2012 263
EMPLOYEE TRAINING RECORDS
Name of Employee: _________________________ Start Date: ________________
Department: ___________________________________________________________
Training
Carried Out
Date of
Training
Employees
Signature
Trainers/Supervisors
Signature
Induction
Health & Safety
Fire Procedures
COSHH
Manual Handling
Personal Hygiene
Roles and
Responsibility
Cleaning
Procedures
Foundation
Certificate in Food
Hygiene
Annual Food
Hygiene Refresher
Louise Holmes/Easenmyne Limited July 2012 264
Training
Carried Out
Date of
Training
Employees
Signature
Trainers/Supervisors
Signature
Annual Health &
Safety Refresher
Annual Food
Hygiene Refresher
Annual Health &
Safety Refresher
Annual Food
Hygiene Refresher
Annual Health &
Safety Refresher
Intermediate Food
Hygiene
Advanced Food
Hygiene
Fork Lift
Training
DSE (Display
Screen) Training
Motorized
Palletizer Training
Louise Holmes/Easenmyne Limited July 2012 265
Training
Carried Out
Date of
Training
Employees
Signature
Trainers/Supervisors
Signature
Louise Holmes/Easenmyne Limited July 2012 266
5.28. Employee H.A.C.C.P.
& Quality Training
Handbook
Louise Holmes/Easenmyne Limited July 2012 267
A.E.Surcouf & Sons
Ltd
H.A.C.C.P. & Quality
Training Handbook
Louise Holmes/Easenmyne Limited July 2012 268
An Introduction to Quality & H.A.C.C.P.
H.A.C.C.P. and Quality assurance are two individual systems that enable a company to
evaluate their procedures, monitor their effectiveness and implement corrective action
and procedures to enhance and rectify their established systems.
A.E.Surcouf & Sons Ltd has created this manual which looks at both systems and each
are applied into the business simultaneously. Indeed Quality assurance in relation to a
food business must incorporate the principals of H.A.C.C.P. for it to be fully effective. It
is because of this that this single manual has been produced which provides seamless
evidence of our commitment to quality in all that we do, supply and deliver, with the
added bonus of ensuring and knowing that the food safety of our products is of
paramount importance.
Quality assurance is not a legal obligation, nor is the documented evidence of a hazard
analysis. However, it is an excellent example of best practice and provides all of us with
quality standards, to which we must perform, which, in turn should ensure quality of
products, service and value for all of our customers. Further more, this manual and the
way in which we carryout our daily tasks; with quality and safety in mind, ensures that
A.E.Surcouf & Sons Ltd has a documented system of providing an “all due diligence
defence”.
What do we mean by Quality?
Quality assurance is:
A proactive approach to quality services, systems and products, which attempts at getting
things right first time. By setting standards for all stages of the operation and having the
back up of an effective evaluation, monitoring and corrective system should ensure the
objective is met and exceeded at every opportunity. Within the Quality systems, it is
identified that all persons connected with the company, whether they be suppliers,
employees, consultants and of course the Directors and Management, have a vital part to
play in delivering and maintaining a quality assurance system within the food business.
For the purpose of Quality for our Company, Standards of Performance and procedures
have been set which covers all aspects of the food handling operation. These can be
found in Part Four of the manual.
Louise Holmes/Easenmyne Limited July 2012 269
What do we mean by H.A.C.C.P.?
Under current EU and states of Jersey Legislation it states that a food business must:
Be able to demonstrate traceability of food items
Produce and maintain a documented food safety management system
based on the Hazard Analysis by Critical Control Point (HACCP)
principals.
Adhere to food hygiene training requirements
The system used to satisfy this requirement is called H.A.C.C.P. This abbreviation stands
for:
HAZARD ANALYSIS CRITICAL CONTROL POINT.
H.A.C.C.P. is based on the following principals:
1. Analysis of the potential food hazards in the operation.
2. Identification of those points in the operation where the hazards may
occur.
3. Deciding which of the points identified are critical to ensuring food
safety.
4. Identifying and implementing effective control and monitoring
procedures at those critical points.
5. Review of the system periodically and whenever the operation
changes.
We shall be looking at the operation here at A.E.Surcouf & Sons Ltd, right from the
importation of food products through to the delivery of those products to our customers.
As a member of staff working in a food business, you should understand the food safety
hazards involved at each stage and be able to eliminate such hazards by the
implementation of control procedures and the appropriate corrective action. For
example; if the potential hazard is growth of bacteria in food during
Chilled storage, appropriate control measures would be to ensure that the items of food
are refrigerated immediately, that they are received at the correct temperature, the items
have the correct “use by date” and that refrigeration equipment is operating continuously
at the correct temperature.
Louise Holmes/Easenmyne Limited July 2012 270
At this stage procedures for monitoring the control points must be decided upon. These
monitoring points can be as simple as visual checks, using a temperature probe or
electronic temperature monitoring device and ensuring that food items are stored within a
specified amount of time upon receipt.
H.A.C.C.P. is very much a system of checking and recording the evidence found. It is an
on-going procedure which has to become part of the fundamental operational procedures
of the business which in turn will assist in establishing a “due diligence” defence.
This document has been designed to give you the tools and information to carry out
correct working practices in line with current legislation and company policies, which, if
undertaken on a daily basis, will ensure food safety for all of our customers.
Contaminants & Hazards
There are three main types of contaminants, which are classed as food hazards:
Microbiological – Pathogenic bacteria, Viruses, moulds or toxins
Physical/Foreign Bodies - hair, insects, glass, metal and packaging
Chemicals – pesticides, grease, fumes and detergents
These can get onto or into the food, via Cross-contamination or by actual contamination.
Cross-contamination is the transfer of organisms from food or equipment
to other food e.g. between raw and cooked and high risk food For example:
Pathogenic bacteria being transferred from raw contaminated fish to a
cooked lobster.
Contamination is the adulteration of food by microbiological pathogens,
chemicals, foreign materials, spoilage organisms etc. which may affect or
compromise the wholeness and safety of the food item for example, fish
being sourced and farmed from contaminated water.
Louise Holmes/Easenmyne Limited July 2012 271
3.1.1 Microbiological Contamination
Cause and source
Microbiological organisms, such as viruses and pathogens are microscopic living cells,
which are undetected by the human eye. Moulds however, are only visible when they
grow as colonies either on or in the food.
Microbiological contamination is most likely to occur due to incorrect temperature
control, contaminated food items (usually raw products), cross contamination, infected
food handlers and poor personal hygiene, pest infestations, insufficient cleaning
practices, poor stock rotation and in correct disposal of unsound food.
Effects
Generally bacteria, viruses, toxins and moulds produce different affects:
Pathogenic Bacteria cause illness
Moulds can cause spoilage and illness
Viruses cause illness
Toxins cause illness
More specifically:
Bacteria Source
Symptoms Caused
Salmonella
Raw meat, milk,
poultry and eggs.
Carriers of the
infection, pets,
rodents, terrapins,
sewerage/water
Abdominal pain, diarrhoea,
vomiting and fever.
Dehydration caused by the
above.
Clostridium perfringens
(produces a toxin)
Animal and human
excreta, soil, dust,
insects and raw meat
Abdominal pain and diarrhoea,
vomiting is rare.
Louise Holmes/Easenmyne Limited July 2012 272
Staphylococcus aureus (produces a toxin in the
food)
Human nose, mouth,
skin, boils and cuts.
Raw milk from cows
and goats with
mastitis
Abdominal pain, vomiting,
subnormal temperature
Vibrioparahaemolyticus
Seafood
Diarrhoea, vomiting, fever,
abdominal pain and dehydration
Bacteria
Source
Symptoms Caused
Clostridium botulinum (produces a toxin in the
food)
Soil, fish, meat,
vegetables
Double vision, breathing
difficulties, paralysis, likely
death.
Bacillus cereus (produces
a toxin in the food)
Cereals, rice, dust,
soil
Vomiting, abdominal pain and
some diarrhoea
E.coli (produces an
infection and toxin)
Human sewerage,
water, raw meat and
fish
Abdominal pain, fever, diarrhoea
and vomiting
Campylobacter enteritis
Animals and wild
birds, uncovered
waste tanks, raw
poultry, meat and
milk. Person to
person spread
Bloody diarrhoea, headache,
fever, nausea, abdominal pain,
weight loss
Moulds/ fungus Source Symptoms
Aspergillus (mould)
produces Aflotoxins
Peanuts and cereal
grains stored in damp
conditions.
Potent carcinogenic, may cause
liver failure and kidney failure
Poisonous
mushrooms/fungi
Incorrect selection of
poisonous
mushrooms, which
may look like the
wholesome variety
Vomiting, acute stomach pains,
nausea.
Louise Holmes/Easenmyne Limited July 2012 273
Virus
Source
Symptoms
Gastro-enteritis
Infected food
handlers, poor
personal hygiene
Very similar to food poisoning –
vomiting, diarrhoea, fever,
headache etc
Hepatitis A
Infected water,
infected humans,
poor personal
hygiene
Jaundice, malaise, abdominal
pain, fever
3.1.2 Physical Contamination
Cause and Source
Physical contaminants may find its way into the food items by:
Incorrect monitoring procedures at the manufacturers or product
production site.
Through torn packaging
Pest infestations
Sabotage by disgruntled employees
Originate from the building, structure or equipment
Through the cleaning process
Via the activities of maintenance personnel
Being naturally present e.g. stalks in vegetables, bones in fish and
poultry etc.
Incorrect personal hygiene and dress code by employees
Affects
Some foreign bodies may be considered as a serious health hazard such as glass, stones,
wire or rodent droppings, which may result in cut mouths, dental damage, choking or
illness.
It is safe to say that contamination by extraneous matter will cause customer
dissatisfaction and may result in bad publicity. The impact on the business can be
disastrous leading to, in the very worst scenario, loss of product confidence and even
company viability.
Louise Holmes/Easenmyne Limited July 2012 274
3.1.3 Chemical Contamination
Cause and Source
Chemicals and chemical products may enter foodstuffs during:
Growth, for example, veterinary drugs, fertilizers, pesticides and
environmental contaminants such as lead, diesel from fishing boats.
Processing, for example, oil, cleaning chemicals and insecticides.
Transport as a result of spillage or leakage
The use of unsafe packaging, such as plasticizers leaking from the
packaging
Affects
Chemicals may cause acute poisoning or cause long-term illness such as cancer and
blood poisoning.
Controls and Preventative Measures
Control measures for hazards that may affect the food via processes within the business
have to be monitored and corrective action applied to ensure food safety. Below are
control measures recommended to be implemented into the food business to ensure
minimal possibility of the occurrence of Bacterial, Physical and Chemical Contamination.
Louise Holmes/Easenmyne Limited July 2012 275
3.2.1 Control Measures for Possible Bacterial Contamination
Bacteria Control Measures
Salmonella
Heat treatment of animal feed. Hygienic
slaughter. Good personal hygiene and detect
carriers. Separate areas for raw and cooked.
Ensure food coverage. Use nominated accredited
suppliers. Effective cleaning and pest control.
Use pasteurised products only.
Clostridium perfringens (produces
a toxin)
Good Personal hygiene. Separate raw and
cooked. Effective cleaning, correct storage, and
pest control.
Staphylococcus aureus (produces a
toxin in the food)
Exclude personnel with colds, septic cuts, boils
and wounds. Correct personal hygiene and
implement staff heath questionnaire. Continuous
hand washing.
Vibrioparahaemolyticus Use nominated suppliers. Effective temperature
controls. Avoid cross contamination.
Clostridium botulinum (produces a
toxin in the food)
Use nominated suppliers; correct checking of all
canned produce. Discard damaged cans and label
accordingly. Strict control of handling smoked
fish and store in freezer. Source fish from non
contaminated water
Bacillus cereus (produces a toxin in
the food)
Correct washing of produce. Rapid cooling and
heating. Temperature controls.
E.coli (produces an infection and
toxin)
High standards of hygiene. Avoid cross
contamination. Temperature control. Safe
sewerage and separate water for drinking and
operational use.
Campylobacter enteritis
Effective pest control. Cover all water storage
tanks and check regularly. Exclude infected
persons. Avoid cross contamination. Use
accredited suppliers.
Louise Holmes/Easenmyne Limited July 2012 276
3.2.2 General Control Measures for Bacterial,
Chemical and Physical Contamination
Temperature control checks
Use sensory checks; smell visual, texture etc.
Use reputable nominated accredited suppliers, and obtain their
H.A.C.C.P. documentation as guarantee of their quality assurance
systems in place.
Store chilled and frozen food immediately on receipt
Effective stock rotation and check date coding
Maintain personal hygiene and exclude potential carriers
Eradicate cross – contamination
Reject and segregate damaged deliveries. Label accordingly
Maintain and review effective pest control procedures
Keep unfit food and chemicals away from stored food
Keep high risk food and raw food separate
Effective cleaning of delivery vehicles, premises and equipment
Ensure all containers are washed and disinfected
Control cleaning materials and keep away from food items and areas
Remove waste and refuse from the unit and store away from food. Waste
must be stored in suitable receptacles and collected regularly for disposal
Control visitors and maintenance workers in high risk areas
Ensure hygiene practices apply to all personnel including management
Frequent inspection and auditing of the unit
Train all staff and monitor their performance. Coach where necessary.
Louise Holmes/Easenmyne Limited July 2012 277
H.A.C.C.P. Generic Flowchart – Diagram 2
The first stages in identifying the critical control points within the operation here at
A.E.Surcouf & Sons Ltd is to identify the route or journey in which our products take
from our suppliers through to delivery to our customers. By analysing each stage and
ascertaining how much risk is involved at each point, it is then possible to determine if
the stage should be considered a Critical Control Point.
This flowchart covers the route that the fish and seafood items undertake from suppliers
through to delivery. The relevant Critical Control Points have been indicated for each
stage of the process.
Supplier/Importation
CCP 1
Receipt
CCP 2
Storage
CCP 3
Picking
CCP 4
Storage CCP3
(Transportation)
CCP 3
Preparation/Cutting
CCP 5
Storage CCP 3
Vacuum packing /
Wrapping/labelling
CCP 5
Delivery CCP 4
Storage CCP 3 Picking CCP4
Louise Holmes/Easenmyne Limited July 2012 278
Risk Factors, Food Categories and Flowcharts
To provide some uniformity to the H.A.C.C.P. system, all food items sold by
A.E.Surcouf & Sons Ltd have been divided up into four different categories.
Fresh Meat
Fresh Poultry
Offal
Mince, Sausages and Burgers
Each food category has a risk factor attached to it. The purpose of this is to identify
whether the food items are high, medium or low risk. Where a product is high risk, extra
precautions must be implemented and practiced to ensure the products safety.
For each category of food, there is a corresponding flowchart, which identifies the food
items journey from suppliers to delivery to our customers. Each stage within the process
has been allocated a CCP number, (see Generic Flowchart, Diagram 2) and a list of
potential hazards associated with the product. In order for the food item not to become
contaminated by the hazards, control measures must be adhered to. We will be able to
check whether the control measures are having a positive effect by checking the evidence
against the monitoring procedures. If all else fails and the product does become, or is
contaminated, a list of corrective action points has been inserted to ensure that the food
item does not become injurious to health for the potential consumer and where
appropriate, the product is withdrawn from service.
The H.A.C.C.P. forms and food categories should be used for the research of additional
information regarding the safety of the product. Where an employee needs to find out
this information, he or she should find the category of the food item from the list, look for
the risk factor and then ascertain which flowchart corresponds with the food item. He or
she should then look at the corresponding flowchart to obtain the relevant information.
The flowcharts should not be removed from the manual; however, copies may be made
for the personal use of employees whilst on company premises.
Louise Holmes/Easenmyne Limited July 2012 279
Food Categories and Associated H.A.C.C.P. Flowchart Nos.
Flowchart No. 1 = Fresh Meat
Flowchart No. 2 = Fresh Poultry
Flowchart No. 3 = Mince, Sausage and Burgers
Flowchart No. 4 = Offal
Food Category Risk Factor H.A.C.C.P.
Flowchart No.
Fresh Meat 1
Fresh Poultry 2
Mince, Sausages and Burgers 3
Offal 4
Louise Holmes/Easenmyne Limited July 2012 280
3.5. H.A.C.C.P. Flowcharts
3.5.1 H.A.C.C.P. Flowchart Number 1 - Fresh Red Meat
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier 1 Microbiological,
salmonella,
Campylobacter etc
parasitic, chemical,
possibility of
physical/foreign body
contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations
/Veterinary
procedures
Use reputable
suppliers and
ensure suppliers
conform to current
legislation/best
practice for
transportation and
production.
Historic checks of
quality from
suppliers. Absence
of customer
complaints. Regular
inspection of
suppliers.
If unsatisfied state your
requirements with
regards to safety &
quality. Refrain from
using the supplier in the
future, or until a
guarantee can be given
Importation
(If applicable)
1 Microbiological,
salmonella,
Campylobacter etc
Parasitic, chemical,
possibility of
physical/foreign body
contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures
Satisfactory
completion of
importers Safety
Self Audit
Questionnaire.
Obtain H.A.C.C.P.
& Quality systems
in place. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Inspect holding
areas at docks &
transportation
vehicles. Obtain
temperature
records for goods
imported (if
applicable). Use
only accredited
importers.
Historic checks of
quality & reliability
from importers.
Absence of customer
complaints. Regular
inspection of holding
areas & vehicles.
Monitor temperature
records. Check
boarder verification
document and animal
origin authenticity.
If unsatisfied state your
requirements with
regards to safety &
quality. Refrain from
using the importer in
the future, or until a
guarantee can be given.
Receipt
2 The presence of
pathogens (as above),
harmful chemicals
and foreign body
contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures.
Damaged packaging,
poor quality stock,
Visual inspection.
Check dates and
quality of product
and intact
packaging. Rapid
transfer to storage
1°c - 5°C max
preferably 4°C.
Check delivery
temperature
records (if
applicable)
Check delivery
vehicles, non-
destructive
temperature checks
(if applicable), visual
& sensory checks,
and staff training.
Ensure rapid storage.
Reject products after
inspection if found to be
out of spec. Ensure
items for rejection are
labelled “Not for Sale”.
Communication to all
staff. Change supplier
if required. Re-training
of staff.
Louise Holmes/Easenmyne Limited July 2012 281
Stage CCP
No
Hazards Controls Monitoring Corrective Action
out of date stock
incorrect origin
markings
Storage 3 Microbiological
salmonella,
Campylobacter etc,
spoilage and toxin
growth. Foreign
body i.e. packaging,
Chemical
contamination.
Poor product quality
Rapid storage from
receipt1°c - 5°C
max preferably
4°C. Use
appropriate
receptacles for
storage. Correct
stock rotation.
Regular visual
checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct air
flow and
temperature of
storage room
Sensory & visual
checks. Check date
coding and stock
rotation FIFO.
Regular pest checks.
Careful placing of
stock on shelves.
Good Housekeeping.
Correct personal
hygiene and working
practices. Monitor
chiller temperature
and record
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Call in pest
control company.
Maintenance of storage
unit with adequate
ventilation being
essential.
Picking 4 Microbiological,
spoilage and toxin
growth. Foreign
body i.e. packaging,
Chemical
contamination.
Poor product quality
Remove meat
product only when
it is required for
preparation. Check
batch/date coding
and ensure correct
rotation. Visual
and sensory checks
for quality/
physical
contamination.
Ensure batches are
separated at all
times. Cutting
room max temp
7°C
Visual and sensory
checks for quality/
physical
contamination. Good
housekeeping and
thorough cleaning.
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff.
Preparation /
cutting
5 Microbiological,
spoilage
/deterioration Foreign
body ie.inherent
contamination –
bones etc, Chemical
contamination.
Poor product quality
Ensure
environmental
temperature is
appropriate i.e.
chilled - Cutting
room max temp
7°C . Use correct
chopping board
and equipment.
Disinfect
equipment between
batches. Separate
batches at all times
Correct personal
hygiene and hand
washing.
Sensory & visual
checks. Check date
coding and stock
rotation prior to
preparation. Good
Housekeeping.
Correct personal
hygiene and working
practices. Monitor air
temperature.
Maximum 7°C.
Record air temp of
cutting room and
monitor.
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit / cutting
room chilling system
with adequate
ventilation being
sought.
Packaging /
wrapping &
Labelling
5 Survival and
multiplication of
Microbiological
organisms
Ensure wrapping
and packaging
material is free
from physical
Sensory & visual
checks. Check date
coding and batch
labelling use
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
Louise Holmes/Easenmyne Limited July 2012 282
Stage CCP
No
Hazards Controls Monitoring Corrective Action
(Clostridium
botulinum,
Campylobacter and
other anaerobes),
chemical and
physical
contamination.
contamination.
Store wrapping
and packaging
material away
from meat cutting
rooms. Ensure
vacuum packaging
equipment is
working correctly.
Correct labelling
(date coding & use
By) of packaged /
wrapped products.
Correct personal
hygiene. Ensure
post packaging
storage is separate
from open storage.
appropriate labels.
Regular pest checks.
Good Housekeeping.
Correct personal
hygiene and working
practices. Refer to
manufacturers
instructions for
maintenance of
vacuum packaging
equipment. Use
suitable packaging
materials that are
food grade quality.
Staff training &
coaching.
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
packaging equipment,
ensure adequate
ventilation being sought
in packaging area. If
incorrect label adhered
to packaging, remove
and replace with correct
label.
Storage 3 Survival and
multiplication of
microbiological
organisms
(Clostridium
botulinum and other
anaerobes), spoilage
and toxin growth.
Foreign body i.e. pest
infestation /
packaging, Chemical
contamination.
Poor product quality
Rapid storage from
packaging and
wrapping 1°c - 5°C
max. . Use
appropriate
receptacles for
storage. Correct
stock rotation &
date labelling.
Separate batches &
raw open and raw
packaged Regular
visual checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct air
flow and
temperature of
storage room
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Ensure
separate area for raw
open and raw
packaged products.
Good Housekeeping.
Correct personal
hygiene and working
practices. Monitor
chiller temperature
and record
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Call in pest
control company.
Maintenance unit with
adequate ventilation
being sought.
Picking 4 Microbiological
growth, spoilage
/deterioration Foreign
body, Chemical
contamination.
Poor product quality
Remove meat
product only when
required. Check
batch/date coding
and ensure correct
rotation. Visual
and sensory checks
for quality/
physical
contamination &
intact packaging.
Ensure batches are
separated at all
times. Load onto
temperature
controlled van
immediately.
Personal hygiene
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications.
Louise Holmes/Easenmyne Limited July 2012 283
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Storage in
Vehicle/
Transit
3 Microbiological,
spoilage growth.
Foreign body i.e.
packaging, Chemical
contamination.
Poor quality of
products. Cross
contamination
Ensure speedy
loading. Correct
loading of items –
heaviest at the
bottom, separate
loads etc. Visual
checks. Ensure
load does not move
& packaging break
in transit. Close
vehicle doors
immediately after
loading. Ensure
vehicle is kept cool
& hygienically
clean.
Regular spot-checks
of staff and
procedures. Staff
training. Sensory &
visual checks. Close
vehicle doors
immediately after
loading. Check for
cleanliness and
coolness of vehicle
1°c - 5°C max.
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications.
Regular checking and
maintenance of vehicle
temperatures/air flow &
hygiene.
Delivery 4 Microbiological,
spoilage growth.
Foreign body i.e.
packaging Chemical
contamination &
Cross-contamination.
Poor quality of
products
Vehicle breakdown
All deliveries must
be checked and
signed for by the
customer. Do not
leave food items
unattended.
Ensure food items
are in perfect
condition by visual
& sensory checks
of products, dated,
integrity of
packaging &
containers. Ensure
vehicle is clean
and in good repair.
Clean any spillages
up using correct
chemicals and
methods. Follow
vehicle breakdown
procedures
Check delivery notes
for signatures and
acceptance. Monitor
customer complaints.
Communication with
delivery employees.
Customer service
questionnaires to
customers. Monitor
results. Spot check
vehicles for
cleanliness and
maintenance on
return to the unit.
Follow goods return
procedure if goods fail
to meet quality or
hygiene standards.
Segregate and label
accordingly, dispose
correctly. Staff training.
Review and correct
customer, quality and
hygiene procedures.
Document as required.
Thorough deep cleaning
of vehicles and
containers. Correct
maintenance
General Measures
Always ensure the following:
Correct pest control at delivery, storage and within the unit.
Monitor temperature control and record temperatures.
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sought for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2012 284
3.5.2 H.A.C.C.P. Flowchart Number 2 – Fresh Poultry
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier 1 Microbiological
salmonella,
Campylobacter etc,
Spoilage chemical,
possibility of
physical/foreign body
contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations
/Veterinary
procedures
Use reputable
suppliers and
ensure suppliers
conform to current
legislation/best
practice for
transportation and
production.
Historic checks of
quality from
suppliers. Absence
of customer
complaints. Regular
inspection of
suppliers.
If unsatisfied state your
requirements with
regards to safety &
quality. Refrain from
using the supplier in the
future, or until a
guarantee can be given
Importation
(If applicable)
1 Microbiological,
salmonella,
Campylobacter etc
Spoilage, chemical,
possibility of
physical/foreign body
contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures
Satisfactory
completion of
importers Safety
Self Audit
Questionnaire.
Obtain H.A.C.C.P.
& Quality systems
in place. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Inspect holding
areas at docks &
transportation
vehicles. Obtain
temperature
records for goods
imported Max 1°C
to 5°C. Use only
accredited
importers.
Historic checks of
quality & reliability
from importers.
Absence of customer
complaints. Regular
inspection of holding
areas & vehicles.
Monitor temperature
records. Check
boarder verification
document and animal
origin authenticity.
If unsatisfied state your
requirements with
regards to safety &
quality. Refrain from
using the importer in
the future, or until a
guarantee can be given.
Receipt
2 The presence of
pathogens
Salmonella,
Campylobacter etc,
harmful chemicals
and foreign body
contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures.
Damaged packaging,
poor quality stock,
out of date stock.
Visual inspection.
Check dates and
quality of product
and intact
packaging. Rapid
transfer to storage
1°c - 5°C max
preferably 4°C.
Check delivery
temperature &
record (Max 5°C)
on delivery
Check delivery
vehicles, non-
destructive
temperature checks
visual & sensory
checks, and staff
training. Ensure
rapid storage.
Reject products after
inspection if
found/suspected to be
out of spec. Ensure
items for rejection are
labelled “Not for Sale”.
Communication to all
staff. Change supplier
if required. Re-training
of staff.
Louise Holmes/Easenmyne Limited July 2012 285
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Storage 3 Growth of
microbiological –
Salmonella etc, and
spoilage organisms.
Foreign body i.e.
packaging, Chemical
contamination.
Poor product quality
Pest contamination
Rapid storage from
receipt1°c - 5°C
max . Use
appropriate
receptacles for
storage. Correct
stock rotation.
Regular visual
checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow. Store
away from
delivery ready
products that are
wrapped vacuum
packed.
Sensory & visual
checks. Check date
coding and stock
rotation FIFO.
Regular pest checks.
Careful placing of
stock on shelves.
Good Housekeeping.
Correct personal
hygiene and working
practices. Monitor
chiller temperature
1°C to 4° max and
record
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Call in pest
control company.
Maintenance of storage
unit with adequate
ventilation being
essential.
Picking 4 Growth of
microbiological –
Salmonella etc, and
spoilage organisms.
Foreign body i.e.
packaging, Chemical
contamination.
Poor product quality
Pest contamination
Remove meat
product only when
it is required for
preparation. Check
batch/date coding
and ensure correct
rotation. Visual
and sensory checks
for quality/
physical
contamination.
Ensure batches are
separated at all
times. Cutting
room max temp
7°C
Visual and sensory
checks for quality/
physical
contamination. Good
housekeeping and
thorough cleaning.
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff.
Preparation /
cutting
5 Microbiological,
spoilage
/deterioration Foreign
body ie.inherent
contamination –
bones etc, Chemical
contamination.
Poor product quality
Ensure
environmental
temperature is
appropriate i.e.
chilled - Cutting
room max temp
7°C. Use correct
chopping board
and equipment.
Disinfect
equipment between
batches. Separate
batches at all times
Correct personal
hygiene and hand
washing.
Sensory & visual
checks. Check date
coding and stock
rotation prior to
preparation. Good
Housekeeping.
Correct personal
hygiene and working
practices. Monitor air
temperature.
Maximum 7°C.
Record air temp of
cutting room and
monitor.
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit / cutting
room chilling system
with adequate
ventilation being
sought.
Packaging /
wrapping &
Labelling
5 Survival and
multiplication of
Microbiological
organisms
(Clostridium
Ensure wrapping
and packaging
material is free
from physical
contamination.
Sensory & visual
checks. Check date
coding and batch
labelling use
appropriate labels.
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Louise Holmes/Easenmyne Limited July 2012 286
Stage CCP
No
Hazards Controls Monitoring Corrective Action
botulinum and other
anaerobes), chemical
and physical
contamination.
Store wrapping
and packaging
material away
from meat cutting
rooms. Ensure
vacuum packaging
equipment is
working correctly.
Correct labelling
(date coding & use
By) of packaged /
wrapped products.
Correct personal
hygiene. Ensure
post packaging
storage is separate
from open storage.
Regular pest checks.
Good Housekeeping.
Correct personal
hygiene and working
practices. Refer to
manufacturers
instructions for
maintenance of
vacuum packaging
equipment. Use
suitable packaging
materials that are
food grade quality.
Staff training &
coaching.
Communication to all
staff. Re-training of
staff. Maintenance of
packaging equipment,
ensure adequate
ventilation being sought
in packaging area. If
incorrect label adhered
to packaging, remove
and replace with correct
label.
Storage 3 Survival and
multiplication of
microbiological
organisms
(Clostridium
botulinum and other
anaerobes), spoilage
and toxin growth.
Foreign body i.e. pest
infestation /
packaging, Chemical
contamination.
Poor product quality
Rapid storage from
packaging and
wrapping 1°c - 5°C
max. . Use
appropriate
receptacles for
storage. Correct
stock rotation &
date labelling.
Separate batches &
raw open and raw
packaged Regular
visual checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct air
flow and
temperature of
storage room
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Ensure
separate area for raw
open and raw
packaged products.
Good Housekeeping.
Correct personal
hygiene and working
practices. Monitor
chiller temperature
and record
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Call in pest
control company.
Maintenance unit with
adequate ventilation
being sought.
Picking 4 Microbiological,
spoilage
/deterioration Foreign
body, Chemical
contamination.
Poor product quality
Remove meat
product only when
it is required.
Check batch/date
coding and ensure
correct rotation.
Visual and sensory
checks for quality/
physical
contamination &
intact packaging.
Ensure batches are
separated at all
times. Load onto
temperature
controlled van
immediately.
Personal hygiene
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications.
Louise Holmes/Easenmyne Limited July 2012 287
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Storage in
Vehicle/
Transit
3 Microbiological,
spoilage and toxin
growth. Foreign
body i.e. packaging,
Chemical
contamination.
Poor quality of
products. Cross
contamination
Ensure speedy
loading. Correct
loading of items –
heaviest at the
bottom, separate
loads etc. Visual
checks. Ensure
load does not move
& packaging break
in transit. Close
vehicle doors
immediately after
loading. Ensure
vehicle is kept cool
& hygienically
clean.
Regular spot-checks
of staff and
procedures. Staff
training. Sensory &
visual checks. Close
vehicle doors
immediately after
loading. Check for
cleanliness and
coolness of vehicle
1°c - 5°C max.
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications.
Regular checking and
maintenance of vehicle
temperatures/air flow &
hygiene.
Delivery 4 Microbiological,
spoilage and toxin
growth. Foreign
body i.e. packaging
Chemical
contamination &
Cross-contamination.
Poor quality of
products
Vehicle breakdown
All deliveries must
be checked and
signed for by the
customer. Do not
leave food items
unattended.
Ensure food items
are in perfect
condition by visual
& sensory checks
of products, dated,
integrity of
packaging &
containers. Ensure
vehicle is clean
and in good repair.
Clean any spillages
up using correct
chemicals and
methods. Follow
vehicle breakdown
procedures
Check delivery notes
for signatures and
acceptance. Monitor
customer complaints.
Communication with
delivery employees.
Customer service
questionnaires to
customers. Monitor
results. Spot check
vehicles for
cleanliness and
maintenance on
return to the unit.
Follow goods return
procedure if goods fail
to meet quality or
hygiene standards.
Segregate and label
accordingly, dispose
correctly. Staff training.
Review and correct
customer, quality and
hygiene procedures.
Document as required.
Thorough deep cleaning
of vehicles and
containers. Correct
maintenance
General Measures
Always ensure the following: Correct pest control at delivery, storage and within
the unit.
Monitor temperature control and record temperatures.
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sought for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2012 288
3.5.3 H.A.C.C.P. Flowchart Number 3 – Mince, Sausages and Burgers
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier 1 Microbiological,
spoilage, chemical
and physical/foreign
body contamination
Satisfactory
completion of
Supplier Safety
Self Audit
Questionnaire.
Obtain H.A.C.C.P.
& Quality systems
in place.
Audit the
suppliers. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Use only
accredited
suppliers.
Historic checks of
quality from
suppliers. Absence
of customer
complaints. Regular
inspection of
suppliers. Regular
checking of good
hygiene and quality
practices at suppliers.
If unsatisfied state your
requirements with
regards to safety &
quality. Refrain from
using the supplier in the
future, or until a
guarantee can be given
Importation
(If applicable)
1 Microbiological,
salmonella,
Campylobacter etc
Parasitic, chemical,
possibility of
physical/foreign body
contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures
Satisfactory
completion of
importers Safety
Self Audit
Questionnaire.
Obtain H.A.C.C.P.
& Quality systems
in place. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Inspect holding
areas at docks &
transportation
vehicles. Obtain
temperature
records for goods
imported (if
applicable). Use
only accredited
importers.
Historic checks of
quality & reliability
from importers.
Absence of customer
complaints. Regular
inspection of holding
areas & vehicles.
Monitor temperature
records. Check
boarder verification
document and animal
origin authenticity.
If unsatisfied state your
requirements with
regards to safety &
quality. Refrain from
using the importer in
the future, or until a
guarantee can be given.
Receipt
2 The presence of
pathogens
clostridium
perfringens, E.coli,
salmonella etc.
harmful chemicals
and foreign bodies.
Poor quality stock,
spoilage.
Visual inspection.
Check dates and
quality of product
and original origin.
Rapid transfer to
storage. Check
temperature
(vehicle delivery
temp between 1°C
and 5°C) and
record. Check
delivery person for
Check delivery
vehicles, non-
destructive
temperature checks
1°C to 5°C., visual &
sensory checks, and
staff training. Ensure
rapid storage.
Communicate areas
of concern to all
associated staff.
Reject products during
inspection if found to be
out of spec. Ensure
items for rejection are
labelled “Not for Sale”.
Communication to all
staff. Change supplier
if required. Re-training
of staff.
Louise Holmes/Easenmyne Limited July 2012 289
Stage CCP
No
Hazards Controls Monitoring Corrective Action
cleanliness.
Personal hygiene.
Storage –
chilled
3
Microbiological and
toxin growth due to
poor temperature
control. Chemical
contamination.
Cross -
contamination
Poor product quality
Rapid storage from
receipt. Follow
chiller storage
plan. Correct stock
rotation. Regular
visual checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow and
temperature of
chiller- (1°C to
5°C preferably).
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Good
Housekeeping.
Correct personal
hygiene and working
practices. Check
chiller as per
temperature
monitoring record
sheet. Effective and
thorough cleaning.
Maintenance of unit
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit. Follow
chiller equipment
breakdown procedure if
chiller breakdowns.
Picking 4 Microbiological and
spoilage growth due
to excessive time at
ambient temperature.
Poor quality of
products
Remove meat
product only when
it is required for
preparation. Check
batch/date coding
and ensure correct
rotation. Visual
and sensory checks
for quality/
physical
contamination.
Ensure batches are
separated at all
times. Cutting
room max temp
7°C.
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints from
picking to storage in
vehicle. Temp
checks.
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications to all.
Preparation /
cutting
5 Microbiological,
spoilage
/deterioration Foreign
body ie.inherent
contamination –
bones etc, Chemical
contamination.
Poor product quality
Ensure
environmental
temperature is
appropriate i.e.
chilled - Cutting
room max temp
7°C. Use correct
chopping board
and equipment.
Disinfect
equipment between
batches. Separate
batches at all times
Correct personal
hygiene and hand
washing.
Sensory & visual
checks. Check date
coding and stock
rotation prior to
preparation. Good
Housekeeping.
Correct personal
hygiene and working
practices. Monitor air
temperature.
Maximum 7°C.
Record air temp of
cutting room and
monitor.
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit / cutting
room chilling system
with adequate
ventilation being
sought.
Louise Holmes/Easenmyne Limited July 2012 290
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Packaging /
wrapping &
Labelling
5 Survival and
multiplication of
Microbiological
organisms
(Clostridium
botulinum,
Campylobacter and
other anaerobes),
chemical and
physical
contamination.
Ensure wrapping
and packaging
material is free
from physical
contamination.
Store wrapping
and packaging
material away
from meat cutting
rooms. Ensure
vacuum packaging
equipment is
working correctly.
Correct labelling
(date coding & use
By) of packaged /
wrapped products.
Correct personal
hygiene. Ensure
post packaging
storage is separate
from open storage.
Sensory & visual
checks. Check date
coding and batch
labelling use
appropriate labels.
Regular pest checks.
Good Housekeeping.
Correct personal
hygiene and working
practices. Refer to
manufacturers
instructions for
maintenance of
vacuum packaging
equipment. Use
suitable packaging
materials that are
food grade quality.
Staff training &
coaching.
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
packaging equipment,
ensure adequate
ventilation being sought
in packaging area. If
incorrect label adhered
to packaging, remove
and replace with correct
label.
Storage 3 Microbiological and
toxin growth due to
poor temperature
control. Chemical
contamination.
Cross -
contamination
Poor product quality
Rapid storage from
receipt. Follow
chiller storage
plan. Correct stock
rotation. Regular
visual checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow and
temperature of
chiller- (1°C to
4°C preferably).
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Good
Housekeeping.
Correct personal
hygiene and working
practices. Check
chiller as per
temperature
monitoring record
sheet. Effective and
thorough cleaning.
Maintenance of unit
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit. Follow
chiller equipment
breakdown procedure if
chiller breakdowns.
Picking 4 Microbiological and
spoilage growth due
to excessive time at
ambient temperature.
Poor quality of
products
Ensure goods are
picked from
storage in the
correct order & at
correct time prior
to loading. Good
personal hygiene.
Visual and rotation
checks. Load
onto temperature
controlled van
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints from
picking to storage in
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications to all.
Louise Holmes/Easenmyne Limited July 2012 291
Stage CCP
No
Hazards Controls Monitoring Corrective Action
immediately. vehicle. Temp
checks.
Storage in
Vehicle/
Transit
3 Microbiological,
spoilage and toxin
growth due to
excessive time at
incorrect
temperatures.
Poor quality of
products.
Ensure speedy
loading. Correct
loading of items –
heaviest at the
bottom, separate
loads etc. Visual
checks. Ensure
load does not move
& packaging break
in transit. Close
vehicle doors
immediately after
loading. Ensure
vehicle is kept cool
& hygienically
clean.
Regular spot-checks
of staff and
procedures. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints from
picking to storage in
vehicle. Ensure
doors are kept closed.
Check for cleanliness
correct operating
temperature of
vehicle <+5°C, take
records. Between
pack temp records.
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications.
Regular checking and
maintenance of vehicle
temperatures/air flow &
hygiene. Correct,
maintain & review
where necessary.
Delivery 6 Microbiological and
toxin growth.
Foreign body i.e. pest
infestation, Chemical
contamination
Poor quality of
products
Vehicle breakdown
Ensure and check
vehicle & product
temperature -<8°C.
All deliveries must
be checked and
signed for by the
customer. Do not
leave food items
unattended.
Ensure food items
are in perfect
condition by visual
& sensory checks
of products,
integrity of
packaging. Ensure
vehicle is clean
and in good repair.
Clean any spillages
up using correct
chemicals and
methods. Follow
vehicle breakdown
procedures. Good
personal hygiene.
Check delivery notes
for signatures,
temperatures, times
and acceptance.
Monitor customer
complaints.
Communication with
delivery employees.
Customer service
questionnaires to
customers. Monitor
results. Spot check
vehicles for
cleanliness and
maintenance on
return to the unit.
Spot-check actual
delivery procedure at
customers unit.
Increase personal
hygiene.
Follow goods return
procedure if goods fail
to meet quality or
hygiene standards.
Segregate and label
accordingly, dispose
correctly. Staff training.
Review and correct
customer, operations,
quality and hygiene
procedures. Document
as required. Thorough
deep cleaning of
vehicles and containers.
Correct maintenance.
General Measures
Always ensure the following:
Correct pest control at delivery, storage and within the unit.
Monitor temperature control and record temperatures.
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Louise Holmes/Easenmyne Limited July 2012 292
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sought for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2012 293
3.5.4 H.A.C.C.P. Flowchart Number 4 - Offal
Stage CCP
No
Hazards Controls Monitoring Corrective Action
Supplier 1 Microbiological,
spoilage, chemical
and physical/foreign
body contamination
Satisfactory
completion of
Supplier Safety
Self Audit
Questionnaire.
Obtain H.A.C.C.P.
& Quality systems
in place.
Audit the
suppliers. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Use only
accredited
suppliers.
Historic checks of
quality from
suppliers. Absence
of customer
complaints. Regular
inspection of
suppliers. Regular
checking of good
hygiene and quality
practices at suppliers.
If unsatisfied state your
requirements with
regards to safety &
quality. Refrain from
using the supplier in the
future, or until a
guarantee can be given
Importation
(If applicable)
1 Microbiological,
salmonella,
Campylobacter,
E.coli etc Parasitic,
chemical, possibility
of physical/foreign
body contamination
inherent or from
external factors i.e.
packaging, needles
from pre-slaughter
investigations/
Veterinary
procedures
Satisfactory
completion of
importers Safety
Self Audit
Questionnaire.
Obtain H.A.C.C.P.
& Quality systems
in place. Ensure
meat originating
from outside the
EC has correct
boarder checks
completed in line
with current
legislation.
Inspect holding
areas at docks &
transportation
vehicles. Obtain
temperature
records for goods
imported (if
applicable). Use
only accredited
importers.
Historic checks of
quality & reliability
from importers.
Absence of customer
complaints. Regular
inspection of holding
areas & vehicles.
Monitor temperature
records. Check
boarder verification
document and animal
origin authenticity.
If unsatisfied state your
requirements with
regards to safety &
quality. Refrain from
using the importer in
the future, or until a
guarantee can be given.
Receipt
2 The presence of
pathogens
clostridium
perfringens, E.coli,
salmonella etc.
harmful chemicals
and foreign bodies.
Poor quality stock,
spoilage.
Visual inspection.
Check dates and
quality of product
and original origin.
Rapid transfer to
storage. Check
temperature
(vehicle delivery
temp between 1°C
and 4°C) and
record. Check
delivery person for
Check delivery
vehicles, non-
destructive
temperature checks
1°C to 4°C., visual &
sensory checks, and
staff training. Ensure
rapid storage.
Communicate areas
of concern to all
associated staff.
Reject products during
inspection if found to be
out of spec. Ensure
items for rejection are
labelled “Not for Sale”.
Communication to all
staff. Change supplier
if required. Re-training
of staff.
Louise Holmes/Easenmyne Limited July 2012 294
Stage CCP
No
Hazards Controls Monitoring Corrective Action
cleanliness.
Personal hygiene.
Storage 3 Microbiological and
toxin growth due to
poor temperature
control. Chemical
contamination.
Cross -
contamination
Poor product quality
Rapid storage from
receipt. Follow
chiller storage
plan. Correct stock
rotation. Regular
visual checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow and
temperature of
chiller- (1°C to
4°C preferably).
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Good
Housekeeping.
Correct personal
hygiene and working
practices. Check
chiller as per
temperature
monitoring record
sheet. Effective and
thorough cleaning.
Maintenance of unit
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit. Follow
chiller equipment
breakdown procedure if
chiller breakdowns.
Picking 2 Microbiological and
spoilage growth due
to excessive time at
ambient temperature.
Poor quality of
products
Remove meat
product only when
it is required for
preparation. Check
batch/date coding
and ensure correct
rotation. Visual
and sensory checks
for quality/
physical
contamination.
Ensure batches are
separated at all
times. Cutting
room max temp
7°C.
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints from
picking to storage in
vehicle. Temp
checks.
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications to all.
Preparation /
cutting
5 Microbiological,
spoilage
/deterioration Foreign
body ie.inherent
contamination –
bones etc, Chemical
contamination.
Poor product quality
Ensure
environmental
temperature is
appropriate i.e.
chilled - Cutting
room max temp
7°C. Use correct
chopping board
and equipment.
Disinfect
equipment between
batches. Separate
batches at all times
Correct personal
hygiene and hand
Sensory & visual
checks. Check date
coding and stock
rotation prior to
preparation. Good
Housekeeping.
Correct personal
hygiene and working
practices. Monitor air
temperature.
Maximum 7°C.
Record air temp of
cutting room and
monitor.
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit / cutting
room chilling system
with adequate
ventilation being
sought.
Louise Holmes/Easenmyne Limited July 2012 295
Stage CCP
No
Hazards Controls Monitoring Corrective Action
washing.
Packaging /
wrapping &
Labelling
5 Survival and
multiplication of
Microbiological
organisms
(Clostridium
botulinum,
Campylobacter and
other anaerobes),
chemical and
physical
contamination.
Ensure wrapping
and packaging
material is free
from physical
contamination.
Store wrapping
and packaging
material away
from meat cutting
rooms. Ensure
vacuum packaging
equipment is
working correctly.
Correct labelling
(date coding & use
by) of packaged /
wrapped products.
Correct personal
hygiene. Ensure
post packaging
storage is separate
from open storage.
Sensory & visual
checks. Check date
coding and batch
labelling use
appropriate labels.
Regular pest checks.
Good Housekeeping.
Correct personal
hygiene and working
practices. Refer to
manufacturers
instructions for
maintenance of
vacuum packaging
equipment. Use
suitable packaging
materials that are
food grade quality.
Staff training &
coaching.
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
packaging equipment,
ensure adequate
ventilation being sought
in packaging area. If
incorrect label adhered
to packaging, remove
and replace with correct
label.
Storage 3 Microbiological and
toxin growth due to
poor temperature
control. Chemical
contamination.
Cross -
contamination
Poor product quality
Rapid storage from
receipt. Follow
chiller storage
plan. Correct stock
rotation. Regular
visual checks. Pest
control inspection.
Correct cleaning
techniques and
chemical storage.
Staff training &
personal hygiene.
Ensure correct
airflow and
temperature of
chiller- (1°C to
4°C preferably).
Sensory & visual
checks. Check date
coding and stock
rotation. Regular
pest checks. Careful
placing of stock on
shelves. Good
Housekeeping.
Correct personal
hygiene and working
practices. Check
chiller as per
temperature
monitoring record
sheet. Effective and
thorough cleaning.
Maintenance of unit
Reject products if found
to be out of spec.
Ensure items for
rejection are labelled
“Not for Sale”.
Communication to all
staff. Re-training of
staff. Maintenance of
storage unit. Follow
chiller equipment
breakdown procedure if
chiller breakdowns.
Picking 4 Microbiological and
spoilage growth due
to excessive time at
ambient temperature.
Poor quality of
products
Ensure goods are
picked from
storage in the
correct order & at
correct time prior
to loading. Good
personal hygiene.
Visual and rotation
checks. Load
onto temperature
Regular spot-checks
of staff and
procedures. Audit
and review customer
complaints. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints from
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications to all.
Louise Holmes/Easenmyne Limited July 2012 296
Stage CCP
No
Hazards Controls Monitoring Corrective Action
controlled van
immediately.
picking to storage in
vehicle. Temp
checks.
Storage in
Vehicle/
Transit
3 Microbiological,
spoilage and toxin
growth due to
excessive time at
incorrect
temperatures.
Poor quality of
products.
Ensure speedy
loading. Correct
loading of items –
heaviest at the
bottom, separate
loads etc. Visual
checks. Ensure
load does not move
& packaging break
in transit. Close
vehicle doors
immediately after
loading. Ensure
vehicle is kept cool
& hygienically
clean.
Regular spot-checks
of staff and
procedures. Staff
training. Sensory &
visual checks.
Conduct a time slot
analysis to establish
time constraints from
picking to storage in
vehicle. Ensure
doors are kept closed.
Check for cleanliness
correct operating
temperature of
vehicle <+5°C, take
records. Between
pack temp records.
Implement and
strengthen picking to
storage procedures if
time between each stage
is unacceptable. Reject
and label food, which is
not of standard, discard
accordingly. Re-
training of staff.
Communications.
Regular checking and
maintenance of vehicle
temperatures/air flow &
hygiene. Correct,
maintain & review
where necessary.
Delivery 4 Microbiological and
toxin growth.
Foreign body i.e. pest
infestation, Chemical
contamination
Poor quality of
products
Vehicle breakdown
Ensure and check
vehicle & product
temperature -<8°C.
All deliveries must
be checked and
signed for by the
customer. Do not
leave food items
unattended.
Ensure food items
are in perfect
condition by visual
& sensory checks
of products,
integrity of
packaging. Ensure
vehicle is clean
and in good repair.
Clean any spillages
up using correct
chemicals and
methods. Follow
vehicle breakdown
procedures. Good
personal hygiene.
Check delivery notes
for signatures,
temperatures, times
and acceptance.
Monitor customer
complaints.
Communication with
delivery employees.
Customer service
questionnaires to
customers. Monitor
results. Spot check
vehicles for
cleanliness and
maintenance on
return to the unit.
Spot-check actual
delivery procedure at
customers unit.
Increase personal
hygiene.
Follow goods return
procedure if goods fail
to meet quality or
hygiene standards.
Segregate and label
accordingly, dispose
correctly. Staff training.
Review and correct
customer, operations,
quality and hygiene
procedures. Document
as required. Thorough
deep cleaning of
vehicles and containers.
Correct maintenance.
General Measures
Always ensure the following:
Correct pest control at delivery, storage and within the unit.
Monitor temperature control and record temperatures.
Always use a reputable supplier
Time control of deliveries – to the unit and to your customers
Correct personal hygiene
Louise Holmes/Easenmyne Limited July 2012 297
Segregate chemicals
Thorough cleaning of equipment and vehicles
Use sensory and visual checks – reject if unacceptable.
Label all unacceptable food items “not for sale” and “out of date stock”
Ensure signatures are sort for all deliveries
Staff training and coaching back to standard.
Louise Holmes/Easenmyne Limited July 2012 298
The Manual Itself
The manual is divided into eight parts.
Part One – An Introduction to H.A.C.C.P. & Quality
Part Two – Organisation
Part Three – The H.A.C.C.P. System
Part Four – Evaluation & Standards of Performance & Procedures
Part Five – Master Copies of all recording Forms
Part Six – Glossary of Terms
Part Seven – Useful Names and Addresses
Part Eight – Legal Library
Part One
In this section we have explained what exactly H.A.C.C.P. and Quality means in context
to the business and in the vocabulary sense. The beginning of this handbook is an exact
copy of what is contained in this part of the manual.
Part Two
The organisation for the implementation of the standards and procedures are contained in
this section. It identifies the process required from the start of the project to the continual
review once the systems are in place.
Within this section are copies of the company organisation chart, job descriptions and the
company‟s declaration in the format of Policy statements of commitment to Quality,
Food safety and Health and safety.
Part Three
This section deals with the technical information regarding contaminants, hazards and
preventative methods. It is imperative for food business employees to understand how
food can become contaminated and the preventative methods open to them to ensure that
food does not become injurious to health.
Within this section are the associated flowcharts and food categories. These should be
consulted when there is confusion about the correct storage of a product or an employee
has a need to implement corrective action due to food contamination.
Once again, the detail within this handbook has been taken directly from the manual.
Louise Holmes/Easenmyne Limited July 2012 299
Part Four
This is the largest section within the manual. This part covers all of the procedures that
an employee (who handles food items) may undertake in the course of his/her duties.
It starts with the supplier accreditation and finishes with the record keeping and
amendments to company documentation. Overall, this section traces the foods journey
from the mainland, (if it is imported) and from a locally produced supplier if the item
comes from the island.
It details specific requirements regarding temperature controls, cleaning, pest infestations,
training, deliveries to the unit and to customers, storage and stock rotation, EHO visits,
vehicle maintenance and a host of other procedures. To back up this information, copies
of the relevant record forms, which must be completed either on a daily, weekly or on an
as necessary basis, are also contained within each section. It is important that you
familiarize yourself with this section of the manual over the next few weeks.
Part Five
This section contains master copies of all of the record forms. It is important to mention
that if you take a particular form from this section to copy, please ensure that the original
is replaced in its original plastic sleeve. Failure to do so will inconvenience one of you
colleagues when they next want to copy the document.
Part Six
Part six contains the glossary of terms. This is a list of technical jargon with an
explanation in plain English. If ever there is a food safety word that you may not fully
understand; then look in this section, you will probably find the explanation you are
looking for.
Part Seven
This is the smallest section and contains a list of useful names, addresses & telephone
numbers.
Part Eight
This contains copies of some of the States of Jersey‟s Food Safety Legislation. More can
be found by logging onto to the Jersey Legal Info web site. The address is at the top of
the page within this section.
Louise Holmes/Easenmyne Limited July 2012 300
The final Word
As mentioned within the manual, the document must become a fundamental part of the
operation here at A.E.Surcouf & Sons Ltd, for it to become a really useful tool. Changes
within the systems, record forms and procedures are inevitable as the company grows,
new products are brought in or the nature of the business changes. The management and
Directors will ensure that through the communication channels, all staff will be informed
of any changes that have an impact upon them, and the associated documentation will be
altered accordingly.
Louise Holmes/Easenmyne Limited July 2012 301
5.29. Employee Handbook
Louise Holmes/Easenmyne Limited July 2012 302
A.E.Surcouf & Sons Ltd
INTRODUCTION
The company has produced this employee handbook so that each member of staff will
understand clearly his/her legal responsibilities and terms and conditions of employment.
This knowledge will, in turn allow each person to work in a positive and co-operative
manner to the benefit of the Company and our customers. It is essential to the continual
growth and success of our business that each employee is fully committed to the
Company‟s‟ purpose of successfully marketing and delivering quality produce at a
competitive price to our customers.
This handbook, when read in conjunction with your job description and contract, sets
down the major terms and conditions concerning your employment with A.E.Surcouf &
Sons Ltd.
You are responsible for making sure that you are familiar with this handbook and any
other rules and guidance notes that apply to your service with us.
The Company reserves the right to make such changes as it considers reasonable or
necessary to any of the terms and conditions of employment. Consultation will occur
prior to any changes being made and all changes will be notified in writing to all
employees.
The Directors and Management wish you every success with your employment with
A.E.Surcouf & Sons Ltd.
Louise Holmes/Easenmyne Limited July 2012 303
Brief Company History
Louise Holmes/Easenmyne Limited July 2012 304
CONTRACT OF EMPLOYMENT
By now you should have received your contract of employment from your manager.
Your contract contains information about your terms and conditions of employment with
A.E.Surcouf & Sons Ltd, details of your weekly pay and methods of payment, sickness,
leave of absence rules and grievance and disciplinary procedures. Your holiday
entitlement and how to book your holidays are also contained within it.
It is important that you read and understand your employment contract. If you are unsure
about anything contained within it, please ask a member of the Management or
supervisory team.
Once you have understood your contract, please sign and date it. A copy will be given to
you for your own reference.
Louise Holmes/Easenmyne Limited July 2012 305
FOOD SAFETY
Food Hygiene Policy
A.E.Surcouf & Sons Ltd. has made a commitment to ensuring food safety by producing
the following statement:
Food Hygiene Policy It is the policy of A.E.Surcouf & Sons Ltd. to comply with Food Safety (Jersey) Law 1966,
The Food Hygiene (General Provisions) (Jersey) Order 1967, The Food Hygiene (England)
(Amendment) Regulations 2007, and all subsequent EC regulations. We are committed to
ensuring that our business operates in a safe and hygienic manner and that food does not
become contaminated by chemical, physical or microbiological sources, which may cause
illness.
The points in the business where food hazards may occur will be identified, highlighted as
critical control points and effective control and monitoring procedures will be introduced
along with the appropriate corrective action.
All employees of A.E.Surcouf & Sons Ltd. will be provided with such equipment,
information, training and supervision as is necessary to implement this policy and achieve
the stated objective of ensuring excellent standards of food hygiene and providing safe food.
The Directors and Managers of A.E.Surcouf & Sons Ltd will do all that is in their power to
ensure that good hygiene practices are carried out in conjunction with the Quality and
H.A.C.C.P. procedures. It is recognized and communicated to all of our employees through
group consultative meetings, induction and on-job training, that good hygiene is the
responsibility of each and every individual associated with our Company.
A.E.Surcouf & Sons Ltd is dedicated in ensuring that our H.A.C.C.P. procedures are
communicated to all levels of our team, with continual reviews and monitoring of the
systems being undertaken, on a regular basis and whenever there are changes in the scale
and nature of our operation.
Louise Holmes/Easenmyne Limited July 2012 306
What are our Responsibilities?
Under the UK, EU and States of Jersey Legislation, it states that a food business must:
Be able to demonstrate traceability of food items
Produce and maintain a documented food safety management system
based on the Hazard Analysis by Critical Control Point (HACCP)
principals.
Adhere to food hygiene training requirements
The system used to satisfy this requirement is called H.A.C.C.P. This abbreviation stands
for:
HAZARD ANALYSIS CRITICAL CONTROL POINT.
H.A.C.C.P. is based on the following principals:
Analysis of the potential food hazards in the operation.
Identification of those points in the operation where the hazards may
occur.
Deciding which of the points identified are critical to ensuring food
safety.
Identifying and implementing effective control and monitoring
procedures at those critical points.
Review of the system periodically and whenever the operation changes.
Louise Holmes/Easenmyne Limited July 2012 307
What is a Hazard or Contaminant?
A Hazard is something that can cause harm to a person if they consume the food.
There are three main types of hazards or contaminants, which are classed as food hazards:
Microbiological – Pathogenic bacteria, Viruses, moulds or toxins
Physical/Foreign Bodies - hair, insects, glass, metal and packaging
etc.
Chemicals – pesticides, grease, fumes and detergents etc.
How can food become contaminated?
Food can become contaminated by Cross-contamination or by actual contamination.
Cross-contamination is the transfer of organisms from food or equipment
to other food e.g. between raw and cooked and high-risk food.
Contamination is the adulteration of food by microbiological pathogens,
chemicals, foreign materials, spoilage organisms etc., which may affect or
compromise the wholeness and safety of the food item.
What are the most common causes of food becoming contaminated?
Incorrect handling of the food item.
Poor temperature control.
Food left out at ambient temperatures prior to temperature controlled storage i.e.
Fridges and freezers.
Infected and contaminated ingredients.
Pest infestations and allowing pests and insects into the premises.
Cross contamination from raw to high-risk foods such as cooked meat.
Poor personal hygiene and infected food handlers.
Torn packaging.
Poor stock rotation and control.
Incorrect handling and use of chemicals.
Unauthorized visitors with no or little regard to food safety.
Poor maintenance of equipment.
Lack of knowledge by food handling staff.
Poor cleaning of premises and equipment.
Louise Holmes/Easenmyne Limited July 2012 308
As an employee of a food business, you must understand how food can become
contaminated, how we can control those hazards that may contaminate the food, and what
corrective action must be applied should the food be subjected to contamination.
How can I assist in ensuring that food does not become contaminated?
Temperature control checks
- Fridges and Chillers must operate between +1°C and +8°C by
law
- Freezers must operate at or below -18°C
- Frozen food deliveries must be accepted at -12°C or below
Use sensory checks; smell, visual, texture etc.
Use reputable nominated, accredited suppliers, and obtain their
H.A.C.C.P. documentation as guarantee of their quality assurance
systems in place.
Store chilled and frozen food immediately on receipt.
Effective stock rotation and check date coding.
Maintain personal hygiene and exclude potential carriers.
Eradicate cross–contamination.
Reject and segregate damaged deliveries. Label accordingly.
Maintain and review effective pest control procedures.
Keep unfit food and chemicals away from stored food.
Keep high-risk food and raw food separate.
Effective regular cleaning of delivery vehicles, premises and equipment.
Ensure all containers are washed and disinfected.
Control cleaning materials and keep away from food items and areas.
Remove waste and refuse from the unit and store away from food. Waste
must be stored in suitable receptacles and collected regularly for disposal.
Control visitors and maintenance workers in high-risk areas.
Ensure hygiene practices apply to all personnel including Management.
Frequent inspection and auditing of the unit.
Train all staff and monitor their performance.
Wash your hands regularly.
Louise Holmes/Easenmyne Limited July 2012 309
Personal Hygiene Procedures
Because you are working for a food business, it is very important that you inform us of
any relevant medical conditions that may affect the food safety of our products. For this
reason, three confidential health questionnaires have been produced; two to be completed
prior to employment and one to be completed after a period of sickness absence or on
return from a holiday. Please make sure that these questionnaires are completed at the
appropriate time.
On a more general note, you are required as part of your roles and responsibilities to
follow these few simple rules:
Keep yourself clean and wear clean clothing.
Wash your hands frequently, especially:
- after visiting the toilet
- after handling raw food
- before eating
- after handling refuse
- before starting work
- after smoking and taking a break
- before and after administering first aid
- after cleaning and handling chemicals
- after touching your hair, nose, face and spots
Tell your manager if you are suffering with any skin, nose, throat, stomach or
bowel disorders.
Ensure that cuts and abrasions are covered with a blue waterproof plaster.
Only smoke in designated areas.
Louise Holmes/Easenmyne Limited July 2012 310
Reporting of illnesses and infectious diseases
It is a legal requirement that should you suffer from any form of food poisoning or
infectious diseases; these must be reported to your manager as soon as possible, who will
determine the appropriate action to be taken. This will usually take the form of excluding
you from work until such time that you are deemed to be fit for work. A post sickness
health questionnaire will have to be completed as part of our due diligence and your
personal declaration that you have not suffered any symptoms of the illness for the
previous 48 hours. It may also be a requirement for stool sample to be taken depending
on the nature of your illness.
The following are examples of reportable diseases:
Food Poisoning / suspected food poisoning
Sickness and/or diarrhoea
Tuberculosis
Typhoid and paratyphoid
Legionnaires disease
Cholera
Skin rashes and Boils
Pest Control
Should you observe or think that you have seen a pest in or around the premises you must
notify a member of the management team, who will investigate the sighting and take the
appropriate action.
Sightings may include:
Droppings
The animal or insect – Dead or Alive!
Nests
Torn packaging and gnawed wires
Grease marks on walls and pipes
You can combat a pest problem in a food business by:
Ensuring that all food is in sealed containers and packaging.
Checking deliveries.
Effective and thorough cleaning including under static shelving.
Closing windows and doors.
Installing, maintaining and cleaning out electronic insect killers.
Cleaning and clearing the exterior of the building of rubbish and weeds.
Ensuring that all refuse bins have lids that close and are kept closed.
Regular refuse collections.
Louise Holmes/Easenmyne Limited July 2012 311
Tell your manager or supervisor what you have seen.
A pest report form must be completed for all pest sightings. This report form can be
obtained from the main office.
A.E.Surcouf & Sons Ltd. has a contract with Rentokil who will treat the unit in the most
effective way to control and rectify the pest problem. Please do not move or remove any
bait boxes that may have been left by Rentokil.
Cleaning and Disinfection
It is a legal requirement that “food premises must be kept clean and maintained in good
repair and condition”. Therefore, a cleaning schedule for all areas of your food business
has been produced and must be completed as detailed on the schedule. It is everybody‟s
responsibility to carry out the tasks as indicated, thoroughly, using the correct methods of
cleaning and taking into account the safety procedures for each task. If you are unsure of
how to carryout a cleaning task or what cleaning product to use, then please seek advice
from your manager or supervisor.
REMEMBER
Food Safety – It’s in your hands
Louise Holmes/Easenmyne Limited July 2012 312
HEALTH AND SAFETY
A.E.Surcouf & Sons Ltd. has made a commitment to effective Health and Safety by
producing the following statement:
Health and Safety Policy
It is the policy of A.E.Surcouf & Sons Ltd. to comply with the terms of the UK Health &
Safety at Work Act 1974 and any subsequent legislation and to provide and maintain a
health and safe working environment. Our Health and Safety objective is to minimize the
number of occupational accidents and illnesses and ultimately to achieve an accident free
workplace.
All employees will be provided with such equipment, information and training and
supervision as is necessary to implement policy and achieve the stated objective. We
recognise and accept their duty to protect the Health and Safety of all visitors to the
premises, including contractors as well as any members of the public who may be affected
by our operation. Whist the Directors and Management of A.E.Surcouf & Sons Ltd. will do
all that is in their power to ensure the Health and Safety of it’s employees, it is recognised
and communicated through induction, on job training and consultative meetings, that it is
the responsibility of each and every individual associated with the company. It is the duty
of each employee to take reasonable care of their own and other people’s welfare and to
report any situation which may pose a threat to the well being of any other person.
The Management will provide every employee with the training necessary to carry out his
or her tasks safely. However, if an employee is unsure how to perform a certain task or
feels it would be dangerous to perform a specific job, then it is the employee’s duty to report
this to their supervisor. An effective Health and Safety program requires continuous
communication between workers at all levels. It is therefore every workers responsibility to
report immediately any situation that could jeopardize the wellbeing of themselves and any
other person.
All accidents within the work place will be recorded and monitored, with the necessary
corrective action applied. These records are crucial to the effective monitoring and revision
of this policy and must therefore be accurate and comprehensive.
The health and safety policy will be continually monitored, reviewed
and updated, particularly when changes in the scale and nature of our operations occur.
Louise Holmes/Easenmyne Limited July 2012 313
What are my responsibilities?
Under the UK Health and Safety at Work Act 1974 and the Health and Safety Law, it is
all of our responsibility to ensure the safety and welfare of all persons who enter the
premises. This includes our colleagues, visitors, contracted engineers and ourselves.
We can assist with this by:
Receiving and understanding training on equipment and tasks that make up our
jobs.
Using wet floor/slippery floor signs where appropriate.
Ensuring that stairs and walkways are free from debris and obstructions.
Not cutting corners in order to complete a job faster.
Asking for assistance from other members of staff when lifting something heavy.
Following the Manual Handling of Heavy Loads rules.
Using stepladders correctly when reaching above head height.
Reporting any safety hazards to your manager.
Practicing good housekeeping i.e. the removal of empty boxes from the shed
floor, ensuring they are flattened and placed in the refuse bin.
Following the Control of Substances Hazardous to Health rules. (see below)
Wearing personal protective clothing as supplied for your safety by A.E.Surcouf
& Sons Ltd.
COSHH (Control of Substances Hazardous to Health)
Chemicals within the work place, used for cleaning and maintenance can be extremely
hazardous. At A.E.Surcouf & Sons Ltd, we have chemicals that we sell to our customers
for cleaning purposes and we also have chemicals for our own use. It is extremely
important that we follow the rules below to ensure that all chemicals within the unit are
used and stored safety. This will ensure that no personnel are put at risk, or indeed, food
does not become contaminated by them.
Please ensure that:
Only the correct chemical is used for the task in hand.
You read and understand the warning signs on the chemical containers.
You read and understand the dilution, usage, first aid procedures and disposal
procedures. These can be found on the containers or on the chemical data sheets
in the main office.
You never decant the chemicals into unmarked containers or bottles.
You never drink, sniff or mix the chemicals.
You wear suitable protective clothing provided when handling chemicals.
All chemicals are stored safety in a lockable cupboard or room.
Seek advice if you are unsure about anything.
In the event of a chemical spill which may contaminate the food:
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Secure the area and communicate to your colleagues what has happened.
Ensure that any food within close proximity to the spill is not dispatched to
customers.
Place the unsound food sign on the food items until clearance has been agreed.
Ensure that the management are aware of what has happened so that they can take
control of the situation.
Wear the appropriate protective clothing. (if applicable)
Ensure that the correct disposal of chemicals is adhered to i.e. it is not always
recommended to flush into the mains drainage.
Dispose of unsound food accordingly. Seek guidance from the Authorities if
unsure.
Manual Handling of Heavy Loads
Just over a third of all accidents and subsequent sick leave in industry is attributed to
back problems as a result of poor lifting techniques by employees. Many of those
injuries are maintained as a permanent disability that is unable to be corrected. It is
imperative to your wellbeing that you follow correct Manual Handling Techniques, when
lifting anything in your workplace.
Avoid or reduce manual handling where possible by using mechanical aids such as sack
trucks, pallet trucks or if qualified, forklift trucks. A number of leaflets on Safe Manual
Handling are available in a folder in reception. All employees have to attend a course
given by an appropriately qualified instructor and sign that they have done so.
Personal Protective Equipment
A.E.Surcouf & Sons Ltd have provided warm over clothing and gloves for those
personnel who may enter the chiller and freezers. It is important for your own safety to
make sure that these items of clothing are worn when entering these areas of the unit.
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Accident Procedure
First Aid Boxes are situated:
1. Canteen
2. Butchery Department
3. General Office (first floor)
The persons responsible for keeping the first aid boxes in good order are ;
any items used must be notified to them as soon as possible. The above First Aid Boxes
are checked and maintained on a regular basis. In the event of an accident to yourself,
another member of staff or a visitor, follow the accident procedure below:
Administer first aid only if you are a current certificated first aider (St Johns
Ambulance or Red Cross).
Call the emergency services if applicable to do so.
Inform a member of the management team.
Record all accidents in the accident book.
It is important for you to know where the first aid box is located. If you are unsure
then please ask your manager or supervisor.
FIRE
Fire Prevention Most fires that occur happen because of human error. You can assist with preventing
fires from occurring by:
Only smoking in designated areas
Extinguishing cigarettes and matches
thoroughly.
Ensuring that refuse is disposed of regularly.
Switching off electrical appliances which are
not in use.
Not over loading electrical sockets.
Cleaning cooking equipment regularly to
ensure that grease deposits are not allowed to
build up.
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Discovering a fire
Fires spread extremely quickly, so it is vital that you follow these simple rules:
Only tackle the fire if it is no larger than a waste paper bin.
Use the correct extinguisher.
Extinguisher Contains Used on
RED
CREAM
BLACK
BLANKETS
Water
Foam
Carbon
Dioxide
Wood, Paper, Cardboard,
Fabrics
Flammable liquids, grease,
paper, wood
Electrical
Deep fat fryers, people
Raise the alarm by either telling your manager/supervisor or
by breaking the nearest break glass point.
Keep calm! Never shout…”FIRE, FIRE!”
Never open the door of a fire that is enclosed within a
room.
Your Assembly point is at the MAIN CAR PARK
Evacuate the premises as quickly as possible and go to your
assembly point. DO NOT STOP to collect belongings.
At the assembly point:
Stay put and ensure that your manager knows that you are there.
Don‟t disappear – The fire brigade will think that you are still in the building.
Do not re-enter the building until you are told to do so by the fire officer in
charge.
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CUSTOMER CARE
In all businesses, there are two categories of customers:
The Internal Customer You, me, your work colleagues, contractors,
engineers, consultants etc.
The External Customer Those people requiring our products and
services, other businesses, other road users etc.
Both categories of customers should be treated in a way in which you would like to be
treated yourself i.e. courteous, reliable, cheerful, helpful etc. Further to this, good
customer care practices include:
Listening to what the customer is
saying.
Using positive body language,
words and tone of voice.
Answering the telephone promptly
in a bright and enthusiastic manner.
Only promise what you can deliver
Building a positive rapport with the
customer.
Maintaining a positive attitude.
Answering the customers‟ questions
correctly. If you don‟t know the
answer, then find out and get back
to them.
Giving the customer choice.
Recommending alternative
products.
Checking with the customer that
they are satisfied with the products
and services.
Handling complaints effectively
and efficiently.
Paying attention to detail.
Courtesy and patience.
Good time keeping.
Advising customers of latest offers
and promotions.
Doing your job to the best of your
ability.
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RULES AND GUIDELINES FOR DRIVERS
The following rules relate to correct working practices, Company Policy, Health and
Safety and States of Jersey Legislation.
Van Loading
Ensure that the vehicle is in a clean and hygienic condition.
Ensure that the temperature control system is working effectively and at the legal
temperatures.
Ensure that all fragile stock items i.e. glass jars and bottles are boxed-in, to avoid
breakages and accidents.
Do not stack goods several layers high. Heavy goods must be on the bottom.
If breakages occur as a result of your negligence, you will be charged for the
product at cost price.
Ensure that you have all of the order to be delivered, before you leave the shed.
Deliveries
Always be polite and courteous to our customers. You represent the company.
Do not leave the customer until they have checked the goods in your presence.
Where customers require a delivery van temperature reading, then please supply
one without hesitation.
All goods left without a signature will become the driver‟s responsibility unless
previously arranged by the Management.
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All goods delivered must have a signature and times.
All goods returned or short deliveries must be written on the driver‟s sheet before
the customer signs.
Any mistakes made during your round will be required to be rectified after
working hours by the driver concerned.
Environmental Health Officers have the right to inspect goods in transit. In the
unlikely event that you are approached by an EHO, ensure that you see their
identification and then allow them to inspect the delivery. Complete the EHO
Goods in Transit Inspection Record sheet, which can be found in the vehicles
glove compartment. On your return to the unit, give your manager the record
sheet.
On completion of your final delivery, make sure that no goods are left in the back
of your vehicle and return your keys to the office.
At the end of your day, check with a manager that you are free to go.
Cash on Delivery
It is the driver‟s responsibility to collect and count the cash given for goods
delivered. Any discrepancies will be deducted from your wages.
No cash on delivery goods are to be left without being paid for unless authorized
by the office.
If you are unsure about a cash on delivery, delivery, telephone the office.
Please keep all cash safe, it is your responsibility.
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COMPANY VEHICLE RULES AND GUIDELINES
General
Drink driving is a criminal offence and is not acceptable by A.E.Surcouf &
Sons Ltd. employees
Please keep your vehicle in good repair. The vehicle cleaning and maintenance
record must be completed legitimately on a weekly basis.
Punctures, Fuel and Breakdowns
In the event of a punctured tyre, pull over where it
is safe to do so and phone the office. Assistance
will be arranged. Do not drive on a flat tyre as this
will ruin the wheel and tyre and make your vehicle
unsafe.
Ensure that you have sufficient fuel in your van.
Running out costs us time, money and customers!
In the event of a mechanical breakdown, try to get
your van to the side of the road or to where here it
does not create a hazard. Switch on the hazard
warning lights and in darkness; keep your
sidelights on. Phone the office and give your exact
location along with information about the nature of
the fault. If the answer phone is on, leave a
message and a contact number where you can be
reached. Await recovery. Do not open the door to
the temperature-controlled area of the van.
Accidents (As per Highway Code)
Do not leave the scene of an accident
Do not admit liability
Call the police
Call the office
Obtain - Name and address of other party
- Vehicle make and registration
- Insurance details
If the third party vehicle is unattended, make every effort to trace the owners.
Failing this, leave your name, company name and telephone
number on the windscreen.
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Parking Fines and Speeding
You are responsible for all parking and speeding fines. The company will not pay
them for you!
If you dispute a fine and wish to take this up with the Parish Hall concerned, you
must take your driving licence and a copy of the insurance cover note which can
be obtained from the office.
Accident Reporting
Employees that drive company vehicles must check their vehicles on a regular
basis and also report any defects (on occurrence). All motor accidents must be
logged no matter how small.
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GENERAL RULES FOR ALL EMPLOYEES
Drink and Drugs
It is not permissible for employees to report for duty or carry out their duties
whilst under the influence of alcohol and/or illegal drugs
Lateness
Any employee starting late must report to his/her manager before commencement
of duties.
Persistent lateness will result in disciplinary action including loss of pay and
eventual dismissal.
Lost Property
All lost property or cash found on or in the company‟s premises must be handed
immediately to one of the management team.
Smoking
Smoking other than in designated areas is not permitted. Smoking is strictly
forbidden in ALL company vehicles.
Theft and Dishonesty
The proven unauthorised possession of the company‟s property, including stock,
uniforms, protective clothing etc. or property belonging to another member of
staff will be subject to disciplinary action and will result in termination of
employment.
Sickness Reporting
Your manager must be telephoned a minimum of one hour before you are due to
start work. A registered medical practitioner will investigate continual sickness.
Personal property
The company advises all employees not to bring valuable items of clothing or
property (inc. jewellery) onto the premises, as the Company does not accept
responsibility for loss or damage.
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Public Image
The Company expects all employees to project a professional image to all of our
customers, internal and external, existing and potential. Therefore, we expect you
to dress accordingly and carryout your role in a friendly, polite and courteous
manner. Where uniforms are provided, these must be worn at all times whilst on
duty.
Medical Appointments
Should you require time off to attend a medical appointment such as the doctor or
dentist, it is essential that you seek approval from your manager.
Training
A.E.Surcouf & Sons Ltd. recognizes the importance of training its employees to
be able to carry out their jobs effectively and safely. Key members of staff
regularly attend food hygiene training to keep abreast of current legislation, who,
in turn communicate the relevant points to their staff.
Skills training which includes Food Safety, your manager or supervisor will
conduct Health and Safety and Company procedures on job.
All employees have a personal training record that ensures that training received
is documented, recorded and signed for.
Floors and Walkways
At all times spillages must be cleaned at once, either by the maintenance/cleaning
persons or the person responsible for the spillage.
Fork Lifts
Only those employees that have been on and passed a forklift training course may
use a forklift. They may only operate the forklift in accordance with their training.
No one should stand under a load whilst raised.
Ladders and Step Ladders
At all times these items must be used in accordance with the manufacturers
recommendations for safe use. If you are not sure as to their suitability for a
particular job, you should ask your manager.
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Electrical Equipment
Routine inspection of electrical equipment will be carried out and if any employee
notices any faults they must notify Management before the item is used. All
electrical equipment in the butchery department must be used with the circuit
breakers provided.
Machinery
Only those employees that have been trained to use machinery may do so. Those
that use machinery must use the guards and safety equipment provided. Guards or
safety interlocks must never be defeated for any reason.
Machinery must be switched off and unplugged before cleaning and guards must
always be replaced immediately after cleaning. Cleaning should always be in
accordance with manufacture's instructions.
People using machines should not wear dangling chains, rings or loose clothing
that could get caught up in moving machinery. Long hair should also be tied back
or an appropriate hat/net worn.
Butchery & Fish Departments
All employees working in the Butchery and Fish Departments must use the
personal protective clothing provided. Other employees should refrain from
entering the Butchery Department, but if it is necessary to do so, should take great
care not to distract working butchers.
Outside Contractors Equipment
At no time should any employee use scaffolds, ladders or any equipment
belonging to outside contractors. Nor should any employee assist outside
contractors in any way.
Mobile Telephones
Employees that have company vehicles and company mobile telephones should
already have fitted hands-free units. If a hands-free unit is not fitted to your
vehicle, whilst this is being arranged, you must not use the mobile telephone
whilst driving.
Personal mobile telephones MUST be switched OFF at all times whilst in the
office and store areas.
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Useful Information
Company Address A.E.Surcouf & Sons Ltd
Telephone
Fax
5.29.1. Useful Telephone Numbers
Emergency Services: (9 for an outside line then) 999
Other useful numbers (9 for an outside line then):
Fire Service
Ambulance
Police
(Central Station/Fire Alarm)
Electricity (Electrical)
Electricity (out of hours)
(First Aid Kit)
Securicor (Fire Extinguishers)
TO BE ADVISED (Pest Control)
NOTES:
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5.30. Broken Glass Record
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Broken Glass Record Form
Date of Broken Glass Occurrence:
Area Contaminated by Broken Glass:
YES NO
Has the Area Been Made safe & is Appropriate
Signage visible?
Has a Member of the Management Team been Notified?
Name of Management Overseeing the Event:
Corrective Action to Carried Out:
Food Items Contaminated as Result of Broken Glass:
YES NO
Have the Food items been Disposed of?
Has the Area been Inspected to Ensure
No Shards of Glass Present?
Signed ………………………………………………….. Date ………………………….
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5.31. Chemical Spill
Record
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Chemical Spill Record Form
Date of Chemical Spill:
Chemical Responsible for Spill:
YES NO
Has the area been made safe?
Have the Chemical Data sheets been accessed?
Has the EHO been contacted?
Advice Given:
Has the Manufacturers of the Chemical been contacted?
Advice Given:
Corrective Action Carried Out:
Food Items Contaminated as Result of Chemical Spill:
YES NO
Have the Food items been Disposed of?
Signed ………………………………………………….. Date ………………………….
Louise Holmes/Easenmyne Limited July 2012 330
5.32. Raw Sewerage
Overflow Record
Louise Holmes/Easenmyne Limited July 2012 331
Raw Sewerage Overflow Record Form
Date of Sewerage Overflow:
Area Contaminated by Overflow:
YES NO
Has the area been made safe?
Has the EHO been contacted?
Advice Given:
Has the Water/Sewerage Company been contacted?
Advice Given:
Corrective Action to be Carried Out:
Food Items Contaminated as Result of Sewerage Overflow:
YES NO
Have the Food items been Disposed of?
Have the staff been in Contact with Sewerage?
Have the Staff been Given Medical Advice? Advice Given:
Signed ………………………………………………….. Date ………………………….
Louise Holmes/Easenmyne Limited July 2012 332
5.33. Quality & Food
Safety Manual
Amendments Record
Louise Holmes/Easenmyne Limited July 2012 333
Quality and Food Safety Amendment Records
Remove Page
Number
Insert Page Number Amendment i.e.
4.1.1
Date of amendment
Louise Holmes/Easenmyne Limited July 2012 334
6. PART SIX – Glossary of Terms
Section 6
Glossary of Terms
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6.1. GLOSSARY OF TERMS
Term
Definition
Aerobic
Requiring oxygen. Aerobic organisms, such as Listeria
monocytogenes and Bacillus cereus will only multiply
in the presence of oxygen
Ambient temperature
The temperature of the surrounding environment. This
is commonly used to mean the room temperature
Anaphylaxis
A rare but potentially fatal condition that may occur
because of an allergy to some foods, e.g. peanuts.
Severe symptoms include breathing difficulties and
swelling of the throat.
Assured safe catering
A hazard analysis system developed for caterers and
published by the Department of Health
Bacteria
Single cell living organisms, which may spoil food or
cause illness
Bacteria detergents
Detergents used for hand washing or for cleaning
equipment. They not only remove dirt, they also
destroy microorganisms. Heavy soiling will reduce
their effectiveness; therefore, a two stage cleaning
process is required. I.e. Cleaning and then disinfection.
Bactericide
A substance which kills bacteria
Best before date
A date mark that is required on longer life food that is
not subject to microbiological spoilage, e.g. Canned
and dried foods. This date relates to food quality rather
than food safety.
Louise Holmes/Easenmyne Limited July 2012 336
Blown Can
A can that has extended surfaces due to gas pressure
building up in side it. Food within the can may be
contaminated.
Calibration
A process of determining and checking that equipment
such as probe thermometers are working correctly.
Campylobacter
A food poisoning micro-organism
Core temperature
The temperature at the centre of a mass or piece of
food
Chiller
Another term for a refrigerator
Contamination
The adulteration of food by microbial pathogens,
chemicals, forging materials, spoilage organisms etc.
which may affect or compromise the wholeness and
safety of the food item
Convenience
Prepared food requiring only regeneration before use
Cook-chill
A controllable catering system where food is cooked in
advance, chilled and then reheated prior to service
Cook-freeze
A controlled catering system where food is cooked in
advance, rapidly frozen, stored in very low
temperatures (-18°C or below), then thoroughly
reheated prior to service
COSHH
Control of Substances Hazardous to Health
Critical control point
The point(s) at which food may become contaminated,
therefore hazards must be controlled
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Cross contamination
Transfer of organisms from food or equipment to other
food. E.g. Between raw and cooked and high risk
foods
Danger Zone
The temperature range within which microorganisms
multiply the quickest. E.g. 8°C and 63°C
Detergent
A chemical or mixture of chemicals used to remove
dirt, grease and food particles
Disinfectant
A chemical used after cleaning to destroy
microorganisms. It does not have the capabilities to
destroy spores or toxins. It does not remove dirt,
grease and food particles.
Due Diligence The legal defence, available in section 21 of the Food
Safety Act 1990. That a person (or corporate body)
took all reasonable precautions and exercise all due
diligence to avoid the commission of the offence.
Escherichia coli (Ecoli)
A food poisoning micro-organism
EHO
Environmental Health Officer
Floor Cleaning detergent
Usually referred to as a degreaser. A low foaming,
heavy duty degreaser for floors
Flow diagram
A diagram which identifies work, procedural
information and flow, as used in the Assured Safe
Catering Hazard Analysis System (H.A.C.C.P.)
Food Handler
A person engaged in an activity that involves handling
food items.
Freezer
Equipment used for keeping food at frozen
temperatures, e.g. -18°C or below
Fridge
An abbreviated term for a refrigerator
Louise Holmes/Easenmyne Limited July 2012 338
Gastroenteritis
A form of invasive food poisoning characterized by
vomiting and Diarrhoea
H.A.C.C.P.
The abbreviation for Hazard Analysis Critical Control
Point. This is an effective management tool that
provides a structured approach to identifying hazards in
any food lead process which then allows for control
methods to be introduced to reduce the risk of food
contamination
Hazard
Something that could cause harm to a person if they
consume the food
Hazard analysis
A system by which hazards or risks are identified and
assessed, and steps are taken to prevent or control them
Impervious
Surfaces impenetrable to contamination by either
microorganisms, chemicals or other substances. Easily
cleaned and disinfected.
Open food
Food which is or has been left open and may be
exposed to contamination
Onset Period
The time between the consumption of contaminated
food and the symptoms having effect.
Lux
A unit measure for lighting
Pathogen
A harmful micro-organism which causes illness
Pest
An animal or insect that is allowed to get to where it
should not be. E.g. Flies, wasps, ants birds, rodents
etc.
Refrigerator
A piece of equipment, often a cabinet used to keep
food cool, e.g. between 0°C and 8°C
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Relative humidity
A percentage measure of the amount of moisture in the
air when related to temperature
Salmonella
A type of bacterium which can cause food poisoning
Sanitizer
A chemical that has the capability of cleaning lightly
soiled surface and destroying some microorganisms.
Shelf stable
Food products that can be stored at room temperature
because they will not suffer spoilage by
microorganisms. E.g. Rice, Past etc
Soap
Similar to a detergent but differs in composition. Used
to remove dirt during cleaning. Soap does not destroy
microorganisms.
Sous-vide
Recipe dishes that have been prepared and then sealed
in a vacuum pack, heat treated and cooled for chilled
storage and distribution
Splash back
Area of walls behind sinks and wash hand basins for
protection against water, dirt grease etc.
Spores
A protective shield that some bacteria are able to
produce to withstand high temperature and chemicals.
e. Bacillus and Costridium species of bacteria.
Staphylococcus
A common food poisoning bacterium, usually found in
septic spots, sores of man and in the human gut.
Sterilise
A heat or chemical treatment which is capable of
destroying all micro-organisms
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Stock Rotation
A process that rotates the food items by date code.
First in first out OR last in last out (FIFO/LILO)
UHT
Stands for Ultra Heat Treatment. It is high
temperature/short time pasteurization process,
commonly associated with milk and milk products
Use by date
A date mark affixed to pre-packaged foods that are
classed as microbiologically perishable. I.e. Dairy
products, ready-made meals, pre packaged fresh meat.
Toxin
A poisonous substance released by certain bacteria.
The toxin is what causes the food poisoning. Toxins
can withstand high temperature. There are four main
types of toxins produced, with each causing different
symptoms of food poisoning.
Food may be termed toxic if contaminated by a
chemical spillage
Viruses
Microscopic particles, which may be transported by
food and water that may cause illness. They are unable
to multiply on or in food. They require human tissue
for growth.
Wholesome
Food, which is free of adulteration and is fit and
suitable for human consumption.
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7. PART SEVEN – Useful Names and Addresses
Section 7
Useful Names and Addresses
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7.1. Useful Names and Addresses
Chartered Institute of Environmental Health 0207 928 6006
Chadwick Court
15 Hatfields
London
SE1 8DJ
British Frozen Foods Federation 01476 515300
3rd
Floor Springfield House
Springfield Road
Grantham
NG31 7BG