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1/19/12
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Good Agricultural Practices:
Traceability, Recall &
Recordkeeping
James Theuri University of Illinois Extension
Purdue University is an Equal Opportunity/Equal Access Ins<tu<on
INDIANA-ILLINOIS FOOD SAFETY INITIATIVE
Funded in part by a USDA Specialty Crops Block Grant from the Indiana State Department of Agriculture
Outline • Traceability:
• What is it; importance • How to be prepared for it
• Recall: • What and why it is necessary • Importance of a mock recall
• Recordkeeping • Importance of records for food safety • How to do records
What is a Traceback System
• A labeling and recordkeeping system
• Involves every step in the supply chain
• Enables tracking product one step back and -
• One step forward Where did it come from? Where did it go?
Why Have a Traceback System?
• In case of foodborne illness outbreak
• It is now part of all third party audits
• It is part of the new federal legislation “Food Safety Modernization Act”
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One Step Back
• One step back – Field, greenhouse or high tunnel
• More specific is better – Harvest date – Packing date – Harvest crew
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One Step Forward
• Need to have the ability to trace each carton one step forward – When & where was the produce sold
• What Farmers’ Market and when • When on the Farm Stand • What Wholesale Buyer, Retailer
– How many packages/how much weight
Types of Systems
• Manual – Write the date or code on a box
• Record at the end of the day commodity, codes, number of boxes and where shipped
– Hand labeling grocery gun • A series of numbers can be used for field,
harvest date, harvest crew, etc. This can be put on the box in the field if field packing or in the packinghouse. • After harvesting or the end of the day record
the codes either in a log book or in an excel spreadsheet.
Example of a Numbering System • 16756169
Ø 167 = harvest date – 1st day a grower picks; Is Julian calendar date or actual date (6/14)
Ø 5 = field number Ø 6 = picking crew Ø 169 = packing date (616)
• Record the numbers and number of cartons after harvest
Manual System • Advantages – Easy to use – Little added equipment – In expensive
• Disadvantages – Need a person to do the labeling – Must record the information daily – Need to remember where the information is located
weeks or months later – May take extra time to trace a product back to the field – Cartons can not be traced electronically
Electronic Systems • Simplest system is the use of a Excel(r) or Access(r) file
to collect the data. – This system is static and does not allow others to track
the product • There are several proprietary software systems
– Most are based on barcodes so the data can be entered into a computer
– These systems require software, scanners and a special printer to print barcodes with labels – Costs range from $9,000-18,000 – Labels with codes can be purchased without
purchasing all the equipment, but must have a label for each product.
Produce Traceability Initiative - 2007 • Most electronic systems were developed to
comply with the PTI • Founders:
• Produce Marketing Association • United Fresh Produce Association, and • Canadian Produce Marketing Association
– Based on use of barcode (128 digit number)
www.producetraceability.org
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Mock Recall • Ability to track an order of produce from the farm or
shipping location to where it is delivered (one step forward).
• Call a buyer and ask how many boxes of a specific product they still have on hand and how much has been moved forward.
• Indicate that you do not want to recall the produce, but are practicing in case there is a problem in the future.
• Have the buyer fax the results of the conversation on their letterhead.
• Should do a mock recall at least once* a year
*depends on the audit firm
Mock Traceback Log
Step backward Step forward
Harvest date
Harvester Packing date
Packer Shipping date
Customer(s) contacted
Amount of product remaining from original shipment at customer
Disposition of product which could not be recalled
Date: Lot: Conducted by: Product traced:
Summary
• Traceability • Keep records that show where it came from
(traceback) and where it went to (traceforward)
• Recall • Have a written mock recall plan • Do and document mock recalls
Websites • www.gaps.cornell.edu
• http://ucgaps.ucdavis.edu
• http://njveg.rutgers.edu
• www.foodsafety.psu.edu/gaps
• www.ams.usda.gov/gapghp
• http://jifsan.umd.edu/training/gaps.php
Acknowledgments
Presentation Developed by: Wes Kline, Agricultural Agent, Rutgers Cooperative Extension of Cumberland County Liz Maynard, Extension Specialist, Purdue University Extension James Theuri, University of Illinois Extension