Documentation and Recordkeeping for

Food Safety on Fruit and Vegetable Farms

Purdue  University  is  an  Equal  Opportunity/Equal  Access  Ins9tu9on  

INDIANA-ILLINOIS FOOD SAFETY INITIATIVE

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

Liz Maynard Dept. of Horticulture and Landscape Architecture

Purdue University, 600 Vale Park Rd., Valparaiso, IN 219-531-4200 • emaynard@purdue.edu

What Documents?

•  Policies: what you do •  Procedures and Standard Operating

Procedures: how you do it •  Records: when, where, who did it; results

•  If you plan to be audited, keep policies, procedures, and records required by audit

•  Audit requirements vary •  This presentation: Harmonized GAPs

–  Pre farm-gate –  Post farm-gate

Food Safety Records •  Why are you keeping the records? •  What is most efficient? •  Who does it? •  Who makes sure it gets done? •  How much do you really need? •  How long to keep? •  Annual review

Recordkeeping Basics

Write it Down! •  What was done •  When was it done •  Who did it •  Who checked the record

Recordkeeping Systems

•  Daily log of activities •  Recordkeeping sheets for each activity, filed in

binder or file when completed What will work on your farm?

Example Checklist

Example Recordkeeping Sheet Toilet and Handwashing Facility Maintenance Log

Example Recordkeeping Sheet

Worker Education and Training

All workers •  Date of training •  Who was trained •  Who was the trainer •  What materials were used Food safety lead •  Evidence of training

Microbiological Sampling and Testing

Name of lab, qualifications of lab Sampling protocol Results of tests Any action taken as result of test

Traceability and Recall

One step forward (except direct to consumer) One step back Record of a practice trace back and trace forward Record of a mock recall

Self-audits and Corrective Actions

Record of self-audit Record of any corrective actions

Field Production – Field History and Assessment

Risk assessment for field/greenhouse history and adjacent land use (annual)

Field Production – Worker Health and Hygiene

Toilet facility number and location meet applicable regulations

Record of cleaning for toilet / handwashing facilities

Record that drinking water for workers is potable

Field Production – Ag Chemicals, etc.

Record of ag chemical use Record of applicator training or licensing if required Record of worker training for worker protection

standards Record of ag chemical disposal

Field Production – Water

Record of risk assessment for water (seasonal) Record of training related to water risk

assessment, testing, or treatment Record of water tests and results Record of corrective actions

Field Production – Animal Control

Record of risk assessment for animals Record of animal monitoring Record of mitigation and corrective actions

Field Production – Soil Amendments

Animal-based soil amendments Composition Method and date of treatment Date of application Evidence of adequate processing Compliance with applicable regulations

Raw or incompletely treated manure Composition Method and time of application

Field Production – Vehicles, Equipment, Tools, Utensils

List of items and materials that may pose a risk of contamination (“food contact surfaces”)

Records of: Inspection Maintenance Repair Calibration Cleaning Sanitizing

Field Production – Pre-Harvest, Water, Harvest

Record of pre-harvest risk assessment Descripton of water system Record of water changes in dump tanks, etc. Record of water treatment (if any) Records for ice: water source, manufacture,

transport, storage Record of water system maintenance Record of wash water and product temperature (if

applicable)

Field Production – Transportation from Field to Packinghouse or Storage

Checklist for inspection of transport vehicle, wagon, etc. Cleanliness Functionality If used for something other than produce, need load history (past 3

loads) OR cleaning

Packing Facility - Raw Material Sourcing

List of approved suppliers for raw materials

Packing Facility, Equipment, Tools, Packaging

Records of maintenance for equipment and tools Records of temperature in cold rooms,

refrigerators, etc. Records of thermometer calibration List of glass and brittle plastic in the facility Records of lubricants purchased or used Register of packing specifications and label

approvals

Packinghouse - Pest and Animal Control

Pest control log: Inspection dates Inspection reports Corrective actions

Pest control operator credentials

Packinghouse

Risk assessment for produce washing Labels for antimicrobials used in water Records of antimicrobial use and monitoring Records of calibration/verification for instruments

and devices used in monitoring

Transportation (Packinghouse to Customer)

Records of product temperature at loading (if required)

Checklist for inspection of transport vehicle Cleanliness Functionality If used for something other than produce, need load history (past 3

loads) OR cleaning

Resources for Documentation and Recordkeeping

Example recordkeeping sheets Audit Checklists Guidance Documents Food Safety Plan Writing Workshop

Questions?

Thank you.