Food Safety Assessment Best Practice Records 2019

• Cleaning Schedule (insert)

• Verification of cleaning record

• Pest control record

• Incident record

• Quarterly internal review record

• Food recall procedure and record

• Staff training record

• Allergen Policy and Matrix

Additional copies of these records can be obtained from your Environmental Health Officer or downloaded from www.whitehorse.vic.gov.au/Food-Hygiene-System.html

Food Safety Assessment Best Practice Records

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29

30

31

D

aily

task

Wee

kly

task

Fort

nigh

tly ta

sk

M

onth

ly ta

sk

Staf

f to

com

plet

e th

e cl

eani

ng ta

sk a

nd r

ecor

d th

eir n

ame/

initi

al b

elow

. Th

e pr

oprie

tor,

man

ager

or f

ood

safe

ty s

uper

viso

r m

ust v

erify

the

task

has

be

en c

ompl

eted

by

a vi

sual

insp

ectio

n of

the

prem

ises

and

sig

n be

low

whe

n th

e re

cord

is c

ompl

ete.

VERI

FICA

TIO

N O

F CL

EAN

ING

REC

ORD

M

ON

TH _

____

____

__ Y

EAR

____

____

___

Nam

e: _

____

____

____

____

____

____

____

____

____

Pos

ition

: ___

____

____

____

____

____

__ D

ate:

___

____

____

____

____

____

__

Y

es, I

hav

e in

spec

ted

the

prem

ises

and

ver

ified

that

the

clea

ning

has

bee

n co

nduc

ted

to a

n ac

cept

able

sta

ndar

d.

(ple

ase

tick)

PEST CONTROL RECORD YEAR: ____________ Professional pest control records are accepted where the visits are scheduled every 6-10 weeks Yes, I use a professional pest control company.

Month Area Checked Evidence (Yes/No/NA)

Action Taken Responsible Person Position

January Dry storage area Main kitchen Storeroom Rear yard February Dry storage area Main kitchen Storeroom Rear property March Dry storage area Main kitchen Storeroom Rear property April Dry storage area Main kitchen Storeroom Rear property May Dry storage area Main kitchen Storeroom Rear property June Dry storage area Main kitchen Storeroom Rear property July Dry storage area Main kitchen Storeroom Rear property August Dry storage area Main kitchen Storeroom Rear property September Dry storage area Main kitchen Storeroom Rear property October Dry storage area Main kitchen Storeroom Rear property November Dry storage area Main kitchen Storeroom Rear Property December Dry Storage Area Main Kitchen Storeroom Rear Property

To be completed each month by the proprietor, manager or food safety supervisor. • This record is designed to help you identify any

pest infestation within the business. • Check for any activity of pests including, ants and

cockroaches. • If pests are present, treat and record action taken.

INC

IDEN

T R

ECO

RD

Food

han

dler

s ar

e re

min

ded

to n

otify

thei

r sup

ervi

sor i

f exp

erie

ncin

g sy

mpt

oms

incl

udin

g di

arrh

oea,

vom

iting

, fev

er o

r sor

e th

roat

with

feve

r. Fo

od h

andl

ers

with

gas

troin

test

inal

sym

ptom

s sh

ould

be

excl

uded

from

food

han

dlin

g ac

tiviti

es fo

r a m

inim

um o

f 48

hour

s to

pre

vent

pos

sibl

e co

ntam

inat

ion

of th

e fo

od.

Dat

e N

ame

of s

uppl

ier/c

usto

mer

Ty

pe o

f in

cide

nt

Det

ail o

f Inc

iden

t C

orre

ctiv

e A

ctio

n

Sign

atur

e of

m

anag

er

1/5/

16

C

indy

Lee

C

ompl

aint

Sp

oke

to m

anag

er, e

xpla

ined

sou

p w

as

cold

D

iscu

ssed

with

food

saf

ety

supe

rvis

or a

nd

met

with

sta

ff C

.Jon

es

7/9/

16

M

ark

Mal

oney

St

aff i

llnes

s St

aff m

embe

r fel

t ill,

had

ups

et s

tom

ach

M

ark

wen

t hom

e, n

ot to

retu

rn to

wor

k fo

r 48

hou

rs a

fter s

ympt

oms

stop

C

.Jon

es

The

prop

rieto

r, m

anag

er o

r foo

d sa

fety

sup

ervi

sor

mus

t com

plet

e th

is r

ecor

d w

hen

ther

e ha

s be

en a

n in

cide

nt re

port

ed. I

ncid

ents

incl

ude:

•

Dam

aged

food

s be

ing

deliv

ered

from

a s

uppl

ier

•

Pest

sig

htin

g

• Cu

stom

er c

ompl

aint

•

Staf

f illn

ess

QUARTERLY INTERNAL REVIEW RECORD Name: _____________________________________ Position: ____________________________________ Date: _______________________________________ 1. Purchasing/Delivery Y N N/A Observations/Corrective Action Date Completed Are all of the suppliers that you use on your approved suppliers list?

Are product temperatures monitored when received?

Are products stored correctly after they are received?

Are all transport vehicles checked regularly?

Are staff aware of what they need to check for when receiving products?

Is the goods receiving form completed? Is the incident record completed when damaged goods are received?

2. Storage Are all foods stored off the ground on approved shelving units and not overstocked?

Are storage areas in the correct temperature range?

Is the storage unit temperature log completed daily?

Is there an appropriate thermometer on site? Ie digital probe thermometer

Has the digital probe thermometer been calibrated within the last six months?

Is there a risk of cross contamination in the storage area from raw to cooked or raw to ready to eat foods?

Is there a risk of cross contamination in storage area between non allergenic foods and allergens?

Are all storage containers labelled and covered appropriately?

Are food stocks stored and rotated to ensure products do not go out of date? eg use older food first.

3. Preparation Is there a risk of cross contamination in the preparation area?

Are staff aware of safe food handling practices and how to avoid food contamination (including cross contamination of allergens)?

Are staff personal belongings stored out of food preparation areas?

Is food waste disposed of appropriately and regularly removed from preparation areas?

4. Processing Has the activity log been completed? Are approved methods of thawing being used to defrost foods?

Is there a risk of cross contamination during thawing?

The proprietor, manager or food safety supervisor should complete this record every three months. This record is designed to help you identify areas that need attention and to ensure staff are complying with your Food Safety Program. • All questions are to be answered yes, no or not

applicable (N/A) • Any observations, issues or corrective action must

be recorded • Record to be signed and dated

4. Processing cont… Y N N/A Observations/Corrective Action Date Completed Are foods being cooked to at least 75°C?

Is cross contamination being avoided during cooking?

Is food being cooled within the recommended time frames?

Is food being cooled quickly in small batches?

Is cross contamination being avoided during cooling?

Are foods being reheated to at least 75°C? Is cross contamination being avoided during reheating?

Are foods being reheated in an approved manner?

5. Display and Serving Are the storage unit temperature logs completed?

Are cross contamination risks avoided during display and serving?

6. Packaging and Labelling Is packaging material stored appropriately?

Does labelling comply with national food standards?

To assist in food recalls, are there batch or lot numbers on labels?

Can your business provide information upon request on ingredients and allergens of your products?

7. Transport Are transport vehicles clean and in good condition?

Is food transported at appropriate temperatures and stored to avoid contamination?

Are transport staff aware of appropriate food safety practices, including the use of protective clothing?

8. Customer Complaints Are customer complaints and your corrective actions recorded on the incident record?

Are staff aware of what to do if they receive a customer complaint?

9. Personal Health and Hygiene Are staff aware of safe food practices and their responsibilities to ensure they handle food safely?

Do staff wear suitable clothing when handling food?

Do staff wash their hands at appropriate times and have clean hands at all times when handling food?

10. Illness Are staff aware they must not be at work if they are suffering from any gastroenteritis illness or food borne disease?

Are staff aware of their responsibilities in providing a clearance certificate upon returning to work after suffering any gastroenteritis illness or food borne disease?

11.Cleaning and Sanitising Does the cleaning schedule include all relevant information?

11.Cleaning and Sanitising cont Y N N/A Observations/Corrective Action Date Completed Is there adequate equipment to undertake cleaning and sanitising effectively?

Are all cleaning chemicals clearly labelled and stored appropriately?

12. Pest Control and Waste Has the Pest Control Record been completed?

Has appropriate action been taken when evidence of pest activity has been identified?

Are internal and external rubbish bins cleaned regularly?

13. Maintenance Are the following in good condition and working order?

• Floors • Walls • Ceilings • Hand basins • Sinks eg wash up sink and food

preparation sink

• Cooking equipment eg ovens/stoves

• Preparation equipment eg chopping boards

• Pest proofing measures eg flyscreens

• Benches • Refrigeration units • Exhaust system – good working

order

• Exhaust systems–internal surface clean

• Exhaust system – date filters cleaned

• Exhaust system – date ducts and flue cleaned

• Lighting • Shelving units • Toilets/plumbing • Garbage areas • Grease trap – in good working

order

• Grease trap – date last pumped out

• Internal grease interceptor – clean

• Internal grease interceptor – serviced every 6 months

14. Business Responsibilities New staff members have been trained in food safety

Staff aware of allergen management Staff training record updated

Exhaust System It is important that food businesses maintain the mechanical exhaust systems (including ducts and flue) in a clean condition. Exhaust systems that are not maintained have a build-up of grease and residue that can result in a kitchen fire. Remember to keep a copy of the invoice from the professional contractor to demonstrate when your mechanical exhaust system was last cleaned. Grease Traps Food businesses need to have a Trade Waste agreement with Yarra Valley Water and a maintained grease trap that is regularly emptied and cleaned. Remember to keep a copy of the invoice from the contractor to demonstrate when your grease trap was last cleaned. If you are not sure if your business generates Trade Waste, please contact the Yarra Valley Water Trade Waste Team on 9872 1240 or email tradewaste@yvw.com.au

FOOD RECALLS A food recall is action taken to remove unsafe food from distribution, sale and consumption. All food businesses must be able to quickly remove food from the marketplace to protect public health and safety.

Reasons that food can be recalled include:

• Microbial contamination with food poisoning microorganisms • Non-compliant labelling, incorrect food ingredients on the ingredient list, incorrect date markings or other

food labelling errors • Foreign matter contamination with material such as glass, metal or plastic objects • Chemical/other contaminants including substances such as cleaning products, pesticides, machine oil,

etc. • Undeclared allergens due to incorrect labelling, incorrect packaging or contamination of the product by an

allergen

Types of food recalls

Trade recalls involve food not directly sold to the general public but sold to other food businesses such as distribution centers, re-processors, manufacturers and wholesalers. It may involve food in hospitals, restaurants and other major catering establishments, and outlets that sell food manufactured for immediate consumption. Consumer recalls involve the food product at all points in the production and distribution network including any affected product bought by consumers. These recalls may involve, but are not limited to, trade outlets, retail outlets, supermarkets, grocery stores, health food stores, online stores, pharmacies and gyms that sell food. Business Responsibilities

As a requirement of the FSANZ Food Standards Code, businesses that have notified to recall a food product must:

1. Remove the food product from sale 2. Clearly identify it and keep it separate from other foods. For example, the business could label the product

that it has been recalled and use a dedicated refrigerator shelf or dry storage area solely for this purpose, or keep these foods in special containers

3. Assess and deal with the product as outlined in the food recall notice. This may include returning it to the supplier or disposing the product in the rubbish.

Businesses must document the details of the action taken on the food recall record.

FOOD RECALL RECORD

Date Details of Recall Action Taken Name of Product Product in stock Yes/No If Yes: Name of Supplier/Manufacturer Reason for Recall Product Name Batch Number Use by Date Number of Units in Stock Method of Disposal Carried out by:

Date Name of Product Product in stock Yes/No If Yes: Name of Supplier/Manufacturer Reason for Recall Product Name Batch Number Use by Date Number of Units in Stock Method of Disposal Carried out by:

Date Name of Product Product in stock Yes/No If Yes: Name of Supplier/Manufacturer Reason for Recall Product Name Batch Number Use by Date Number of Units in Stock Method of Disposal Carried out by:

Businesses may be advised of food recalls from either the food supplier or Council. Details of the recall notice and actions taken to dispose the food must be recorded on either the on the food recall notice from Council or the record below.

STA

FF T

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ININ

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ECO

RD

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an S

mith

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Cle

anin

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proc

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ills

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at th

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se th

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incl

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vaila

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to a

ll fo

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andl

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on th

e D

epar

tmen

t of H

ealth

and

Hum

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web

site

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w.d

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ely.

heal

th.v

ic.g

ov.a

u/

− Fr

ee o

nlin

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aini

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ll Ab

out A

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and

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s av

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−

Inte

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Food

Saf

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Supe

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docu

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this

trai

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pro

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as o

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ALLERGEN MANAGEMENT POLICY RECORD Aim To assist staff to identify customers who have made declarations of food allergies and/or food intolerances, and manage these customers during their patronage. This policy is in addition to the Food Safety Program and will be reviewed annually.

Risk Incorrect provision of meals to customers with food allergies and/or intolerances can results in adverse and potentially life threatening reactions (anaphylaxis). Definitions Allergic reaction: occurs when someone develops symptoms following exposure to an allergen. Allergic reactions can range from mild to severe. Allergy: when a person’s immune system reacts to substances in the environment that are harmless for most people. These substances are known as allergens. Anaphylaxis: the most severe form of allergic reaction requiring urgent medical treatment. For the purposes of recognition and emergency treatment – anaphylaxis signs and symptoms as stated on the Australasian Society of Clinical Immunology and Allergy (ASCIA) Action Plan include:

Mild or moderate reactions • Swelling of lips, face, eyes • Hives or welts • Tingling mouth • Abdominal pain, vomiting

Anaphylaxis Watch for any one of the following signs of anaphylaxis:

• Difficult/noisy breathing • Swelling of tongue • Swelling /tightness in throat • Difficulty talking and/or hoarse voice • Wheeze or persistent cough • Persistent dizziness or collapse • Pale and floppy (young children)

Food Allergy: an abnormal immune mediated reaction to ingested food, resulting in clinical symptoms. Reactions can occur after eating a small amount, even traces, of food. Food Intolerance: food intolerances does not involve the immune system and does not cause sever life-threatening allergic reactions (known as anaphylaxis) but may cause life threatening diseases in response to repeated exposures after a number of years (e.g gluten). Reactions are dose related and are often delayed. Symptoms include headaches or gut symptoms after eating. Background There are ten common food allergens in Australia as specified by Food Standards Australia New Zealand (FSANZ). These are:

• Gluten • Peanuts • Cow’s milk • Fish • Sesame • Egg • Tree nuts • Soy • Crustacea • Lupin

All businesses must complete this record and sign declaration if no claims are being made. If claims are being made, the policy must be completed with appropriate information and complete the food allergy matrix.

Food labels are required by law to declare if the food or beverage contains any of the above ten common food allergens. If your business does not make a claim to cater for allergens please sign below

Proprietor Declaration

The proprietor of a registered food premises signs this application acknowledging that they: • Do not make a claim to cater for allergens

Please note that should there be a failure to provide this information upon a customer’s declaration of an allergen, it would constitute a breach of the Food Act 1984 and may result in prosecution. If the business is owned by a sole trader or a partnership, the proprietor(s) must sign and print name(s). If the business is owned by a company or association - the applicant on behalf of that body must sign and print their name. Proprietor’s Signature _____________________________________________________ Date ______________________ Print Name _____________________________________________________________ Position _______________________________________________________________ (If signing on behalf of a Company, state your position within the company)

If your business does make an allergy claim, please complete the remainder of this form and implement as your allergen management policy.

Policy ____________________________ (Business Trading Name) will provide appropriate menu items for customers with known food allergens and food intolerances. Food allergen and/or food intolerance history will be documented on ____________________________ (ie receipt, order book, online ordering system). Food supplies and storage

• All products and ingredients shall be approved by ______________________ (ie Manager, Food

Safety Supervisor).

• Vendors should be instructed not to substitute brands without explicit permission or without

highlighting the need for brand substitution as soon as possible.

• ______________________ (ie Manager, Food Safety Supervisor) is responsible for reviewing

ingredient lists and product information and advising staff of any changes.

• Changes to ingredients and products will be recorded on ______________________ (ie the

matrix, quarterly internal review).

• Each food containing an allergen will be stored in a separate container from other foods and fully

labelled.

Meal Preparation and Provision

• Meal provision processes will be undertaken wearing latex free gloves.

• Customer allergen information will be printed and provided with the meal.

• Customers with food allergies will not be provided with food from the kitchen until food allergy

status is recorded on _____________________________ (ie docket, receipt) and provided to

the kitchen staff.

• Wait staff will be responsible for checking that the meals provided match the items on the printed

information.

• No additions or substitutions will be made to the meal once it has left the kitchen.

• All meals shall be checked as accurately and prepared and/or plated

by______________________ (ie manager, food safety supervisor, chef).

• An allergy matrix will be completed in addition to this policy.

• The allergy matrix will include all pantry items and reviewed and updated at least annually or if

supplies have been changed/altered.

• The allergy matrix shall be displayed in the kitchen in full view of all staff.

Cleaning and Sanitising

• All food storage, preparation areas as well as utensils and equipment shall be cleaned and

sanitised as per Food Standards Code 3.2.2

• Personal protective equipment (PPE) shall be worn as required.

• Appropriate cleaning and sanitising of equipment and preparation areas must occur between

preparation of different menu items and ingredients.

Education and Training

• ______________________ (ie Proprietor, Food Safety Supervisor or Manager) will ensure that

appropriate information, education and training are available and implemented for all staff involved

in the food service operations.

• All staff will be required to undertake initial and annual refresher training relevant to their role.

Useful References • http://dofoodsafely.health.vic.gov.au/index.php/component/topics/topic/food-allergens

• https://foodallergytraining.org.au/

• http://www.foodstandards.gov.au/consumer/foodallergies/foodallergenportal/Pages/default.aspx

FOO

D A

LLER

GEN

MA

TRIX

REC

OR

D

Com

plet

ed b

y: _

____

____

____

____

____

D

ate

of a

llerg

en m

atrix

: ___

____

____

____

____

____

R

evie

w: a

t lea

st a

nnua

lly a

nd e

very

tim

e an

ingr

edie

nt o

r rec

ipe

chan

ges

Men

u ite

m

Pean

uts

and

thei

r pr

oduc

ts

Tree

nut

s an

d th

eir

prod

ucts

Egg

and

egg

prod

ucts

Milk

and

m

ilk

prod

ucts

Soy

and

soy

prod

ucts

Sesa

me

and

sesa

me

prod

ucts

Fish

and

fis

h pr

oduc

ts

Cru

stac

eans

(s

hellf

ish)

an

d th

eir

prod

ucts

Glu

ten

and

glut

en-

cont

aini

ng

cere

als

Lupi

n

Eg

Cae

sar s

alad

x

x x

x

x

Busi

ness

es m

ust c

ompl

ete

this

reco

rd if

th

ey a

re m

akin

g al

lerg

en c

laim

s.

Caesar Salad example on completing the matrix;

1. Start by making a list of all your ingredients. If you are using compound ingredients such as the dressing, you will need to expand your list to include these ingredients

2. So for the example of Caesar salad, the ingredients that comprise the dressing include garlic, lemon juice, anchovies, egg yolks, Worcestershire sauce, olive oil, salt, pepper, mustard powder.

3. For all pre-packaged ingredients, check the existing label for any declarations

4. So your expanded list will look like something similar;

Lettuce Anchovies Worcestershire sauce Mustard powder

Eggs Parmesan Olive oil

Bacon Garlic Salt

Croutons Lemon juice Pepper

5. Next highlight in bold from your list the allergens and mark the matrix in the appropriate column (as shown above).