In our previous post we provided a glimpse into what food businesses can generally expect during a food safety audit. Our intent was to provide owners and operators, particularly those considering engaging an external auditor/assessor for the first time, with information that makes the audit process seem less intimidating.

In this post, we’ll be taking a closer look at five common food safety audit findings and we’ll share our thoughts on how best you can go about addressing them. Our hope is that by providing this information, it allows you and your business to begin considering where you may need to focus attention to improve your food safety management systems.

Before we outline these common audit findings, it’s important to make the point that encountering these issues does not mean your food business is failing. Rather, they present opportunities for improvement and growth. By recognizing and addressing these common pitfalls, you can enhance your food safety protocols, reduce risks and ensure a safer environment for your customers.

Now, let’s examine each of these findings in detail as well as practical and effective strategies to resolve them.

Improper temperature control

Food needs to be carefully prepared, cooked and stored at correct temperatures, often represented in ranges. When this does not occur, the risk of foodborne illness increases. Additionally, the potential spoilage of food products leads to wasted food and financial losses.

It is often the case that improper temperature control is caused by inadequate refrigeration or heating, equipment malfunction (e.g. broken thermostats) and the use of improper storage practices.

To identify potential issues with improper temperature control, food businesses should record temperatures regularly, taking into consideration the ideal temperature ranges for different food products and how temperatures affect food. Recorded temperatures should be logged and these logs should be periodically reviewed to identify issues that may warrant attention. To address improper temperature control, food businesses should:

• Periodically calibrate refrigeration and heating units.
• Implement strict temperature recording and monitoring protocols.
• Provide adequate staff training on proper temperature management protocols.

Poor hygiene practices

A critical success factor in the safety of food products is the extent to which employees adhere to personal hygiene standards, such as handwashing and wearing protective clothing. However, poor hygiene practices is a common food safety audit finding. At the organizational level, poor hygiene can also be identified in the inadequate sanitation of equipment and surfaces [click here for a copy of our free equipment sanitation protocol].

Quite often, it is a lack of training and the non-enforcement of hygiene policies that leads to poor hygiene practices. However, facilities which are not adequately equipped to facilitate good personal and organizational hygiene is also a causal factor.

To identify poor hygiene practices, food businesses should implement a robust hygiene compliance process and execute periodic reviews. The capture and review of staff and customer reports is also an effective means by which issues related to poor hygiene can be identified. To address poor hygiene practices, food businesses should:

• Implement regular training sessions on good hygiene practices.
• Install sufficient and suitable hygiene facilities (e.g. hand washing stations, commercial grade dishwashers and various types and sizes of scrubbers and brushes).
• Regularly inspect work areas for cleanliness and ensure strict enforcement of hygiene policies.

Inadequate pest control

The inability of food businesses to effectively address the presence of pests such as rodents, insects or birds in food preparation or storage areas is an occasional audit finding.

The factors leading to pest control issues are varied. Poor sanitation (e.g. inadequate cleaning of food debris and the inadequate disposal of waste products) is a common trigger. Structural issues can also lead to pest infestations (e.g. cracks, gaps and holes in walls and floors). Some pests also favor specific environmental conditions (e.g. high humidity or the presence of standing water). Then as expected there is the general issue of inadequate pest control measures such as irregular or ineffective pest control treatments and the use of unqualified service providers.

Pest management issues are usually identified by the presence of droppings, nesting materials, or damage to food packaging. In addition to monitoring food storage, preparation and waste disposal areas, particular care should be paid to inspecting hard-to-reach areas. These areas (e.g. behind appliances and under sinks) can sometimes be easily overlooked.

To address poor hygiene practices, food businesses should:

• Implement strict and comprehensive cleaning protocols that cover all areas, including hard to reach spots.
• Provide adequate staff training on proper cleaning techniques, the signs of pest activity and the general importance of maintaining a hygienic environment.
• Conduct or commission periodic facility inspections to identify structural or environmental issues that may lead to pest infections [for a copy of our free facility inspection checklist – click here].
• Design an integrated pest management program with the support of a competent pest control service provider.

Documentation and record keeping deficiencies

Missing or incomplete records, such as food safety plans, temperature logs, and training records, are often a significant audit issue. Directly related is the inability of auditors to identify sufficiently detailed and accurate records which are often necessary not only to facilitate traceability and quality control but for ensuring regulatory compliance. In some jurisdictions, documentation and record keeping deficiencies can lead to regulatory non-compliance which in turn may result in potential fines or closures.

The perception of documentation as a burden, particularly for smaller food businesses, is a frequently referenced cause for incomplete documentation. This is occasionally influenced by a general disinterest in establishing a documented food safety framework. For other food businesses, resource constraints and the lack of a robust document management system may lead to challenges in maintaining critical documents and records.

Despite the potential impact, documentation and record keeping deficiencies are often only acknowledged or identified when an auditee is unable to provide records on the auditor’s request. As such, food businesses can perform an internal review of key food safety documents and records to identify gaps or inconsistencies. To address findings from such an internal review, food businesses should:

• Utilize digital tools and document control systems for easier tracking and management of documents.
• Provide staff with training on the importance of accurate, up-to-date and accessible documentation and record-keeping.
• Regularly review their documentation processes and any relevant laws or regulations which apply.

Improper Inventory Management

The ability of a food business to carefully manage their production inputs is crucial for ensuring the safety of the final product. Though inventory management issues often revolve around overstocking, understocking, wasted stock and the inefficient use of storage space, more pressing concerns exist – the increased risk of foodborne illnesses due to the use of expired or spoiled ingredients.

As with the other items on this list, there is no single primary cause. Improper inventory management is usually the result of one or more of the following:

• The lack of a suitable inventory management system
• Poor organizational skills (e.g. purchasing, space management)
• Inadequate staff training on inventory & raw material handling procedures
• Failure to implement proper food storage procedures

Where there is improper inventory management, it most often results in the high occurrence of expired or near-expiry products, high levels of food waste and regular instances of overstocked or understocked items. To address improper inventory management, food businesses should:

• Design suitable inventory management procedures, which include adherence to first-in, first out (FIFO) principles, stock rotation and segregation of foods.
• Identify and implement an inventory management system that allows for the real-time tracking of inventory levels and provides low stock and expiry alerts.
• Regularly conduct physical inventory counts that also include consideration for product quality, freshness and suitability for use.
• Comprehensively train staff on inventory management procedures while also ensuring there is clear communication and coordination between purchasing, kitchen/processing and storage staff.

Conclusion

To sum up, it is important to keep in mind that addressing food safety audit findings is an ongoing process. This involves regular monitoring, staff training, and the adherence to and enforcement of established protocols. By taking the above information into consideration, food businesses can significantly enhance their food safety practices.

While the suggested improvements are intended to help in preparing for and passing audits, the central benefit is expected to be in the creation of a safer environment for customers. Regularly revisiting and refining these areas will ensure continual growth and resilience in food safety management systems.

Take the next step

Ready to engage qualified and experienced food safety auditors who can offer an impartial perspective on your food safety practices? We’re here to help.

As a leading food safety and quality consultancy, we possess a wealth of experience and are experts in food safety standards, regulations, and best practices.

Take action today! Schedule a consultation with one of our experts. Together, let’s elevate your food safety standards and build consumer trust one step at a time.