Title Page
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Conducted on
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Prepared by
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Location
4.0 Site and building standards
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4.1.1 Consideration shall be given to local activities and the environment which may have a potentially adverse impact on products, and measures shall be taken to prevent product contamination. Where measures have been put into place to protect the site from any potential contaminants, these shall be regularly reviewed to ensure they continue to be<br>effective.
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4.1.2 All grounds within the site shall be finished and maintained to an appropriate standard. Where grass and other planted areas are located near buildings, they shall be regularly tended and maintained.
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4.1.3 The building fabric shall be maintained to minimise the potential for pest entry (e.g. sealing gaps around pipes). A clean and unobstructed area shall be in place along external walls of buildings used for the storage of products.
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4.1.4 Site to be adequately drained
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4.1.5 external storage should be minimised and items protected.
4.2 Site security and product defence
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4.2.1 A site-specific documented risk assessment (threat assessment) shall be undertaken to identify any potential risks to the security of products held on the premises in storage or on vehicles, and appropriate controls shall be implemented. The threat assessment shall include both internal and external threats, and shall be reviewed at an appropriate frequency or, as a minimum, annually. It shall also be reviewed whenever:<br>• a new risk emerges (e.g. a new threat is publicised or identified)<br>• an incident occurs, where product security or product defence is implicated
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4.2.2 Access to the site by employees, contractors and visitors shall be controlled and a visitor reporting system shall be in place.
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4.2.3 The company shall have documented site security procedures. Staff shall be trained in the site security procedures.
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4.2.4 Contractors and visitors, including drivers, shall be made aware of all procedures for access to premises and the requirements of the areas they are visiting, with special reference to hazards and potential product contamination. Contractors working in product storage areas shall be the responsibility of a nominated person.
4.3 Layout, product flow and segregation-intake, handling, storage and dispatch areas
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4.3.1 There shall be a current map or plan of the whole site (including internal and external storage areas, and yard) which defines:<br>• access points for personnel<br>• travel routes for personnel and product<br>• staff facilities<br>• routes for the removal of waste<br>• process flows<br>• storage areas (ambient, chilled and frozen areas)<br>• chemical-handling areas (e.g. battery storage areas).
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4.3.2 Premises shall allow sufficient working space to enable all operations to be carried out properly under safe hygienic conditions and prevent the risk of product damage
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4.3.3 Adequate segregated storage facilities shall be available to enable incompatible products to be effectively segregated, where required, to minimise the risk of taint or cross contamination.
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4.3.4 The positioning of equipment(raking), shall not jeopardise the integrity of the product, and shall prevent product contamination and damage.
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4.3.5 Suitable and sufficient extraction methods shall be provided in areas where fumes may buildup (e.g. battery-charging areas). These areas shall also be segregated from product storage areas.
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4.3.6 Appropriate storage facilities shall be provided for the control and storage of cleaning and maintenance chemicals, and sited so they shall not compromise the safety, legality, quality and integrity of the product.
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4.3.7 Cleaning facilities (e.g. for tray-washing) shall, where appropriate, be adequately segregated from product handling and storage.
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4.3.8 Where products are susceptible to weather damage, vehicles shall be loaded and unloaded in covered bays so as to protect the product, or other effective measures shall be put in place
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4.3.9 Temporary structures constructed during building work or refurbishment shall be designed and located to avoid pest harbourage, and ensure the safety and integrity of products.
4.4 Fabrication Intake, handling, storage and dispatch areas
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4.4.1 Walls, floors, ceiling and all pipes will be maintained in good cleanable condition.
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4.4.2 Floors shall be designed to meet the demands of the operation and withstand cleaning materials and methods. They shall be impervious and maintained in good repair.
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4.4.3 Where there is a need for drainage, it shall be designed and maintained to minimise risk of product damage or contamination, and not compromise product safety, quality, legality or integrity.
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4.4.4 All water supplies used for cleaning or in connection with any operation in the storage of products (including hand-washing) shall be potable at the point of use or pose no risk of contamination according to applicable legislation. The water shall be either drawn from mains supply or suitably treated according to its source
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4.4.5 Building voids shall be accessible for inspection and, where appropriate, cleaning.
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4.4.6 Adequate lighting shall be provided for all work areas. Suitable and sufficient lighting shall be provided so as to permit effective inspection of product and effective cleaning.
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4.4.7 All bulbs and strip lights that are vulnerable to breakage, including those on electric fly killer units, shall be protected by shatterproof plastic., or a shatterproof protective coating. Where full protection cannot be provided, the glass-management system shall take this into account.
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4.4.8 Where there is a risk of contamination from glass window breakage, glass windows shall be protected against breakage or the product shall be adequately protected
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4.4.9 Buildings shall be suitably proofed against the entry of all pests. This shall include:<br>• the provision of external doors that are close-fitting or adequately proofed<br>• where external doors to storage areas are kept open due to the design of the building or<br>operational requirements, the site shall adopt suitable precautions to prevent pest ingress<br>when these doors are in use (and be closed when not in use)<br>• the fitting of screens and traps to drains to prevent pest entry<br>• the protection of canopies from bird roosting and nesting.
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4.4.10 The condition of the building fabric shall be monitored through documented audits. Repairs and improvements identified shall be scheduled.
4.5 Staff facilities
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4.5.1 All toilets shall be provided with hand-washing facilities comprising: •sink with soap and water at a suitable temperature and hand washing signs.<br>
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4.5.2 Suitable and sufficient hand-cleaning facilities based on risk shall be provided and easily accessible to staff and, vehicle drivers. Hand-washing shall be performed at an appropriate frequency to minimise the risk of product contamination.
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4.5.3 Facilities shall be provided for the safe storage of personal items.
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4.5.4 The position of vending machines where provided, shall not jeopardise the safety, legality and quality of the product
6.0 Facility Management
6.1 Equipment
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6.1.2 If racking is present, it shall be adequately maintained, constructed and periodically inspected for damage. The frequency of inspections shall be determined by a nominated person based on risk assessment. Records shall be maintained.
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6.1.3 All diesel-powered handling equipment, where used, shall incorporate an appropriate exhaust filter system for the removal of particulates that can pose a contamination risk to product.
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6.1.4 Where physical automation systems (including vertical lifts, retrieval systems, conveyor systems, robotics, etc.) are used for product-handling activities, a documented risk assessment shall be completed to identify potential risks to product safety, legality, quality and integrity (including from spillage and damage), while maintaining traceability at all times. The risk assessment shall form the basis for defining a procedure for the acceptance, operation, maintenance, calibration, testing and validation of the system, as appropriate.
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6.1.5 Where appropriate, procedures shall be in place to monitor the condition of wooden pallets and plastic trays to prevent the risk of contamination or damage to products.
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6.1.6 Knives or other tools provided shall be used in such a way as to prevent damage to products. Snap-off blade knives shall not be used.
6.2 Maintenance
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6.2.1 A documented planned Maintenance schedule or condition monitoring system shall be inplace which includes all plant and equipment. Knives or other tools provided shall be used in such a way as to prevent damage to products. Snap-off blade knives shall not be used.
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6.2.2 The site shall ensure that the safety, legality or quality of a product is not jeopardised during maintenance operations
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6.2.3 All third-party contractors and engineers shall be aware of and adhere to the site’s operating standards. Where appropriate, this shall include the site’s hygiene standards and contamination control policies
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6.2.4 Cleaning or replacing light fittings and glass shall be done in a manner so as to minimise the potential for product contamination.
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6.2.5 records to be kept of vehicle and equipment maintenance.
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6.2.6 Temporary repairs/modifications shall only be permitted in emergencies and where product contamination is not at risk. Such modifications shall be subject to a time limit and shall be recorded and scheduled for permanent repair.
6.3 Calibration and control of measuring and monitoring devices
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6.3.1 The site shall identify and control measuring equipment used to monitor CCPs and product safety, legality and quality. This shall include, as a minimum:<br>• a documented list of equipment and its location<br>• an identification code and calibration due date<br>• prevention from adjustment by unauthorised staff<br>• protection from damage, deterioration or misuse.
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6.3.2 The company shall check measuring and monitoring devices at a predetermined frequency based on risk assessment and, where necessary, adjust the devices to ensure accuracy within agreed parameters. Where adjustment is not possible, inaccurate equipment shall be replaced.
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6.3.3 Equipment shall be readable and of a suitable accuracy for the measurements it is required to perform. Equipment specified to measure CCPs or product safety, legality and quality shall be traceable to a recognised national standard.
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6.3.4 Reference measuring equipment shall be calibrated and traceable to a recognised national or international standard and records maintained. When equipment is used to assess critical limits, any uncertainty in calibration must be considered.
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6.3.5 Procedures shall be in place to record the actions to be taken when the prescribed measuring devices are found not to be operating within specified limits. Where the safety or legality of products is based on equipment that is found to be inaccurate, action shall be taken to ensure that at-risk product is not offered for sale, and the owner/manufacturer of the product shall be notified to agree actions (where appropriate).
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6.3.6 Procedures shall be in place to calibrate, verify or, where necessary, adjust self-calibrating devices (including robotics sensors) to ensure accuracy within agreed parameters at a predetermined frequency (as identified in clause 6.1.4). Where adjustment is not possible, inaccurate equipment shall be replaced
6.4 Housekeeping and Hygiene
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6.4.1 equipment and premises shall be maintained in a clean and hygienic condition.
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6.4.2 Documented cleaning schedules shall be in place and implemented for the building, plant and all equipment. The frequency and depth of cleaning shall be based on risk. Cleaning procedures shall include, where applicable:<br>• responsibility for cleaning<br>• the item/area to be cleaned<br>• frequency of cleaning<br>• method of cleaning<br>• cleaning chemicals and concentrations<br>• cleaning materials to be used<br>• cleaning records and responsibility for verification.
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6.4.3 Cleaning practices shall be completed so as to maintain a suitable environment for the storage and distribution of products. Practices shall minimise risk of contamination to the product. Where cleaning procedures are part of a defined prerequisite plan to control the risk of a specific hazard, the cleaning and disinfection procedures and their frequency shall be validated, and records maintained.
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6.4.4 Where clean in place (CIP) systems are in use for cleaning tankers, these shall be designed and operated to ensure effective cleaning, commensurate with the products transported. To ensure effective operation, the following shall be in place:<br>• validation, confirming the correct design and operation of the system<br>• an up-to-date schematic diagram of the system layout<br>• where rinse solutions are recovered and re-used, an assessment of the risk of cross contamination<br>(e.g. due to the re-introduction of allergen).<br>Alterations or additions to the CIP system shall be authorised by a suitably competent individual before changes are made. A record of changes shall be maintained. The system shall be re validated at a frequency based on risk and following any alteration or<br>addition.
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6.4.5 Adequate staff, facilities and equipment shall be provided to allow cleaning to be undertaken at a level commensurate with the activities being undertaken by the site.
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6.4.6 Records shall be maintained of the cleaning undertaken. These shall include any cleaning of vehicles carried out by subcontractors (e.g. tanker cleaning) and, where required by customers, cleaning certificates.
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6.4.7 Where appropriate, the effectiveness of the cleaning and sanitation procedures shall be verified and recorded
6.5 Waste and Waste disposal
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6.5.1 Systems shall be in place to minimise the accumulation of waste in handling and storage areas. Bins shall be emptied at appropriate frequencies and maintained in an adequately clean condition.
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6.5.2 External waste collection containers and compactors shall be managed in such a manner as to contain products and not attract pests. Containers holding food products or packaging shall be covered or closed.
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6.5.3 Products that require specific conditions for disposal shall be separated and disposed of using licensed contractors and records of removal shall be maintained and available.
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6.5.4 In the event that substandard trademarked materials are transferred to a third party for destruction or disposal, that third party shall be in the business of secure product or waste disposal and shall provide records of material destruction or disposal.
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6.5.5 Surplus customer-branded products shall be disposed of in accordance with customer specific requirements and records maintained. Customer brand names shall be removed from packed surplus products before the product enters the supply chain, unless otherwise authorised by the customer
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6.5.6 Where customer-branded products which do not meet specification are sold to staff or passed on to charities this shall be with the prior consent of the brand owner. Processes shall be in place to ensure that all products are fit for consumption and meet legal requirements. Records maintained.
6.6 Pest Management
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6.6.1 Employees shall understand the signs of pest activity and be aware of the need to report any evidence of pest activity to a designated manager
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6.6.2 All products shall be stored so as to minimise the risk of infestation.
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6.6.3 In the event of evidence of pest activity, immediate action shall be taken to identify at risk products and to minimise the risk of product contamination. Any potentially affected products shall be subject to the non-conforming product procedure.<br>The presence of any infestation on site shall be documented in pest control records and be part of an effective pest management programme to eliminate or manage the infestation so that it does not present a risk to products
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6.6.4 The company shall either contract the services of a competent pest control organisation or shall have trained personnel for the regular inspection and treatment of premises, in order to deter and eradicate infestation.<br>The frequency of inspections shall be determined by risk assessment and documented. The risk assessment shall be reviewed whenever:<br>• there are changes to the buildings or processes which could have an impact on the pest management programme<br>• there has been a significant pest issue.<br>Service provision (regardless of the source) shall meet with all applicable regulatory requirements.
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6.6.5 Where the services of a pest control contractor are employed, the service contract shall be clearly defined and reflect the activities of the site.
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6.6.6 Pest management documentation and records shall be maintained. As a minimum, these<br>shall include:<br>• an up-to-date plan of the whole site, identifying pest control devices and their locations<br>• identification of the baits and/or monitoring devices on site<br>• clearly defined responsibilities for the site management and the contractor<br>• details of pest control products used, including instructions for their effective deployment and action to be taken in the case of emergencies<br>• any observed pest activity<br>• details of pest control treatments undertaken.<br>Records may be on paper (hard copy) or controlled in an electronic system (e.g. an online reporting system). 6.6.7 N/A
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6.6.8 Results of pest management inspections shall be assessed and analysed for trends on a regular basis. As a minimum, results of inspections shall be analysed annually or in the event of an infestation.<br>The analysis shall include results from trapping and monitoring devices to identify problem areas. The analysis shall be used as a basis for improving the pest management procedures.
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6.6.9 Records of pest management inspections, pest proofing, hygiene recommendations and actions taken shall be maintained. It shall be the responsibility of the site to ensure that all of the relevant recommendations made by its contractor or in-house expert are documented and carried out in a timely manner
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6.6.10 An in-depth, documented pest management survey shall be undertaken at a frequency based on risk, but at least annually, by a pest control expert to review the pest management measures in place. The survey shall:<br>• provide an in-depth inspection of the facility for pest activity, including advice on stock held for a prolonged period<br>• review the existing pest management measures in place and make any recommendations for change.<br>The survey shall be timed to allow access to equipment for inspection where a risk of stored product insect infestation exists.
7.0 Good Operating Practices
7.1 Receipt of Goods
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7.1.1 Where specific measurable conditions, such as temperature, are critical to the safety, legality, quality or integrity of products, processes shall be in place to ensure requirements are fulfilled before acceptance.
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7.1.2 There shall be a procedure for inspection of loads on arrival to ensure that products are free from pest infestation, contamination or damage and are in a satisfactory condition.
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7.1.3 Procedures shall also be in place to ensure that the loads or products have been held under secure conditions before acceptance.
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7.1.4 Where products are marked with a durability code, the residual shelf life shall be checked to ensure that this meets any specified customer requirement as a minimum, and assist in stock rotation.
7.2 Product Handling
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7.2.1 Personnel shall be aware of any products requiring specific handling conditions and be trained in appropriate procedures. The procedures shall include, as appropriate:<br>• instructions for handling different product types<br>• segregation of products where necessary to avoid cross-contamination (physical, chemical, microbiological or allergenic),<br>• specific handling requirements to prevent product damage
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7.2.2 The loading of vehicles shall be carried out in a manner which prevents damage, and loads shall be secured to prevent movement during transit.
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7.2.3 Where products are repacked onto pallets for storage or further distribution, the packing configuration shall prevent the risk of damage (e.g. overhanging cases). Where required, repacked pallets shall be band-wrapped to prevent damage in storage or distribution.
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7.2.4 Products shall be stored of the floor either on pallets or racking.
7.3 Environmental Control
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7.3.1 Monitoring shall be carried out in accordance with product specification requirements and/ or specified procedures.
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7.3.2 Where the storage area is temperature-controlled, temperature-recording equipment with suitable alarms shall be fitted to all storage facilities, or there shall be a system of recorded manual temperature checks, typically every 4 hours or at a frequency which allows for intervention before product temperatures exceed the defined limits for the safety, legality, quality or integrity of products
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7.3.3 Facilities shall be adequate to maintain products within the temperature range detailed in the product specification.
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7.3.4 Where temperature control is required, process parameters critical to product safety (including product handling and scheduling of transfer operations) shall be monitored to maintain temperature control. Procedures shall be established which clearly define acceptable and unacceptable criteria so that appropriate actions can be taken. The procedures shall take into account:<br>• maximum limits for the period of time that particular types of product may remain outside a temperature-controlled environment, including at loading, unloading and staging areas<br>• the effect of local seasonal temperature variations (e.g. temperature, condensation, humidity).
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7.3.5 In the case of equipment failure, procedures shall be in place to establish, in conjunction with the product owner, the safety status and effect on the quality of the product prior to release to distribution. Records shall be maintained. 7.3.6 N/A, 7.3.7 N/A
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7.3.8 In the event of changes to equipment, the company shall, where appropriate, re-establish the performance capability within the storage area.
7.4 Physical and chemical product contamination risk
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7.4.1 Glass or other brittle materials in product-handling areas shall be excluded or protectedagainst breakage or the product shall be adequately protected. Procedures for handling glass and other brittle materials (other than product packaging) which pose a contamination risk in identified areas shall include:<br>• a list of those items, detailing their location, number, type and condition<br>• recorded checks of the condition of these items, carried out at a specified frequency that is based on the level of risk to the product<br>• details on cleaning or replacing these items to minimise the potential for product contamination.
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7.4.2 All spillages or breakages that pose a risk of product contamination shall be recorded in an incident report.
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7.4.3 Processes shall be in place to manage the use, storage and handling of chemicals to prevent chemical contamination. These shall include, as a minimum:<br>• an approved list of chemicals for purchase<br>• availability of material safety data sheets and specifications<br>• confirmation of suitability for use<br>• avoidance of strongly scented products<br>• the labelling and/or identification of containers of chemicals at all times<br>• a designated storage area with restricted access by authorised personnel<br>• use of chemicals by trained personnel only.
7.5 Stock Rotation
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7.5.1 Receipt documents and/or product labelling shall facilitate correct stock rotation.
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7.5.2 An effective system shall be in place for identifying the location of stock within the storage<br>area to facilitate stock rotation
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7.5.3 Product shall be handled with due regard to the stated shelf life for onward sale, and shallbe in compliance with the minimum specified shelf life on delivery where this is specified by customers.
7.6 Product Release
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7.6.1 Where products require positive release, procedures shall be in place to ensure that the release does not occur until all release criteria have been met and the release has been authorised. Records shall be retained.
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7.6.2 In circumstances where release of product is authorised by the owner of the products or legal clearance (e.g. customs), the management shall have systems in place to ensure that the authority for release has been provided prior to dispatch. Evidence of authorisation shall be retained.
7.7 Management of Allergens
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7.7.1 The company shall have a procedure in place to ensure that the potential risk of allergenic contamination of products is minimised. This shall take into account the particular packaging formats of products that are at an increased risk of damage, along with the physical state of any allergen-containing products (i.e. powder, liquid, particulate).
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7.7.2 A documented allergen management plan shall be established to mitigate the cross contamination risk to products. Control measures shall consider:<br>• spillage controls<br>• specific handling procedures to reduce product damage<br>• any additional controls requested by the customer/product owner (e.g. segregation control based on manufacturing guidance/specifications).
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7.7.3 Spillage procedures shall be designed to remove or reduce to acceptable levels any potential cross-contamination by allergens. The cleaning methods shall be validated and routinely verified for their effectiveness.
8.0 Personnel
8.1 Training and Competency
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8.1.1 All personnel, including employment agency or temporary personnel and contractors, shall be appropriately trained prior to commencing work and adequately supervised throughout<br>the working period.
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8.1.2 The company shall have documented training procedures and training records to demonstrate that the training is appropriate and effective.
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8.1.3 Records of all training shall be available. These shall include, as a minimum:<br>• the name of the trainee and confirmation of attendance<br>• the date and duration of the training<br>• the title or course contents, as appropriate<br>• the training provider<br>• for internal courses, a reference to the material, work instruction or procedure that is used in the training.<br>Where training is undertaken by employment agencies on behalf of the company, records of the training shall be available.
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8.1.4 Where personnel are engaged in activities relating to critical control points (CCPs), they shall receive specific training relevant to the CCPs. Where personnel carry out activities which could affect product safety, legality and quality, the company shall ensure that<br>personnel have been trained in the best-practice operating principles for the particular task.
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8.1.5 The company shall routinely review the competencies of staff and provide relevant training<br>as appropriate. This may be in the form of training, refresher training, coaching, mentoring or<br>on-the-job experience
8.2 Personal Hygiene
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8.2.1 The site’s personal hygiene standards shall include policy for the following:<br>• the wearing of protective clothing/workwear<br>• the wearing of jewellery<br>• smoking, eating and drinking<br>• hand-cleaning/personal hygiene<br>• reporting of sickness.
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8.2.2 The requirements for personal hygiene shall be communicated to all personnel, agency staff, contractors and visitors. Compliance with the requirements shall be checked regularly.
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8.2.3 Smoking, where permitted under law, and eating and drinking shall only be permitted in designated areas and shall not be permitted in storage and product-handling areas. Adequate arrangements for dealing with smokers’ waste shall be provided at smoking facilities.
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8.2.4 work wear shall be maintained in a good and clean condition.
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8.2.5 All cuts and grazes on exposed skin shall be covered by an appropriately coloured plaster that is site-issued and monitored.
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8.2.6 Processes and written instructions for staff shall be in place to control the use and storage of personal medicines so as to minimise the risk of product contamination.
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8.2.7 Where permitted by law, visitors and contractors shall be required to fill in a health questionnaire or otherwise confirm that they are not suffering from any symptoms which may put product safety at risk, prior to being allowed into storage areas.
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8.2.8 There shall be a procedure for the notification by employees, including temporary employees, of the details of any relevant infectious disease or condition with which they may have come into contact or from which they may be suffering. Expert medical advice shall be sought where required.
Completion
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General Comments
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Name and Signature
