Food safety management systems – why should you have one?

Paul Hastings Date published: Sep 07, 23

Recent years have been challenging for the food & drink industry, from supply chain disruption and labor shortages to steep electric and gas costs, changing regulatory requirements and environmental concerns. In this demanding environment an effective food safety management system is paramount.

So, what is a food safety management system?

Firstly, a food safety management system is a legal requirement for all food and drink organizations. An added bonus is that they are a great way for any operation to ensure that best practices and safe ways of working are used and followed across the business.

Every type of F&D organization, from supermarkets, hotels and restaurants, food storage facilities, and drinks manufacturers must have a food safety management system in place that is measurable and can be monitored, controlled, assessed and analyzed. It is not enough just to be following internal policies and guidelines.

What do they do?

An FSMS will provide your business with a controlled and systematic approach that is designed to ensure the safety and hygiene of food products, throughout the entire food supply chain. They are also essential for organizations in maintaining quality and complying with food safety regulations.

What are the key components of a food safety management system?

1. Hazard Analysis and Critical Control Points (HACCP)
2. Prerequisite Programs (PRPs)
3. Standard Operating Procedures (SOPs)
4. Traceability and recall
5. Documentation and record keeping
6. Training and education
7. Continuous improvement
8. Compliance with standards
9. Risk assessment and management
10. Third-party certification

These 10 components help organizations to:

• Identify and control hazards
• Determine the critical control points
• Provide safe ways of working
• Track and recall failing or contaminated goods
• Monitor and measure the processes
• Ensure staff work safely and with the correct training whilst continually learning and improving
• Comply with both internal and regulatory standards
• Detect, manage, mitigate and eliminate organizational risks
• Maintain recognition and ongoing authoritative approval of their ways of working

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How are food safety management systems recognized, monitored, and approved?

A food safety management system will be measured against a recognized standard such as:

1. BRCGS (British Retail Consortium Global Standard for Food Safety)
2. FSSC 22000 (Food Safety System Certification 22000)
3. SQF (Safe Quality Food)
4. IFS (International Featured Standards)
5. PrimusGFS (Global Food Safety Initiative)

The above standards are also GFSI benchmarked standards. There are many advantages to implementing GFSI benchmarked standards such as, the global recognition, improved supply chain efficiency and consumer trust, among others.

So, what do I need to do and how do I do it?

As mentioned previously, there are 10 key components of a successful FSMS. These need to be implemented, monitored, measured, analyzed and controlled. Managing these effectively long-term simply cannot be done using manual, paper-based systems.

Effective, electronic systems and processes need to be put in place which provide one version of the truth - as it happens.

These systems also ensure all required information is recorded and the relevant stakeholders are notified. Clear, defined, and repeatable processes should be put in place with targeted, monitored and measured results. Standards, both internal and regulatory, should always be adhered to. Allergens, product specifications and ingredients are controlled, and the supply chain is effectively risk managed and approved.

Effective auditing of the PRPs/OPRPs takes place and where required, corrective and preventive actions are implemented. Staff are trained to the required levels and that training is validated by qualified personnel. Hygiene and pests are properly controlled, and records of these controls are maintained and are auditable by the relevant authority.

Key to all of the above and the continued success of the organization is the transparency and availability of the information contained in the FSMS. Across all levels of the business, one version of the truth should exist, all interested parties (internal and external to the organization) should be aware of the role that they play in the process. Collaboration and communication are must haves.

In short, organizations in the food and drink sector should implement systems that can Identify, measure, monitor, and track products from the raw ingredients to finished item and ensure that it is safe, genuine, and of a high quality.

Are you looking to shore up your food safety and streamline your audit management? Download this FREE guide to simplifying retailer audits in the food and beverage industry. Download now

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For more information on how Ideagen support the food and drink sector, please contact Paul at paul.hastings@ideagen.com