The impact of foodborne illness is staggering, with foodsafety.gov estimating 48 million people getting sick each year, and as many as 3,000 resulting deaths.
It’s an unfortunate statistic, but one that is almost entirely preventable by implementing quality management systems and adhering to food safety standards. Evidence shows that facilities with a strong food safety program experience fewer recalls and lower operational costs – and improved consumer trust.
While it may feel daunting, regularly auditing your facility is essential to help you achieve the best food safety performance. That’s why Manex has put together this actionable guide to preparing for a food safety audit that you can use to get your team in position for a positive audit outcome.
What is a Food Safety Audit?
A food safety audit is a systematic review of a food manufacturing facility’s procedures and processes to ensure that the organization complies with food safety laws and regulations.
An audit will look at virtually every aspect of the food production process, including food safety procedures, food preparation, sanitization, food handling, employee hygiene and more. Performance in each of these areas will be measured against current accepted standards.
The results of an audit are used to identify shortcomings and areas for improvement within the organization.
Types of Food Safety Audits
Food safety audits can be broken down into one of three types: first-party, second-party, and third party.
A first-party food safety audit is one that is conducted entirely in house by the facility’s most experienced food safety experts. Internal audits should be conducted regularly to ensure that a facility is operating in compliance with regulations.
A second-party audit occurs when a partnering organization wants to examine the food safety programs in your facility. For example, a grocery store may conduct a second-party audit of its poultry suppliers. These may occur once every few years over the course of the partnership.
Lastly, third-party food safety audits are conducted by independent food safety consultants or food safety audit companies. Audits are often sought by organizations to gain an objective assessment of their food safety system, or to earn safety and quality certifications essential for doing business.
Certified third-party food safety audits are conducted by recognized food safety audit companies like the Safe Quality Food Institute (SQF), British Retail Consortium (BRC) and the Global Food Safety Initiative (GFSI).
The Difference Between Food Safety Audits and Inspections
While the terms are often used interchangeably, there is a clear difference between food safety audits and inspections.
Food safety inspections are conducted by agencies of the federal or state governments, such as the Food and Drug Administration (FDA) or the U.S. Department of Agriculture (USDA). These inspections are meant to determine if food processing facilities are following federal laws regarding food safety.
Food safety inspections are often conducted randomly and without prior notice. They can also be conducted after receiving consumer complaints, or while investigating reports of an outbreak.
Inspectors will evaluate the present physical state of the facility, its food safety plan, and other criteria specific to the type of food you manufacture.
Both food safety audits and inspections serve a vital role, but failing an inspection can carry far more significant consequences than failing an audit.
When major issues cause a facility to fail an inspection it can lead to production being halted until the issue is corrected, and potentially even initiate a product recall. Failing a government inspection can also result in fines and loss of licensing and permits in extreme cases.
Key Areas of a Food Safety Audit
Whether conducting an internal audit, or working with a second or third party, there are several key areas of your food safety process that an auditor will examine. These areas include:
- Food Storage – Auditors will examine how a facility stores food, including thermometer calibration of refrigerators and freezers, as well as how dry goods are stored
- Food Preparation – Food preparation and handling areas will be monitored to verify proper sanitation, handwashing, and cross-contamination prevention techniques are observed.
- Hazard Analysis – Auditors examine hazard analysis and critical control points (HACCP) plans, that facilities use to identify potential biological, chemical, and physical hazards and establish control points in the production process.
- Documentation – Auditors will check that comprehensive records of food safety compliance have been kept.
- Equipment and Facilities – The overall cleanliness and sanitization of the equipment and facilities, as well as waste management systems, will be examined.
- Staff Training – Staff may be evaluated for competence in food safety standards, including hygiene and sanitization practices.
How to Prepare for Food Safety Audits and Inspections
The best way to be prepared for food safety audits and inspections is to routinely conduct your own internal audits – ideally on a monthly basis.
But whether you’re preparing for an audit from an independent food safety consultant, food safety audit company, or an inspection from a federal regulatory body, there are a few essential steps you can take to ensure your organization is prepared.
- Review Food Safety Standards – As leaders and management, you should review the food safety standards that will be used during the audit. This will help you understand what the auditor is looking for, and give you an idea of what you may need to shore up before the auditor arrives.
- Keep Employees Well Trained – Auditors will likely want to speak and interact with key members of the staff. Keeping them well-trained and up-to-date on food safety processes will ensure they are able to answer questions with confidence.
- Appoint a Sanitation Expert – Auditors will closely examine your sanitation procedures, so it is a good idea to appoint a trusted member of your staff to take the lead on this. They should be up to date with current sanitation requirements, and be ready to identify potential shortcomings that can be shored up before the audit.
- Monitor Food Storage Temperatures – Check that refrigerators and freezers are operating at the appropriate temperatures. Calibrate thermometers if needed, and verify that food items are being stored at the required temperature levels at all times.
- Prepare Your Documentation – Your auditor will likely want to see documentation that reflects your processes like your standard operating procedures (SOPs), HACCP plans, and training records. Having this information neatly organized and available when needed will help facilitate a smooth audit process.
- Hold a Staff Meeting – Conduct at least one staff meeting before the date of your audit to set expectations for your team about the audit process. You can use this time to prepare your employees for handling auditor questions and ensure they understand their responsibilities.
- Conduct a Mock Audit – Consider running a mock audit if possible. To do this, you only need to walk through your facility with a checklist containing the relevant food safety standards that you will be monitored on. Try to observe the processes through the eyes of the auditor. This can help you identify potential issues before the day of the audit, giving you a chance to correct them.
- Instill Confidence in Your Team – Communicate expectations with your team, and positively reinforce and recognize them when they demonstrate proper food safety practices.
Remember, an audit is an opportunity for improvement, and the food safety consultant is there to help your organization reach its highest potential.
With the proper training and preparation, your organization will be confident and ready to perform to the best of its ability on the day of the audit.
Looking for Food Safety Consulting Services Near You?
With over 30 years of experience, Manex is Northern California’s most recommended food safety auditing company.
We offer a complete range of food safety consulting services, helping organizations like yours implement and refresh their food safety best practices. Our food safety consultants have the skills and credentials to help you navigate the increasingly complex food safety requirements with confidence.
When you’re ready for help with food safety compliance, contact Manex for an initial consultation, and let us unlock your facility’s potential.
