How much documentation is needed for initial SQF audit?
I apologize if this has been discussed but I am unable to arrive at the correct answer. I have been told that SQF requires 3 months of completed documents for every document/report etc. required. Is this an actual rule (i.e. part of the code) or just a preference of auditors. I have heard 2 months before as well. However, I am no sure this is an actual rule or rather a good practice. Any guidance is solicited.
Thank you.
Hello... I would say that the more info that you have available the better. Though the SQF code does say they "recommend" that there should be a minimum of two months of records available before an on site audit is conducted.
You can find this information in section 1.8 of the SQF Code
When you are going through your initial audit the CB should understand if not all of your records reach back a full year. Both times I've been through an initial certification that was mentioned by the auditor. They may accept 3 months but they would like to have 6 months.
A minimum of 3 months shows that you have a program, that it was implemented effectively, and that you are able to keep and retain records. Again the longer time frame the better.
I am in the process of opening a new area in our factory which will include some new products/processes - our SQF CB has advised that we will need 3 months production data available for review at the SQF accreditation audit of our new areas (as an add on to our current scope of accreditation)
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Also, we only had our SQF Program implemented for about 3 months and our auditor gave us non-conformances for not having a full review of our system. We argued that the implementation and validation was review and he didn't agree. SQF requires yearly review and since we hadn't implemented most of our programs for more than a few months we hadn't reviewed all of them. I'm not sure if this has happened to other people but just make sure you have documentation on any reviews for implementation/validation you've done.
Also, we only had our SQF Program implemented for about 3 months and our auditor gave us non-conformances for not having a full review of our system. We argued that the implementation and validation was review and he didn't agree. SQF requires yearly review and since we hadn't implemented most of our programs for more than a few months we hadn't reviewed all of them. I'm not sure if this has happened to other people but just make sure you have documentation on any reviews for implementation/validation you've done.
Yep have heard this happening many times on new systems. Most CB's will audit on two months documents but prefer three and be sure to have senior management do their yearly review. Obviously more is better as it shows the system is working.
Thank you to all for your input. We are looking to have our desk audit in May. I am in the process of implementing new records into circulation at our facility, and I wanted to ensure I had ample time before the audit.
So in short nitchicsqf, all your annual reviews/verifications/validations/audit of the system, PRP's, HACCP needs to be done even if its only been 2 months since implementation.
Sorry for adding to such an old post but lets say you are starting from scratch. If the customer requires sqf and sqf requires 90 days of records, how do you get started? If you cant sell the product made in the first 30-90 days and the shelf life (or customer need) is shorter than that, what do you then? I think in my situation (food contact packaging) we can simulate our future product on our current non contact product line but Im not even sure that will work either
Any suggestions or help on this?
Sorry for adding to such an old post but lets say you are starting from scratch. If the customer requires sqf and sqf requires 90 days of records, how do you get started? If you cant sell the product made in the first 30-90 days and the shelf life (or customer need) is shorter than that, what do you then? I think in my situation (food contact packaging) we can simulate our future product on our current non contact product line but Im not even sure that will work either
Any suggestions or help on this?
Hmmmm.... Let me make sure I am understanding your question correctly.
You are saying that you have a customer that is requiring for you to be SQF certified before you can sell to them, however you aren't SQF certified as of yet, and you don't have ample documentation to be certified, correct?
If this is the case, have you had any third-party audits within the past year that you can supplement to the customer until you have your SQF audit? We ran into this issue prior to us becoming SQF certified, however all of our customers allowed us to provide them with our annual third-party audit until the completion of our SQF audit.
In the mean time, you have to compile as much documentation as possible so that you may have your SQF audit. When we went through with our initial audit, we only had about 2-3 months of documentation, however it was sufficient. More so I would focus more on the details that you have on the forms rather than having enough forms. Our auditor was impressed by the amount of information that we compressed into one form. Other facilities would require 4 or 5 forms to get the information that we would have on one form. Try to be as concise as possible, yet have all of the necessary standards met.
in your 2-3 months that you gathered documentation, What did you do with your products? Do you sell them as non food safe, verify safety in another manner, throw it away?
We have never had an audit from anyone. We don't currently deal with any food contact products at all, and Im not sure we could use the current production line as a document test bed as it is not close enough to being the same process. It seems like unless we find a customer that doesn't need certified food safe and we treat it like food safe anyway, or we have to hold the fist month or so of product until we become certified.
I may be focusing on a problem that isn't even there yet
thanks for the response
John
You are saying that you have a customer that is requiring for you to be SQF certified before you can sell to them, however you aren't SQF certified as of yet, and you don't have ample documentation to be certified, correct?
yes you are correct. We don't necessarily have to be SQF but that seems to be accepted by most or all of the intended customers
and we don't currently have ANY documentation (small family shop)
in your 2-3 months that you gathered documentation, What did you do with your products? Do you sell them as non food safe, verify safety in another manner, throw it away?
We have never had an audit from anyone. We don't currently deal with any food contact products at all, and Im not sure we could use the current production line as a document test bed as it is not close enough to being the same process. It seems like unless we find a customer that doesn't need certified food safe and we treat it like food safe anyway, or we have to hold the fist month or so of product until we become certified.
I may be focusing on a problem that isn't even there yet
thanks for the response
John
We still sold our products during that time. We had had third party audits at that time. As long as you have a HACCP based food safety plan, you should be sufficient to sell products until you have your SQF audit.
It was mentioned verbally in a meeting by sqfi several years ago that min. recommended is 3 months look back, and most CB's expect 3 months , however some are accepting of 2 months. For the most part your first audit is primarily focused on Module 2 -- our clients get their entire doc program/SQF implementation minimums done prior to the desk audit... and get the annual review out of the way prior to the 1st cert audit, no reason to trip up here.