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How to document files following the SQF Code?

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#1 evangelina


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Posted 08 June 2017 - 09:07 PM

I recently got hired as a Food Safety Technician but I am still learning all about these different codes and HACCP Plans. Does anyone have an example of how I would document files following the SQF Code?

#2 Tony-C


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Posted 09 June 2017 - 05:57 AM

Hi Evangelina,
Welcome to the IFSQN forums.
If you look at the SQF Code Edition 8 Implementation Package for Food Manufacturers as an example we match the numbers of the documents with the clauses of the SQF Code. It is not necessary to do this but we find this makes it easier to understand, implement and comply with the SQF Code.


Here is an extract from the product brochure to show you what I mean:


Attached File  SQF 8 Food Safety Management System Product Brochure Extract.pdf   2.4MB   72 downloads


The full product brochure can be found on the package webpage.


Kind regards,



#3 Parkz58


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Posted 15 June 2017 - 02:44 PM

I was stumped just like you are when I started, but didn't have any good resources to turn to for advice at that time (didn't know IFSQN existed until later).


So, I just tried to create a system that seemed to make the most logical sense to me, based upon how the various parts of the SQF code applied to our operations.


I decided to call it our "Food Safety & Quality System", so all such files begin with the letters FSQS.  They then have a first number, which designates the file folder.  Then I put a decimal point, followed by a second number - this is simply a sequential list (first document added to the file folder would be FSQS X.1, second would be FSQS X.2, and so on).


I also decided to standardize my nomenclature, so every file folder is a "Program", and within each file folder, there is a "Plan", which is the primary SOP for that particular program, followed by supporting documents (records, specific item/task related instructions, etc).


My list of file folders looks like this:


FSQS 0.0 Food Safety and Quality Manual

FSQS 1.0 Allergen Control Program

FSQS 2.0 Approved Supplier Program

FSQS 3.0 Business Continuity Program



And a drill-down of a particular file folder looks like this:


FSQS 1.0 Allergen Control Program

- FSQS 1.1 Allergen Control Plan (Word document)

- FSQS 1.2 Allergen Testing Procedures (Word document)



Is it perfect?  Nope.  Does it work?  For me, yes.  To help, I also created a cross-reference spreadsheet, which is part of my FSQS 10.0 Documents and Records Control Program, called FSQS 10.2 SQF Document Index and Cross-Reference.  See the attachment - I use the two tabs in it as a quick-glance way to locate specific documents, whether based on my filing system, or how they correlate to specific SQF elements.


Hope that helps - good luck, and remember to make your system your own...if it doesn't work for you, it's worthless!



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