Jump to content

  • Quick Navigation
- - - - -

Employee Initials vs. Employee ID # for Records

records legal regulatory

  • You cannot start a new topic
  • Please log in to reply
5 replies to this topic

#1 tezza07


    Grade - AIFSQN

  • IFSQN Associate
  • 39 posts
  • 9 thanks

  • Canada

Posted 21 September 2017 - 01:29 PM

Good morning,


I've had some discussions with colleagues (also in food packaging manufacturing environments) and a question has come up that we can't settle on, so bringing it to you fine folks for your expertise and input. If you have an employee who refuses to sign their name to anything (records, training records, etc.) and will only write their employee ID #, does this pose a problem from a legal/regulatory standpoint? For example, they complete sanitation on their equipment and they write their employee ID # in the box instead of initialing as would normally be expected, is this still acceptable as long as the provision is there in the documentation that employee ID # is acceptable? (say what you do, do what you say) 


I've tried to find information on this on the web and either it doesn't exist or I'm not very good at using search engines  :tongue:


Thank you!



#2 BrummyJim


    Grade - SIFSQN

  • IFSQN Senior
  • 329 posts
  • 116 thanks

  • United Kingdom
    United Kingdom
  • Gender:Male
  • Location:South West
  • Interests:Motorbike gone now. Only the dog to walk!

Posted 21 September 2017 - 03:31 PM

This seems an unusual issue. Do you keep a signature record so you can check if a signature is correct and traceable to the person? If so, this wouldn't work as anyone can use this person's ID# to sign off a document. It's still a little iffy even without a signature record.


You might want to explain to this person the risks of using such a copyable way of registering their completion of a record.

#3 SQFconsultant



  • IFSQN Fellow
  • 3,080 posts
  • 784 thanks

  • United States
    United States
  • Gender:Male
  • Interests:Truth is like a delicious slice of watermelon... you just want more and more!

Posted 06 October 2017 - 09:10 PM

Anybody can write down an ID, use signature or initials and keep a record of signatures and initials for comparison. There is no control with just writing down an ID number.

Kind regards,


Glenn Oster
GOC GROUP / +1.800.793.7042 / Food - Food Packaging - Food Storage/DC

SQF, BRC & IFS System Development, Implementation & Certification Consultants

Serving Small-to-Mid-Size Businesses | We are International - Accepting all major C-Currencies

Internal Auditor Training | eConsultant | SQF, BRC & IFS Pre-Development or Pre-Audit GAP

http://www.GlennOsterConsulting.com  -- 











#4 FurFarmandFork


    Food Safety Consultant, Production Supervisor

  • IFSQN Fellow
  • 1,264 posts
  • 576 thanks

  • United States
    United States
  • Gender:Male
  • Location:Oregon, USA

Posted 09 October 2017 - 03:02 PM

Anybody can write down an ID, use signature or initials and keep a record of signatures and initials for comparison. There is no control with just writing down an ID number.

I agree with this as best practice. But I will always disagree that someone can't approximate someone else's signature or initials with just as much fakery as an ID.

Austin Bouck
Owner/Consultant at Fur, Farm, and Fork.
Consulting for companies needing effective, lean food safety systems and solutions.

Subscribe to the blog at furfarmandfork.com for food safety research, insights, and analysis.

#5 romanfj


    Grade - Active

  • IFSQN Active
  • 11 posts
  • 4 thanks

  • United States
    United States

Posted 14 May 2018 - 05:51 PM

If you have a signature log that cross-references the employee ID number to their signature, I would not expect an SQF auditor to turn it into an audit finding.

#6 MsMars


    Grade - PIFSQN

  • IFSQN Principal
  • 592 posts
  • 192 thanks

  • United States
    United States
  • Gender:Female

Posted 14 May 2018 - 06:38 PM

Without more information, it sounds a little fishy to me, like there is/was a bigger issue with this employee than just a documentation discrepancy... never heard of anyone NOT wishing to use their signature/initials.  :yeahrite:

I agree with BrummyJim - talk to the employee about why they prefer this method, the gravity of the documentation they are signing off on, and the risk it involves.

Also tagged with one or more of these keywords: records, legal, regulatory

0 user(s) are reading this topic

0 members, 0 guests, 0 anonymous users

EV SSL Certificate