Jump to content

  • Quick Navigation
* * * * * 1 votes

How do you manage your food safety management system?

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

Poll: How do you manage your food safety management system? (329 member(s) have cast votes)

How do you manage your food safety management system?

  1. Entirely Pen and Paper (16 votes [4.86%] - View)

    Percentage of vote: 4.86%

  2. Excel, Word and Manual Records (282 votes [85.71%] - View)

    Percentage of vote: 85.71%

  3. Software Solution (31 votes [9.42%] - View)

    Percentage of vote: 9.42%

Vote Guests cannot vote

Mahmoud Bakr

    Grade - Active

  • IFSQN Active
  • 7 posts
  • 0 thanks

  • Egypt

Posted 22 January 2021 - 03:32 AM

where I work 

we used mixed system, when it comes to numbers our coordinator use an excel sheet to provide the owner and the accountants with these numbers

my colleagues don't use their pen in the production hall , even I looked very awkward when I tried to make live records for the production.

the Security cameras are only for Security reasons , but I am trying to make it integrated in the production process using the thermal and high definition technologies .      


    Grade - MIFSQN

  • IFSQN Member
  • 71 posts
  • 15 thanks

  • United Kingdom
    United Kingdom

Posted 14 July 2021 - 01:54 PM

I’ve designed and implemented QMS systems using excel and there are advantages and disadvantages.


Advantages - Organisations that already use MS Office don’t need to buy additional software to use it, it’s got the potential to perform a variety of functions (depending on the competency of the user) and it you can set up systems to be tailored to your organisation’s exact needs.


Disadvantages – If an organisation employs a Quality Systems Manager who is proficient with excel, that person might set up a really good system (which the organisation relies on to operate its QMS) but when that person leaves the company their replacement may not be able to understand and maintain the existing system. If more than 1 person needs to edit the document at the same time, you can have problems with people saving over each other’s work. Excel systems can be quite fragile, so if multiple individuals are using the same system it’s hard to stop people from merging cells or overtyping formulae…. Then after a few months you realise a value somewhere hasn’t been updating and a load of your reports are producing erroneous data. There’s a limit to what an offline system can achieve compared to an online system.


Recently, I’ve been developing cloud based systems so now I’m in a position to make a comparison between using excel to develop quality systems against using database software for a cloud based QMS. In brief, I’d say the stability/useability of software solutions brings a significant advantage over excel and I think the cost of the fragility of excel systems is generally underappreciated.. But the continuity advantage of software is only a real advantage is the software is a practically good fit for your organisation’s needs. I’ve seen good software solutions and really poor software solutions, so it’s important to really evaluate how well the software package actually performs the functions you need it to carry out.

Saying all that, there are things you can do online that just aren’t possible offline.


The 3 options of paper, manual/excel, and software seem to indicate progression/modernisation for quality management systems; but I can see people getting really good results with a combination of approaches. There’s nothing inherently flawed about using hard copies for process records, but introducing technological solutions where appropriate can bring a lot of advantages.

Edited by Charles.C, 14 July 2021 - 01:56 PM.

FOOD PORTAL - The web portal dedicated to the food industry


Food Portal provides a range of systems and tools for food manufacturers.


Resource Library - Culture Survey - Confidential Reporting - Supplier Directory

0 user(s) are reading this topic

0 members, 0 guests, 0 anonymous users