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SQF Documentation - records requirements ?

sqf documentation

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#1 MW1414

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Posted 14 May 2019 - 08:03 PM

I'm starting to build my companies SQF program and came across clause 2.2.3.3--Records--"Records shall be readily accessible, retrievable, securely stored to prevent damage an deterioration and shall be retained in accordance with periods specified by a customer or regulations." 

 

Two questions:

 

  1. Is it permissible to scan records and documentation and save the image on a computer?
  2. If it is not permissible to scan records and documentation, how long does the physical copy need to be kept? 

Any insight is greatly appreciated!



#2 KfromIA

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Posted 14 May 2019 - 08:12 PM

I'm starting to build my companies SQF program and came across clause 2.2.3.3--Records--"Records shall be readily accessible, retrievable, securely stored to prevent damage an deterioration and shall be retained in accordance with periods specified by a customer or regulations." 

 

Two questions:

 

  1. Is it permissible to scan records and documentation and save the image on a computer?
  2. If it is not permissible to scan records and documentation, how long does the physical copy need to be kept? 

Any insight is greatly appreciated!

 

 

Yes, you are able to scan them and save them this way. As for length of time per regulations - 2 years in the US.



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#3 Scampi

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Posted 14 May 2019 - 08:20 PM

length MAY be longer if your product has a really long shelf  (canned anything, dried spices etc) SQF exceeds federal requirements


Because we always have is never an appropriate response!


#4 Timwoodbag

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Posted 14 May 2019 - 09:13 PM

If keeping scanned documents only, you will need physical back-ups and a trusted server.  I scan everything as my back-up and keep physical copies for three years.  Still need to work on getting one of those fireproof filing cabinets though.  



#5 SQFconsultant

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Posted 14 May 2019 - 09:17 PM

Yes you can scan them.

And the length of hold is based on your own customer requirements and regulations if they apply to your company.

 

We have several clients that have large customers that require they keep records, etc for upwards of 7 years and local regulation for 2 years, thus they hold everything for 7 years prior to purge off the system.


Warm regards,

 

 

Glenn Oster

Glenn Oster Consulting, LLC

 

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#6 Charles.C

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Posted 14 May 2019 - 09:49 PM

I'm starting to build my companies SQF program and came across clause 2.2.3.3--Records--"Records shall be readily accessible, retrievable, securely stored to prevent damage an deterioration and shall be retained in accordance with periods specified by a customer or regulations." 

 

Two questions:

 

  1. Is it permissible to scan records and documentation and save the image on a computer?
  2. If it is not permissible to scan records and documentation, how long does the physical copy need to be kept? 

Any insight is greatly appreciated!

 

So what does the Guidance say ??


Kind Regards,

 

Charles.C






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