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ntay96

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Posted 27 September 2021 - 01:06 PM

I am in the very early stages of implementing SQF. I am currently working on revising the documentation to comply with the SQF code. We have a pre-requisite program, HACCP plan + countless policies and procedures, work instructions & records already developed and implemented.

 

So, my question is how do I best organize/consolidate all of these documents to set myself up for the most success?

 

For example, one clause of the code I’m most confused about in regards to organizing documentation is the 

 

2.2.1.1 Food Safety Management System

 

i. A summary of the organization’s food safety policies and the methods it will apply to meet the requirements of this standard; What specifically would this “summary” include?

 

ii. The food safety policy statement and organization chart;

 

 

iii. The processes and products included in the scope of certification; would a statement such as “The scope of certification covers all food safety management activities that are under the control of [Company Name]” suffice?

 

 

iv. Food Safety regulations that apply to the manufacturing site and the countries of sale; Lost on what is required here… there are so many regulations that we adhere to?

 

v. Raw material, ingredient, packaging, and finished product specifications;

 

vi. Food Safety Procedures, pre-req program, food safety plans;

 

vii. Process controls that impact product safety;

 

viii. Other documentation necessary to support the development, implantation, maintenance and control of the SQF system

 

 

 

These bullets cover a lot so I’m struggling to understand if they all belong in one document (i.e a food safety manual) or if they just need to be covered somewhere within in all the documentation.

 

Any advice on how to best get organized with the goal of keeping the documentation as simple and concise as possible? 

 

 

Please note: we will be using an SQF consultant later in the process, but the expectation from my employer is that I update all the documents to comply with the code first.

 

 

 



olenazh

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Posted 27 September 2021 - 01:37 PM

Sorry, I'm not with SQF (we're FSSC22000 certified) - however, using common sense I could think of:

i. You can list all your policies, procedures, SOPs, and other documents. As soon as the code does not specify what exactly documents you should include in the summary, I think it'd be best to include everything

iii. I would add to your statement: brief description of your processes (e.g. manufacturing of ready to eat fermented dairy products), and products (e.g. yogurt, sour cream, cream cheese)

iv. List of Regulations you adhere to (e.g. FDA, FDR, SFCR, Consumer Packaging & Labeling Act and Regulations, Dairy Product Regulations Canada, etc.) - as many as you can, it wouldn't hurt

RE: These bullets cover a lot so I’m struggling to understand if they all belong in one document (i.e a food safety manual) or if they just need to be covered somewhere within in all the documentation - you don't have to (and you can't) put everything in one document. You'll have to be able to demonstrate that you have all necessary documents covering your FSMS

One more advise: I have separate SOPs for each clause of the code - in which I describe how I address the requirements. However, it does not substitute YOUR OWN programs. For instance, a clause 8.2 Prerequisite Programs just outlines the programs I have (e.g. Premises, Equipment & Maintenance, Sanitation, etc.) However, the programs themselves are separate documents. Hope, it'd help a bit.



ntay96

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Posted 27 September 2021 - 02:05 PM

Sorry, I'm not with SQF (we're FSSC22000 certified) - however, using common sense I could think of:

i. You can list all your policies, procedures, SOPs, and other documents. As soon as the code does not specify what exactly documents you should include in the summary, I think it'd be best to include everything

iii. I would add to your statement: brief description of your processes (e.g. manufacturing of ready to eat fermented dairy products), and products (e.g. yogurt, sour cream, cream cheese)

iv. List of Regulations you adhere to (e.g. FDA, FDR, SFCR, Consumer Packaging & Labeling Act and Regulations, Dairy Product Regulations Canada, etc.) - as many as you can, it wouldn't hurt

RE: These bullets cover a lot so I’m struggling to understand if they all belong in one document (i.e a food safety manual) or if they just need to be covered somewhere within in all the documentation - you don't have to (and you can't) put everything in one document. You'll have to be able to demonstrate that you have all necessary documents covering your FSMS

One more advise: I have separate SOPs for each clause of the code - in which I describe how I address the requirements. However, it does not substitute YOUR OWN programs. For instance, a clause 8.2 Prerequisite Programs just outlines the programs I have (e.g. Premises, Equipment & Maintenance, Sanitation, etc.) However, the programs themselves are separate documents. Hope, it'd help a bit.

 

 

So just to clarify, in my SQF Food Safety Manual I could draft up a directory that references all our SOPs and pre-req bullets and that would be sufficient to fulfill element i? 

 

 

Is it common practice to create a document that addresses each clause. I've never heard of that before, but I am very new to SQF so it may just be me. 

 

 

Thank you so much for the help! 



olenazh

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Posted 27 September 2021 - 02:11 PM

So just to clarify, in my SQF Food Safety Manual I could draft up a directory that references all our SOPs and pre-req bullets and that would be sufficient to fulfill element i? 

 

 

Is it common practice to create a document that addresses each clause. I've never heard of that before, but I am very new to SQF so it may just be me. 

 

 

Thank you so much for the help! 

Yes, you're right - at least, that's what I have, and it's been working ok through 10+ years of being audited. However, let's see what other professionals would suggest...



Spidey

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Posted 27 September 2021 - 03:15 PM

I also have a document for each SQF clause that references the appropriate SOP(s) and pre-requisite program(s) I have in place that are applicable to each clause.  I've only got 2 years of audit experience, but it has been working.



ntay96

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Posted 27 September 2021 - 03:32 PM

Yes, you're right - at least, that's what I have, and it's been working ok through 10+ years of being audited. However, let's see what other professionals would suggest...

 

 

I also have a document for each SQF clause that references the appropriate SOP(s) and pre-requisite program(s) I have in place that are applicable to each clause.  I've only got 2 years of audit experience, but it has been working.

 

 

How do you format the document? 



olenazh

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Posted 27 September 2021 - 03:34 PM

Sorry, what do you mean by "formatting"?



Scampi

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Posted 27 September 2021 - 03:36 PM

Using excel, I list programs in a column, then the procedures associated to it and then a column for the records

 

The it's easy to see what belongs with what in one clear, place


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ntay96

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Posted 27 September 2021 - 03:52 PM

Sorry, what do you mean by "formatting"?

A standard SOP would follow a format such as 

 

Purpose

Scope 

Records

Monitoring Procedure 

Deviation Procedure 

Verification Procedure 

Reference Documents 

 

 

So I was wondering based on your experience, what a typical format would be for a document covering an SQF clause 



olenazh

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Posted 27 September 2021 - 03:58 PM

Purpose

Scope

Procedure

Related doc's & records

Revision History



ntay96

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Posted 27 September 2021 - 03:59 PM

Using excel, I list programs in a column, then the procedures associated to it and then a column for the records

 

The it's easy to see what belongs with what in one clear, place

Ohhh i see. Similar to the checklist offered by SQFI. 

 

Thank you 






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