How do you folks store your records and forms?

Hi all. I'm busy working on implementing SQF Systems here in our little food manufacturing facility, and I'm struggling with finding an efficient way to store all paper records and forms. 

I've got all procedures, prerequisites, SSOP's figured out (both digitally and on paper), but I can't seem to organize an efficient way to store our hand-filled out records (like sanitation checkoff lists, pre-op inspection forms, shipping forms etc.) 

I'm trying to organize this in binders (yes we're mostly on paper for the foreseeable future, unfortunately), but this seems impossible to do efficiently for different reasons, including that some forms apply to multiple procedures. And the amount of binders I would have at some point in time... I've searched on this forum, but most of the talk about this topic was not so much records specifically, like here. 

How do you folks do this? I'm looking for some inspiration.

Many thanks!

At my former job, we just used a simple file cabinet.  Each piece of paper went in it's own file for the month.  (Pre-op, scale calibration, sanitation, metal inclusion, label review, etc.) I went one step further and made a monthly check list for each paper  and checked off the date when the paper was filed.  That way, at the end of each month, I could easily tell if any papers were missing.

As far as SQF books, I had a master binder with all of our written procedures, then separate binders for working binders.  Once for meetings, one for trainings, Pest control records, corrective actions, etc.

At my current job, each SQF section has it's own binder, and I'm still trying to figure out where all the forms and paperwork goes.  There isn't ONE person in charge, instead several people do different things and they do them in different ways.

At my former job, we just used a simple file cabinet.  Each piece of paper went in it's own file for the month.  (Pre-op, scale calibration, sanitation, metal inclusion, label review, etc.) I went one step further and made a monthly check list for each paper  and checked off the date when the paper was filed.  That way, at the end of each month, I could easily tell if any papers were missing.

 

As far as SQF books, I had a master binder with all of our written procedures, then separate binders for working binders.  Once for meetings, one for trainings, Pest control records, corrective actions, etc.

 

At my current job, each SQF section has it's own binder, and I'm still trying to figure out where all the forms and paperwork goes.  There isn't ONE person in charge, instead several people do different things and they do them in different ways.

Thank you. I might use a file cabinet as well, but with a file per month a checklist is indeed a good idea. 

Still wondering if I should do digitally as well, as I also want to future proof myself and move completely digital in the future (when revenue and resources will allow that is).

Thank you. I might use a file cabinet as well, but with a file per month a checklist is indeed a good idea. 

Still wondering if I should do digitally as well, as I also want to future proof myself and move completely digital in the future (when revenue and resources will allow that is).

I'm sure this will change in time, but we did talk to a USDC auditor about  going digital.  He said he's fine with that, but he prefers paper, as it can't be altered/falsified  as easily.

It also depends on the environment of the work.  Both facilities I've worked at are very wet and while digital/computer stuff is fine for the offices, it doesn't work well on the floor.

Then there is additional training if you want other people to be entering data as well. 

I'm sure this will change in time, but we did talk to a USDC auditor about  going digital.  He said he's fine with that, but he prefers paper, as it can't be altered/falsified  as easily.

It also depends on the environment of the work.  Both facilities I've worked at are very wet and while digital/computer stuff is fine for the offices, it doesn't work well on the floor.

Then there is additional training if you want other people to be entering data as well. 

Those are fair points indeed. For now I was thinking scanning everything that's signed on paper, because I guarantee you I can find records way faster digitally vs going through a filing cabinet. 

You can also sign pdf's with Adobe Acrobat, which is something I'm figuring out. Luckily our facility is not wet at all, and we use an iPad close to the production floor already for our production and stock system. 

But in the future I would like to switch over to a platform like SafeFood 360 or something comparable. 

I've worked at companies that have had completely paper-based process records, and they used an A3 sheet of paper as a wrap-around for all of the A4 record sheets used on a shift, so that all process records for a single shift could later be retrieved as a single bundle. That seemed like a fairly reasonable way of doing things and it meant records could be accessed reasonably easily for traceability.

I think it's good to have forward-thinking aspirations and I do think digital systems are generally better than hard copy. 

We all of our paperwork in binders and folders for review and signatures.  After a month or so has passed we scan them all in and maintain them digitally.  They that we got from our auditor is making sure that they are secure from just anyone getting into them, backed up so that we don't lose data, and retrievable the moment that they ask for them.  It has worked pretty well so far.

Cheers!