3 replies to this topic

[MWhitehorse]

Hi there, Our facility manufactures baked goods, breads and granola. Some documents require a second signature to verify changeover is being handled correctly and then it gets a final verification at the end of the day. And we have some documents like freezer/cooler temps that are checked three times a day with a daily verification and then with a final verification at the end of the month. We have designated people to verify all documents but its just so much extra work and paper.
 

I have a verification schedule and validation activities that are performed.  

 

We once had an auditor comment on how much documentation we keep track of. I'm worried if we cut down on the amount of documents we verify that an auditor might not like that. 

 

What have you done to reduce the amount of paperwork and documentation? Does every document have to be verified with a signature or can we have check boxes or something similar? My thoughts would be based on risk assessment and if doing a weekly verification on certain documents might cut down on all the paperwork we have to verify. 

 

Any suggestions are appreciated. 

 

Thank you. 

[nwilson]

My take is always keep things as simple as possible and when you want to reduce the frequency of a verification activity justify it based on data.  An example here is: If you don't see your cooler temperatures reaching an unsafe level when reviewing a set period of records, you can justify opening the frequency up, or better yet use a temperature monitoring system that will alert you of a temperature spike.  Yes use a risk assessment this is another great way to justify things.  

 

Simplify your forms so its easier to fill out.  Use check boxes or circle an option, these make it faster to input the information onto the form for all.  The more focus you can get back on the process the better for all teams.  I still have initials for who completed the form or verification check, then a final sign off on who is approving.  I am also a big proponent of digitally filing all documents on the internal network for ease of access during an audit or investigation.  

 

In short just take a giant step back and look at all the verifications being done and apply some common sense to equation.  Get feedback from your teams completing the tasks and see what input they have.  Then you can take a deep dive into things and find the best possible solution allocating your resources to a more functional approach.  

[jfrey123]

As often as I can, I try to have the verification signature right on the original form.  Production paperwork has the tables and checklists the operators fill out, and then they sign to say they completed it.  A second place for the supervisor/manager to sign and date to show they've reviewed it.

 

For forms that might span days (say a weekly sanitation log, or multi-day temp verification sheet, whatever), I always have a place for the person performing the actual check or task to check off and sign they did it at that step.  Using extra columns on the farther right, you can have a supervisor sign as verifying for the day or week, whatever frequency, so long as they note their signature halfway down is for that time period above.

 

 Always worked.  Keeps the verification step permanently attached to the original record.  I hate using a form to verify a form was reviewed, I save that for only when absolutely necessary.

[GMO]

I am suspicious of verifications of paperwork.  I do them where they're expected by a retailer or other standard, but it's human behaviour to assume everything is correct.  I don't buy the verification check as actually being any good if I'm honest.  

 

In one plant we'd had repeated issues with the incorrect packaging on one product.  When I arrived, as an interim, for some products they had up to 5 people checking each pallet.  5!  And surprise surprise, the people at the start of the list of checkers didn't check properly and the people at the end didn't either.  Everyone was assuming everyone else would do their jobs perfectly while they did not.

 

So it makes me suspicious to check and check again unless it's really necessary and then it wouldn't just be paperwork but a conversation with the person filling out the paperwork in the zone.  That way you can make sure it's being completed in real time as well as checking the results to that point (and coach the operator if there are gaps or completion ahead of time.)