5 replies to this topic

[baronma]

Hi all,

 

I'll try to make this as understandable and brief as possible.

 

Recently started working for a semi-small company that is moving towards BRC certification. Their documentation is lacking, having no MSS and only very outdated SSOPs, the only sanitation the team has gone off of for years is their cleaning logs.

 

I'm revising SSOPs and creating an MSS linked to these cleaning logs, auditing all cleanable areas. I'm unsure how to fit small daily tasks into an SSOP, as they seem too minor for individual documentation. I've been advised to create a general environmental cleaning SSOP, but it might become too large with all the little things that are being cleaned.

Also, some members of this forum suggested that daily cleanings don't need to be in the MSS. 

 

Where should these daily tasks be documented? Just in the cleaning log? Should there be an SSOP on these items, just in list format? Any examples would be helpful.

 

Thank you,

 

-M

[JJF]

I have seen it both ways, I personally like to see everything in 1 spot with the MSS but it can be broad by area/line etc. I think this also helps define the "who" which for some companies based on size may vary between sanitation/production, etc. 

 

However when you say "small daily tasks", can you provide an example?

[jbjurman]

Hi,

 

This is a painful process that I've been through as well.

 

You don't need to have daily sanitation requirements in your MSS, but I personally put it in for standardization. You may choose not to in order to reduce bloat, since it sounds like you have a lot of specific cleanings. In that case, you'd make a general SSOP for daily cleaning but it would be pretty long.

 

 

I have tabs in my MSS for daily, weekly, monthly, and bi-annual sanitation schedules, each tab listing out each location, the specific areas in each location (e.g. floors, tables, taking out trash, etc.) and linking each SSOP for the area (general non-food contact surface cleaning SSOP, unique equipment SSOP if necessary.

 

For each tab on my MSS, there is a corresponding log for them to fill out.

 

This is just how I organized it, I'm sure there are better ways though.

Edited by jbjurman, 03 April 2025 - 04:50 PM.

[baronma]

I have seen it both ways, I personally like to see everything in 1 spot with the MSS but it can be broad by area/line etc. I think this also helps define the "who" which for some companies based on size may vary between sanitation/production, etc. 

 

However when you say "small daily tasks", can you provide an example?

 

"Sanitize strip curtains"

"Wipe down door handles"

etc, etc...

[jfrey123]

If it's on a log already, it should also be on your SSOP.  Handing someone a log that states "Clean wall" with a check box when done doesn't describe how you clean the wall.  "Clean lights" on a log doesn't detail how someone should be up on a scissor lift cleaning the overhead lights when production is off to avoid dust contamination.

 

I learned this the hard way at the first site I helped build an SQF program for.  All of our equipment and production line cleanings were documented on logs after each run, super easy.  SSOP's for the equipment and the lines, absolutely.  Everything that wasn't cleaned between runs, that all got thrown onto either a weekly log detailing cleanings/tasks done daily, or a monthly one that described certain things to be cleaned once or twice a month.  Thought I had it nailed.  Auditor agreed it was evident we were doing the cleanings as prescribed, but then pointed to "Remove trash from production area" on the log and asked how they do it.  I described how our in-house custodian walks the room and removes the trash bags and takes them to the dumpster.  Auditor asked me to show the procedure, we didn't have one written, and we got cooked.  The small details of how to remove a trash bag from the facility, sadly, must be documented.  How to you prevent pest entry when taking bags to exterior trash dumpsters?  Where are the trash bags kept?  Why can't you use poly barrel liners from WIP as trash bags?  So on, so forth.

 

Essentially I took each cleaning log, removed the check boxes and signature lines, pasted it into our MSS SSOP, and described what is to be done for each item.  It helps in the long run:  you start a program where everyone knows how to clean the overhead lights correctly (wait for production to stop, take a vacuum up on the scissor lift, vacuum the dust).  But then you leave, new QA guy doesn't pay attention to how the lights get cleaned by the current crew, then the current crew leaves and new sanitation guys start just wiping the lights off with a rag, dropping dust all over your equipment.  The SSOP needs to describe how to do the tasks to avoid your Tribal Knowledge from leaving with you.

[nwilson]

If it's on a log already, it should also be on your SSOP.  Handing someone a log that states "Clean wall" with a check box when done doesn't describe how you clean the wall.  "Clean lights" on a log doesn't detail how someone should be up on a scissor lift cleaning the overhead lights when production is off to avoid dust contamination.

 

I learned this the hard way at the first site I helped build an SQF program for.  All of our equipment and production line cleanings were documented on logs after each run, super easy.  SSOP's for the equipment and the lines, absolutely.  Everything that wasn't cleaned between runs, that all got thrown onto either a weekly log detailing cleanings/tasks done daily, or a monthly one that described certain things to be cleaned once or twice a month.  Thought I had it nailed.  Auditor agreed it was evident we were doing the cleanings as prescribed, but then pointed to "Remove trash from production area" on the log and asked how they do it.  I described how our in-house custodian walks the room and removes the trash bags and takes them to the dumpster.  Auditor asked me to show the procedure, we didn't have one written, and we got cooked.  The small details of how to remove a trash bag from the facility, sadly, must be documented.  How to you prevent pest entry when taking bags to exterior trash dumpsters?  Where are the trash bags kept?  Why can't you use poly barrel liners from WIP as trash bags?  So on, so forth.

 

Essentially I took each cleaning log, removed the check boxes and signature lines, pasted it into our MSS SSOP, and described what is to be done for each item.  It helps in the long run:  you start a program where everyone knows how to clean the overhead lights correctly (wait for production to stop, take a vacuum up on the scissor lift, vacuum the dust).  But then you leave, new QA guy doesn't pay attention to how the lights get cleaned by the current crew, then the current crew leaves and new sanitation guys start just wiping the lights off with a rag, dropping dust all over your equipment.  The SSOP needs to describe how to do the tasks to avoid your Tribal Knowledge from leaving with you.

This right here folks, say what you do, do what you say, and prove it.  I can relate to the exercise of "how to make a "peanut butter and jelly sandwich".  You have to write out how to do everything even as mundane as taking out the knife from the drawer or grabbing the bread and opening the package.  

 

Taking out the trash is a great example and having everything documented so that this carries over through staff changes.  This is actually a big deal,  it assures that you are performing the correct cleaning process each time it is completed.   It doesn't matter if its daily, weekly, monthly, annual, there needs to be an SSOP for the process, and schedule to showcase the program, and the verification that it was done.   Its mandatory for me.