7 replies to this topic

[carine]

Hi all, 

 

Im in the midst of updating my record control list, i was wondering if HACCP worksheet and hazard Plan Summary deemed as record and should set the retention period of it? ? 

[GMO]

When you state "HACCP worksheet" what exactly do you mean? Do you mean the formatting of the hazard analysis document before it's completed? No I'd document control the completed version which is what I assume you mean by the "hazard plan summary" if I was working at an individual site. In the UK we would call this the "hazard analysis". Methods vary but it's not a summary, it's the entire hazard analysis assessed against the physical, chemical, biological and allergen hazards with the risk assessment, control measures and CCP determination all on one document. Also referencing any applicable PRPs and oPRPs if they are being used. Is that what you mean?

 

If you work for an organisation where there are multiple HACCP plans and you're defining the format for them all, e.g. you're in a group function, then that's different, I'd document control the format at a group level if I was asking someone to use that format at their plant. I'd then expect the plant to document control the completed version at their level.

 

Retention time will depend on the certification scheme you have and of course you need that in your procedures but nowadays I wonder why anyone practically considers deletion. Data storage is cheap nowadays. Just retain in at least a PDF version ad Infinium.

[carine]

Hi GMO. 

 

Would you consider this complete HACCP analysis & summary as RECORD? I'm considering whether want to include these in record control list. 

When you state "HACCP worksheet" what exactly do you mean? Do you mean the formatting of the hazard analysis document before it's completed? No I'd document control the completed version which is what I assume you mean by the "hazard plan summary" if I was working at an individual site. In the UK we would call this the "hazard analysis". Methods vary but it's not a summary, it's the entire hazard analysis assessed against the physical, chemical, biological and allergen hazards with the risk assessment, control measures and CCP determination all on one document. Also referencing any applicable PRPs and oPRPs if they are being used. Is that what you mean?

 

If you work for an organisation where there are multiple HACCP plans and you're defining the format for them all, e.g. you're in a group function, then that's different, I'd document control the format at a group level if I was asking someone to use that format at their plant. I'd then expect the plant to document control the completed version at their level.

 

Retention time will depend on the certification scheme you have and of course you need that in your procedures but nowadays I wonder why anyone practically considers deletion. Data storage is cheap nowadays. Just retain in at least a PDF version ad Infinium.

[EvenKeel]

In my experience, HACCP worksheets and the HACCP / Hazard Analysis summary are considered records, not just reference documents, so I include them in the record control list with a defined retention period. They provide evidence that the hazard analysis was performed and maintained, and auditors usually expect them to be controlled and retained at least until the next HACCP review, plus an additional period if required by the audit cycle or legal needs.

[carine]

Dear EvenKeel, 

 

What retention period u put on record control list? Can i put 1 year or next update? or any others official term to put? 

In my experience, HACCP worksheets and the HACCP / Hazard Analysis summary are considered records, not just reference documents, so I include them in the record control list with a defined retention period. They provide evidence that the hazard analysis was performed and maintained, and auditors usually expect them to be controlled and retained at least until the next HACCP review, plus an additional period if required by the audit cycle or legal needs.

[GMO]

What standard are you working to? What does that say?

[EvenKeel]

Dear EvenKeel, 

 

What retention period u put on record control list? Can i put 1 year or next update? or any others official term to put? 

In practice, I usually set the retention period as until next HACCP review/revision + X years rather than a fixed 1 year. One year can be risky if your HACCP review cycle is longer or if an auditor asks to see previous versions. A common approach is to keep them for the duration of the HACCP plan validity plus 2-3 years, aligned with audit cycles and any legal or customer requirements.

[SHQuality]

Dear EvenKeel, 

 

What retention period u put on record control list? Can i put 1 year or next update? or any others official term to put? 

If you store a document for just one year or until the next update, how are you ever going to document the changes a document went through over time? I mean, a change log can only record so much. Can you really not save 1-2 previous versions?

 

Besides, we don't know the shelf life for the products you produce. At the very least you need to have a copy of the documents that were in use when your oldest product currently within shelf life was produced, just in case any question come up. 1 year doesn't sound like it would be enough for anything with any sort of extended shelf life.

 

I agree with GMO. What is stopping you from storing documents for a longer period of time?