It is interesting to note that the SQF, like BRC, IFS,FSSC 22000 and others have been assessed against the GFSI Standard and all conform to that documents idea of what a food safety management system is. Yet we know that these standards can vary in regard to the terms used to describe the same thing. They also vary in style and structure. All require you to document various 'plans', 'programs', 'policies', 'procedures', 'sop's' etc, etc.
My first bit of advice is do not get too stressed about the 'right' way of doing this, because there is no right or wrong way. There is the best and most efficient way for you and your company to do it and this should be your focus.You need to ensure that where the Standard calls for something to be document you have in place a document that addresses it regardless of where it might live in your folders.
A food safety management system, regardless of whether it is for the SQF, BRC,customer or anyone else is made up of a number of 'Pillars'. These are listed below in the hierarchy of their position
1. Policies: Mentioned throughout the standards and are high level documents developed by senior management.
2. HACCP: This is intended to focus on the identification and control of significant hazards relating to the process. It needs to follow certain principles and steps and should be documented.
3. Management Systems: These are the high level procedures relating to management’s control and need to improve food safety and including customer complaints, internal auditing etc. Again these need to be document.
4. Pre-requisite Programs (PRP’s): These are the basic control programs required to produce safe food. Without these you will struggle to produce safe and legal food no matter how good your HACCP system is. Each program should be document in terms of risk assessment, responsibility, methodology,specification, corrective action and records. Each GFSI standard clearly defines the PRP’s that are required and they can cover both general and less significant hazards.
5. Standard Operating Procedures: Define the 'shop floor'procedures and requirements.
6. Specification: For all raw materials, final products,services etc.
7. Records: To prove the system is operating.
Again, how you organize these is not the important point.That you have them and in a way is workable for you is. Depending on the complexity of your operation you can typically organise you system into a HACCP binder with you HACCP plans and supporting documentation, another binder containing your policies, management and PRP's, another with SOP's and so on. The fewer the better. I have seen companies that can organize all these in to one (large) binder.
So - dont be overwhelmed. Just have the documents in place that are required by the standard and in time you will work out the best way to organize them. Good luck...
George