Don’t develop a new form, unless it is specifically required from the standard you abide by. Food safety management should be flowy, not convoluted.
Your documented policy should include specifics of items that are not permitted in your process areas. For example, under Wood Policy:
Not permitted:
- Clipboards, broom & mop handles, stools, utensils
- Windows, walls, skirting within food processing areas
Exceptions:
- Only wood permitted on site are wood pallets
- There must be a cover (e.g. cardboard) between pallet and product, particularly in wet areas and for high risk products
- Wood pallets used only for their specific purpose
- Wood pallets shall remain clean, well-maintained and pest-free
Method of Control:
- Wood pallets are part of the GMP Audits
Corrective Action:
- Remove / replace all non-permitted woods with correct materials
- In the instance where a splintered wood pallet is used, it is immediately reported to the Production Manager and removed ASAP
- Any potentially contaminated product is discarded
- Report incident to the QA Manager
- Food processes to be checked for integrity by the Production Manager and QA Manager
- Document the incident on Corrective Actions
Have similar policies of above for soft plastic, metal, glass and ceramics, general foreign matter, etc.. whatever is required for your production environment.
If a form is required under your standard, develop one for your “exceptions”. This requires a deep, thorough inspection of each crook and cranny of your plant, equipment, building foundation for all exceptions. Log them on the form and conduct regular checks to ensure no cracks, breakages, etc.
An example of this form is attached.