How do you manage your food safety management system?

In the good old days pen and paper were the norm for documenting procedures and records.  As time and technology has moved on a myriad of solutions have been developed to make the management of FSMS easier.

Please vote and let us know which tools you use to manage your FSMS.

Predominantly Word for creating documents and printing controls sheets, Excel for data trending, in-factory is mostly paper and pen based. However we've started (trying) to adapt to more efficient ways with technology; we are in the process of converting internal audits to electronic using an I-Pad type device with Zetasafe which seems to be working so far. Production paperwork is now scanned and indexed into a database using mstore. This works great when retrieving data i.e. a trace - I can put in the batch and most of the production documents will instantly come up. However if there is a human error inputting batch when indexing, this is a right pain in the wotsit, and takes a lot of time going through the database to find the documents. Good thing there's no 4 hour deadline     There's also occasions when there are "technical difficulties" and won't let us sign in or search for documents - not ideal considering the need for retrieval can potentially be serious and imminent.

I think the systems (I use at least) show some promise and make things easier overall, but there's still some progress to be made and glitches to work through.

We use word for creating and modifying documents and forms, Excel for data trending but also for somr forms. Right now, we are using only pen and paper in the factory, but we are looking into going fully paperless (Minus one form - Metal detector. I want to keep that one as paper). Then we will keep them in our server where I will place them under week / day, will make it a lot easier to find them versus going through our entire file cabinet ! Excited as this will save me a lot of time on a weekly basis.

We were already doing internal audits on computer, but I was printing them so SM would sign them, we are going to go with an electronic signature. 

There's always possible improvements, and we will keep going that way :)

Thanks for the poll ! It's an interesting one to say the least.

Julie

You might want to add another option for a mixture of electronic and paper records.  We're mostly paper, but I'm pushing them towards electronic (four reports currently.  Adding more as I have time).  Much easier to manage and you can consolidate the data for trending, etc.  I went with the middle option because it was the closest.

I have a Excel spreadsheet that got everything link to this. I call it "GBRE" 

"Great Big Register of Everything"

This work real well. 

I have a Excel spreadsheet that got everything link to this. I call it "GBRE" 

 

 

"Great Big Register of Everything"

 

This work real well. 

  I hope you keep back ups

Hie guys,

Our system is entirely pen and paper based, I really wish we could use an electronic system of some sort sometimes papers can be tedious and the filing a massive headache. I wish there was a system that I can use to retrieve data

May you kindly share this, perhaps it would go a long way in assisting me, trying to migrate from paper to sort of electronic form

I have a Excel spreadsheet that got everything link to this. I call it "GBRE" 

 

 

"Great Big Register of Everything"

 

This work real well. 

You might want to add another option for a mixture of electronic and paper records.  We're mostly paper, but I'm pushing them towards electronic (four reports currently.  Adding more as I have time).  Much easier to manage and you can consolidate the data for trending, etc.  I went with the middle option because it was the closest.

The middle option includes manual records, which are pen, paper etc. 

Our system is pen/paper, hard/electronic copies, and software based.

Thanks,

TS,

USA

We start the process on pen and paper, but then most are converted to electronic data. For example, batching records are manually recorded and then the inventory relieved in the system, so the traceability is all electronic. When we ran our mock recall this year, we found that we only had our CCP records on paper, so we started scanning them and uploading them to our server for backup. Quality packaging checks are currently only on paper (not sure if we need to transfer these to electronic format). I would love a system that did everything or at least tied in with our ERP system [and didn't cost a gazillion dollars!].

The biggest challenge to having pen & paper is stopping our supervisors from hoarding paper copies of forms in every drawer of every office! When we have a change in documents, it's challenging to make sure the old documents are all gone!

I have a small hotel so its not possible for me to note down everything on the paper, I used Microsoft application.

Supplemented with adult beverages

I can't accurately vote as our system is multimedia. Cloud, manual, local network. There is even governmental bodies I rely on for compliance records, which is unfortunately (although no liability to my organization) both a mess of inefficient bureaucratic weebles and 9-5/M-F dysfunctional websites. 

If I had to break it down based on regulatory compliance;

60% manual (sweat and blood to towel... so to speak)

30% cloud (data storage, retrieval, and them)

9% local network (Microsoft et al.)

Would you be kind enough to share with us, so we can have an idea of how to construct ours 

I have a Excel spreadsheet that got everything link to this. I call it "GBRE" 

 

 

"Great Big Register of Everything"

 

This work real well. 

A mix...pen and paper for a lot of operations and QA records.  In addition we have separate systems we use for various things such as QA monitoring (SPC software), warehouse and inventory and purchasing ERP system, sharepoint for documents and SOPs, network folders for miscellaneous documents / records.

We have a goal that by second quarter of 2020 we are completely paperless.  But...I can tell you we won't meet that goal.  We have too many initiatives and other things going on.  Plus as we add more electronic systems to manage our stuff we are finding they do not play well together.  The latest being a WMS system as an add on to our ERP system.

The real problem is no one really takes point or dictates on what system to use what and how to best use it.  Our sharepoint is a complete mess...blah.

The best ERP system I've used is DEACOM.  It was a great system because it allowed some flexibility and nuance, but had stable systems in place behind it.  It really helped to streamline a lot of our processes from product development to commercialization, to our allergen management program, and traceability.  I could do a full item (raw material or finished good) in a few clicks of a button.  I think the main reason this system was successful is because upper management went all in on it; they didn't get the "partial package" which a lot of companies do with ERP systems.  Then they find later on they needed a separate package for WMS, or product traceability, or production yields.

in our facility, we currently use both pen and paper as well as a software system that performs digital checks with images and timestamps for validation on QA checks. 

The reasoning is due to the fact if you have a power or internet issue, you must have a backup(paper documentation). 

Master Documentation is kept internally on a secure network drive.  We also utilize redzone software for live performance metrics, QA checks, as well as innovozone for PPE, and Technology tracking and tracing.  We have ERP software as well for inventory tracking. All pieces make up a very well oiled machine that work together.

Mostly software nowadays but it's a pain in the bottom!  Expensive to get changes made to it and less flexible.  I'm also less convinced operators "feel" the responsibility as much with a personnel code being entered in rather than writing it on paper and signing.  Upside is the records can never go missing and trace is quicker but I'm not convinced the food safety is any better in reality.

We are slowly but surely moving towards a smart auditing system. By smart, I mean an artificial intelligence (AI) method of performing and responding to audits. Huge data bases, with human input until sensors are established to provide the needed data for the various food safety elements and full system spectrum. The AI will have access to and read these resources.

Time and money, but moving in the right direction. Several Food Safety systems are developing that would fit nicely into this AI scheme.

The dream, you as an auditor bring your laptop driven AI, set it down next to your customers AI respondent laptop, allow the two to work, and within minutes, your audit is complete, report written, and corrections generated.

Hopefully, humans will still be needed along the way.

Mostly software nowadays but it's a pain in the bottom!  Expensive to get changes made to it and less flexible.  I'm also less convinced operators "feel" the responsibility as much with a personnel code being entered in rather than writing it on paper and signing.  Upside is the records can never go missing and trace is quicker but I'm not convinced the food safety is any better in reality.

 GMO,  why is software mostly a pain in the bottom? Would like to understand better.

I know of one software which has good reviewed, it's a BRC gap analysis. But I am aware that many people believe that nothing beats spreadsheets. I guess the process  of changing from spreadsheets to software can be quite time-consuming, so you need to have confidence that it will be worth it in the end. 

All.  Trying to get as much QA record-keeping onto iAuditor on tablets (GMP audits, glass/brittle plastic, product quality reports), production still uses pen/paper, COAs scanned and sent via email (both in/out), records and policies are all generated using Word/Excel/PowerPoint, saved locally, backed-up to OneDrive and external media, and hard copies printed in the event of the apocalypse.

Also agree with Setanta... vodka supplementation.

SAFEFOOD 360!!!!!!......... A MUST HAVE FOR FOOD SAFETY COMPLIANCE.....   ONE OF THE BEST THINGS WE HAVE EVER USED..... 

Just had a look at this. I like how it covers supplier management. Quite a few people say it's a nightmare to get them to complete and return their questionnaires, which is required for BRC Global Standard Food Safety Issue 8. I know there are a few software solutions that are helpful for general food safety. Then there's one focussing specifically on BRC-V8.

We currently use IMSXpress but are moving to a new platform. IMSXpress currently has capacity to manage ISO 14001, 9001, 45001, and FSSC 22000. Production records and the like are mostly on paper, but IMSXpress has modules for risk management, audits, document control, supplier control, communications, NC Product, CAPA, management review/objectives, incidents, etc.

We use Microsoft Word / Excel to create procedures and forms through Office365 and host everything in Sharepoint online (cloud). 

Audits and inspections are conducted on paper in the warehouse, but we will be moving to electronic forms via tablets and Sharepoint functionality.

We use a warehouse management system to control the movement, trace and identification of products that is hosted on premises.

We are a storage and distribution facility with no production or exposed food.