I agree - Being organized, prepared and anticipating what the auditor will need will make the audit much smoother for you and the auditor.
We have a page typed up with the Company Name, Establishment #, Address, Contact information to include management personnel with their contact information, the size of the facility, the number of employees (full time, part time & casual/temporary), average pounds of production per week, when facility was built, facility size, number of HACCP Plans, which SQF Food Safety Code, Sector and Module we fall under, date of last SQF Audit and score, who our certification body is and times of operation. This is very useful to answer the basic questions auditors have. We also provide a basic flow chart and map of the facility outlining the high risk areas.
Usually the auditors follow the flow of the code as that is how the audit form is lined out. They may want to start with your Food Safety Policy and HACCP Plan and then look at
- Management Review Records (monthly and annual to include sign in sheet of members present at each meeting)
- Complaint Management Records to include any trending analysis and and how you addressed them (investigation, corrective action as required and responses)
- Crisis Management training and drill
- Organization Chart
- Scope of Certification
- Documents Register
- Test Requests and results of any testing of test products
- Raw Material Specifications (usually they pick a few items and you have to produce the documentation for them)
- Raw Materials Register(s)
- Raw Materials Risk Assessment
- Contract with any Contract Service Providers, their GFSI Certification and agreed to specs, and any testing
- Contract Manufacturers Register, a contract or two, documentation you have reviewed and evaluated them annually and any related training records
etc... (hopefully you have the idea) - Just follow the code thinking of the records/documentation you have to support each element and you will be fine.