TRACEABILITY
Purpose
To identify how lots and batches are followed through all raw materials (including primary, other
relevant packaging materials and processing aids), process and distribution of the final product.
Scope
This procedure applies to all process steps from raw materials, intermediate and finished product, from
supplied material, through all stages of operations, dispatch and distribution to customer. It also
embraces our recall procedure using our emergency customer contact numbers.
This procedure also tests the company’s ability to recall products without actually recalling them. To
determine whether the recall procedure is capable of identifying and quickly controlling a given lot of
potentially affected product and reconciling the quantities produced, quantities in inventory, and
quantities distributed.
Job Function Responsibilities
- To ensure that Quality System documentation enables full traceability of
Technical/Quality materials;
Manager - To initiate traceability exercises;
- To collate documentation in support of traceability exercises.
- Immediately withdraw the affected products from the market and, if
necessary, recall them from consumers;
Senior Management
- Destroy any batch, lot or consignment of feed that does not satisfy food
safety requirements;
- Inform the competent authorities of the risk and of the action it has taken.
Procedure
Process Map Choose a Product, code date &
size. In a simulated recall exercise
complete the recall form.
Tracking of Product:
- Finished product;
- Work-in-progress;
- Ingredient;
- Best Before: Month and Year
- Julien Date: L Year number followed by Day Number
- Time of manufacturer
Look at the Micro results to
find the lot number or date the
Identify the date of manufacture from the Julien date
product was produced
Quality Control record for that day.
Data available:
(copy of relevant documents should be put together with the retention sample in question)
- Storage tank; - First and Last sample of the production batch;
- Weight control of the production; - Start-up checks controlled;
- Sterilization records. - Operator responsible;
- Retention sample;
- All relevant batches of raw materials used
before and during specified run;
Mass Balance:
The production sheets, outstanding orders and delivery documents are retrieved to provide a complete
summary of the stock movement related to the traceability exercise
Traceability shall be tested:
Internally, once every 4 months;
Externally, by our customers providing a sample to be traced at
the time of their audit.
Shall include:
- Raw material to finished product;
- Finished product to raw material;
- Quantity check/mass balance.
- Call the customer emergency recall number and confirm
result
Record information and get the FORM SIGNED by a Senior Member
The following documents are normally required in support of a traceability exercise:
- Production Plan;
- Quality Control Report
- Quality Control Report Sheet;
- Production Start-up checklist;
- Product taste/ Date Code Record;
- Julian Calendar;
- Recipe Sheets;
- Pasteuriser Charts
- Raw Material Specifications;
- Product Specifications;
- QA Records: GMP Audit Sheets, Glass and Hard Plastic Audit Sheet, QA Temperature
Monitoring Sheet
- Suppliers: Delivery notes, Certificates of Analysis (if appropriate), Batch Code information,
Audit Reports
- Training Records
- Microbiology results
- Microbiology – external laboratories reports;
- Auto cut out checks;
- Calibration records
- Related records specific to the day: Customer complaints, Non-conformance records, Raw
Materials Defect reports, Engineering Records;
- CIP Records;
- Cleaning Schedules;
- Temperature monitoring sheet;
- Emergency contact numbers
- Recall report form
2.1 Warehouse operators and the Quality team are responsible for identifying raw materials and
packaging as they are delivered to the company, confirming the completeness and initial
acceptability of incoming orders, and moving inspected items to appropriate areas.
2.2 Production operators are responsible for maintaining all records, including identification and
traceability records of raw materials, rework, packaging, and finished products through final
processing and packaging.
2.3 The Technical Department maintains identification and traceability records, where required.
2.4 Dispatch is responsible for ensuring that the batches of finished products and
documentation associated with customer orders are clearly marked for identification and
traceability.
