Week 31 Food Safety Systems Review - We’ve got SALSA sussed
Week 31 Food Safety Systems Review
Happy New Year! I think….!
Well, what a Christmas and New
Year. Yes, I’m sure we all made the best of it, but it just means we will have
to celebrate more next Christmas …… hopefully!
Seriously, I really hope
everyone enjoys a better 2021.
We are starting the New Year
with a topic that many people forget to attempt, especially at first audit….
Food Safety Systems Review,
or Internal Audits.
First thing to say is: This is
NOT a Tick List.
You need to audit your
paperwork and practical systems effectively, otherwise this could become a
pointless exercise.
Internal Audits are an annual
check to make sure you are doing the following:
1. Following
SALSA Requirements
2. Following
YOUR Procedures
3. Evidence
you are following them through RECORDS
Let’s get started on how to
achieve this.
What’s coming next…
Week 32 Non-Conforming
Materials
Food Safety Systems Review - what do you need to show your
SALSA auditor?
SALSA
Self-Assessment Checklist or Internal Audit Proforma
What do I
need to audit?
You need to
audit the whole of the SALSA Standard. Each and every requirement.
How often
do Internal Audits need to be carried out?
At least Annually.
However, if you are organised, you could take a section or two, at a time,
every month and cover them off over the course of the year. It will less
burdensome than trying to do it all at once.
Who
should carry Internal Audits out?
SALSA says
‘Appropriate Personnel’. But what does that mean? Preferably the Personnel
should be trained in how to carry out Internal Auditing. There are online
training courses to get you started with Internal Auditing:
https://www.allsafe.org.uk/sub-menu-e-learning/#e-audit
https://www.isotrainingservicesltd.com/online-training/internal-audit/
However,
this is not essential, just advisable. But Internal Auditing is a skill, and I
will give you some good pointers further on.
Many sites I
visit use the consultant or mentor option, as they have peace of mind that the
Systems Review / Internal Audits will be completed to the standard which SALSA
is looking for.
Some sites
have regular monthly visits, some sites have assistance on the run up to the
audit. Either is advised, as it is great having that expert pair of eyes
reviewing your systems.
Auditors can
not audit their own work. For example, the person who is responsible for the
HACCP cannot audit the HACCP. Someone else should audit their work. This is
because not only do they think it’s OK as they wrote it, but, another set of
eyes see different things, therefore can spot things that they do not.
If you have
the staff available, get different people to audit different topics to ensure
the fresh pair of eyes is used! As mentioned, the other option is to get a Consultant
or a SALSA Mentor to help, as they are experts in auditing, and they know what
to look for.
I know some
of you are ‘One Man / Woman Bands’ too, and for you there is an
exception to auditing your own work, however, this is where mentors and
consultants are invaluable expertise if your budget allows.
Where to
record Internal Audits?
There is a
Self-Assessment Checklist which SALSA has online. This is the most used tool to
record internal audits.
How to
carry out an Internal Audit / Systems Review
It is
important when you are recording the Internal Audit to document that the
requirements stated in the SALSA Standard comply – you can do this by marking
the FC (fully compliant) box, the PC (partially compliant) box or the NC (not
compliant) box as shown above accordingly.
For every
Partial Compliance or Non-Compliance, there needs to be an action to correct
it.
If there are
Actions to carry out, it must be clearly stated what they are. Sometimes adding
a document name which needs changing is a good idea so that the person carrying
out the Action knows exactly what document is being referred to. Or if it is an
area of the building needing repair, then be specific for the location so that
it can easily be found. Or if it is a person to be trained then you need to
know who that is, and what training is needed.
Detailing
the person who is responsible for the Action is important, so you know who to
refer to if it has not been completed. Add timescales which are reasonable for
the person to complete the Action. And make sure you check back that the Action
has been completed and sign it off as ‘Verified’ and ‘Closed Out’.
When
Verifying an Action has been closed out, you need to have seen the Evidence. And
do not sign it off, unless you have seen it. An auditor may ask for this
evidence too.
You need to
set your time aside for the Audits. And stick to it. Otherwise this is when
they fall behind or do not get completed. Then you may rush them just before
audit, leaving no time to correct any actions, or not enough time to carry them
out effectively.
Check you
have the evidence
When completing
the Internal Audit, and are reading through each requirement, you need to
ensure that you have the evidence to show that it is being met in full. For
example:
·
Look for the procedure you are auditing, check
it has everything in the procedure which SALSA states you should. Then check
you or your staff are carrying out the procedure correctly and completing any
associated records.
·
Check all personnel have received all training
they should. Ensure their training records have been signed off, and the matrix
is up to date. Check refresher training has also been completed.
·
Walk around the site and check the facility.
·
Check the pest reports do not have any
recommendations in the past reports, that you have not completed and signed
off.
·
Check the CCP and other records have been
completed correctly and are all up to date.
·
Check the HACCP review has taken place, been
recorded and any actions resulting from the review have been completed.
·
Ensure the Traceability Test has been carried
out for the year and is fully documented and has all supporting documents
·
Ensure the Mock Recall has been carried out for
the year and is fully documented and has all supporting documents
Your
SALSA Auditor will check…
Make sure
you have completed the Self-Assessment Checklist (or other audit proforma) with:
1.
Actions
2.
Assigned responsible person/people
3.
Timescales
4.
CLOSED OUT the Actions
Any overdue
actions which are not closed out could result in an action in your SALSA Audit.
Internal
Auditing is a great tool to ensuring you are continually improving your systems
practically and documentation-wise. Businesses don’t usually stand still, they
evolve, so things do change as you go along. Making sure your systems change
alongside your business is essential to keep it working perfectly.
Check out my
new website – I have been working on it for some time now! Finally its ready
for you guys to see!
It describes
all of the services I can provide for every size of business.
Let me know
what you think!
As always, I
am more than happy to answer any food safety related questions, whether they
are SALSA related or not. Get in touch!
Be careful
and stay safe!
Ruth
Ruthshawconsultingltd@gmail.com
07732 966 836
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