Explanation 32 folder methodology

The following table will go through and explain the 32 folder structure.

Folder Description 
01-A-System System folder: The company has a systematic approach to business planning, external visits, and requesting analysis certificates. 
01-B--handbook Quality handbook: HACCP and quality assurance standard related to procedures, instructions, and registration forms are up-to-date. 
01-C-HACCP-study HACCP study: The HACCP study method and result have been recorded (with version number). The HACCP team is described with members and HACCP-related competences. The study is based on the specifications, in accordance with which the company wishes to deliver. The risks of third parties (both raw material and outsourced production) are also included in the scope of the study. 
02-Customers Customer demands: The company has recorded the most recent customer demands. This concerns terms of delivery, customer audits, customer questionnaires, and product format. QA relevant is often also recorded in contracts. Also organize the QA relevant matters with customer requirements and make them available to the organization. Customer survey results also belong in this folder. 
03-Suppliers Suppliers: The company has recorded the most recent demands. This concerns general terms of delivery, specific terms of delivery, supplier audits, supplier questionnaires, and product specification format. The newest certifications are known to suppliers. QA relevant information is often also recorded in contracts. 
04-Raw-materials : Recent product specifications are available for all raw materials. These are also recorded in iMIS Food. 
05-Commodities Commodities: Recent product specifications are available for all commodities. These are also recorded in iMIS Food. The information required in folder 3 (suppliers) is also required from suppliers of commodities. 
06-Packaging Packaging: Recent product specifications are available for all packaging. These are also recorded in iMIS Food. The information required in folder 3 (suppliers) is also required from suppliers of packaging. 
07-Industrial-resources Industrial resources: Recent product specifications are available for all industrial resources. These are also recorded in iMIS Food. The information required in folder 3 (suppliers) is also required from suppliers of industrial resources. 
08-End- End products: End product specifications. This folder has been released for communication to third parties. 
09-Recipes Recipes: Composition of the ingredients related to food safety or maximum legal standards. Information in / out of iMIS Food. Pay attention to recipe monitoring. 
10-Complaints Complaints: Purchasing and sales complaints. This folder is aimed at handling food safety related complaints. Shortages and etc. can be found directly in customer communication and the tracking system. 
11- Storage: The complete cooling system. Assurance of temperatures, calibrations, maintenance contracts, and compliance. 
12-Inspections Inspections: Overview of inspections and reports. Several inspection rounds also have an incident report function! Corrective measures must be noted in the event of abnormalities. 
13-Corrective-measures Corrective measures: Overview of corrective measures. These arise from the inspection rounds and reports, complaints, HACCP team consultation, and (external) audits. 
14-Maintenance Maintenance: Maintenance contracts and planning. Machine cards indicate the status of the machines. Maintenance schedule is monitored. Contracts indicate who is responsible for what. 
15-Hygiene-management Hygiene management: Cleaning and disinfection plan, description of cleaning performed, pest plan, description of layout with all bait boxes. Also, the cleaning of the vehicles. 
16-Production Production: Production planning and registrations 
17-Packing Packing: Packing planning and registrations 
18-Transport Transport: Transport planning and registration 
19-Labratory Laboratory: Microbiological planning and execution. The EU 2073 is only the minimum research prescribed by the Dutch Food Safety Authority. Furthermore, through the EU 854, the HACCP study ensures that product specifications must be met. This usually includes around 10 parameters which can be tested. QA standards require shelf life testing against the most extreme customer conditions. 
20-Development Development: New product / process combinations are recorded here. Please note: the of used raw materials for testing must also be arranged! HACCP study updates also belong in this folder. 
21-Process-controls Process controls: Process controls are / are not CCP related. With CCP related inspections, a company must respond “on time” in case of abnormalities! Make sure that the checks are done with the correct measuring instruments. 
22-Year-planner Year planner:  report, validation report, internal audits, , tracking test (both ways), and recall test. 
23--projects Improvement projects: iMIS Food presentation is often 100% of the improvement program. Any major architectural adjustments. 
24-Training Training: Overview of all relevant and provided training in the company. 
25-Waste Waste: Overview of all waste flows in the company. And registration of what is collected when by whom. 
26-Calibration Calibration: Overview diagram of all measuring instruments to be calibrated, such as pH meter, scales (CCP related or end product), temperature meters, sensors for cooling systems and cooking cabinets, gas meter, and etc. 
27-Legislation Legislation: Legislation overview. System audits and UBA. And communication with government authorities. 
28-Certification Certification: Overview of QA standards and certification body communication. 
29- Personnel: Personnel files regarding the , HACCP, and training. Training and training overview. With annual assessment of QA performance. iMIS Food also contains inspection rounds that can be linked to the file. 
30-Product-tracking Tracing: Raw materials, sub-products, end products, clients, external storage, and packaging material trays. 
31-Hygiene-photobook Hygiene photobook: Photos 
32-Publication-board-and- Publication board and visitors: Publication board: What has been communicated in the past year? Visitors list: Who came in when with who and why? 

Monitoring

Folder Check questions 
01-A-System Is there a total overview of the company and what is the status? 
01-B-Quality-handbook Is the QA handbook up to date? Are the newest changes in it? 
01-C-HACCP-study Are the outsourced activities part of the study? Is it well recorded in contracts with third parties (including co-packers) who owns the processing? And what if metal is found? 
02-Customers Has it been formally established who can sign all these forms? Legally, product specifications are contracts. From a legal point of view, contracts can only be signed by authorized signatories known to the Chamber of Commerce. Customer satisfaction can also be measured with complaints and turnover performance. BRC demands indicators for this satisfaction. Was an customer satisfaction survey prescribed by the company carried out and included in the management review? 
03-Suppliers Has it been formally established who can sign all these forms? Legally, product specifications are contracts. From a legal point of view, contracts can only be signed by authorized signatories known to the Chamber of Commerce. Customer satisfaction can also be measured. 
04-Raw-materials Are specifications up to date? In any case, it is good to request this information again every year. Be especially alert to mutations in the composition of a product. This must be directly translated to the end label and any impact on the production sequence. 
05-Commodities Are the specifications up to date? In any case, it is good to request this information again every year. Be especially alert to mutations in the allergen composition of a product. This must be directly translated to the end label and any impact on the production sequence. 
06-Packaging Is there information available regarding migration tests? 
07-Industrial-resources Are the Safety Data Sheets and Product Sheets available for all cleaning products? And also with the storage of these resources? Are the product and safety date sheets available for all agents used? 
08-End-products Who is responsible for the recipes? Who checks whether the items are correctly entered in iMIS Food? 
09-Recipes Who communicates specifications to third parties? Note: This concerns legal liability. A recall can be caused by forgetting an allergen or a supplier who changed the raw material without knowledge. 
10-Complaints When registering complaints, it is important to formally close complaints processes as well. Also, look at how long the complaints process takes towards both the supplier and the customer. Complaints are an important indicator of QA system performance. 
11-Storage Are the contracts and compliance comprehensive? What about external storage? Has external storage been included in the supplier assessment and HACCP study? 
12-Inspections Are the rounds up to date? When a new machine comes into use, are the updated? For example, demonstrate this with a new machine that was recently purchased. 
13-Corrective-measures Have the corrective measures been resolved within a reasonable time? Even in the case of deviating microbiological values, it must be established from 2073 what the cause analysis or correction is. 
14-Maintenance Please note, the company itself is responsible for compliance with contracts. For a new machine, the release must be recorded and the maintenance plan must be adjusted. 
15-Hygiene-management Check whether all machines are in the plans and new areas, are the agents used and dosage correct? What is the content of the cleaning contract? Is it in detail who is responsible for what? What if a recall occurs due to disinfection or improper cleaning? 
16-Production Are these registrations properly measured and completed? Does the person registering know what is being registered and why? 
17-Packing Are these registrations properly measured and completed? Does the person registering know wat is being registered and why? Is it known exactly how, for example, the correct gas mixture is added or vacuumed? Are the labels and product codes correct? 
18-Transport What if a batch is not longer good? Is delivery temperature on the receipt? 
19-Labratory Agar is to test the cleaning effectiveness. In the event of abnormalities, correction should be made to the process and not only the sampled product. 
20-Development Are there any development forms that record the most recent new products? A small adjustment or product variant does not require an extensive form. 
21-Process-controls Who is responsible for which check? Is this also arranged in case of absence? Check the people whether they are also trained in the controls. Is the value recorded at the time of measurement? 
22-Year-planner Have all the mandatory components been completed? Has the recall procedure been adjusted for food authority changes or recall learning moments? 
23-Improvement-projects 
24-Training Is everyone who is specifically responsible for a HACCP section trained, and has this been documented? Also record internal training! 
25-Waste Are the contracts still up to date? 
26-Calibration Up to date, numbered, and calibrated? Are instructions for use available for all meters? People trained in this? 
27-Legislation What are the latest comments from the food authorities? Or not: Let QAssurance assess the relevance. 
28-Certification Is there a BRC company cross-table? The old report can be used for follow-up audits. 
29-Personnel Up to date? 
30-Product-tracking 
31-Hygiene-photobook 
32-Publication-board-and-Visitors Also health statements from all visitors and external technicians!
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