Introduction Management of changes

This procedure establishes how changes to the food system are dealt with. For , the following components are discussed:

  • Change in documentation
  • Change in validation
  • Change in personnel
  • Change in resources

Documentation of changes

Purpose:

Adjusting documentation, procedures or instructions in the manual. This is the result of external or internal audits of controlling bodies such as NVWA, certification bodies, customer audits, or consultants for improving food safety. It can also be adapted because the working method has been adjusted internally. 

Outcome:

The is recorded in iMIS and is digital. Every change is recorded in the system and it is clear which changes have been made compared to a previous version of the document. The last date change is the version number. The registrations are also stored in the 32-folder system. This system is both hard copy and digital. In order to have critical registrations readily available in the future, it has been agreed to scan them and store them digitally. Regarding documents there is no from the authorities. By assigning login codes with passwords and authorizations it is arranged who can view or change documents. Daily electronic backups prevent documents from being lost. 

Definitions:

The following types of documents are included in our digital handbook:

  • Procedure: Cross-departmental activities are recorded in a procedure. A procedure contains the steps that must be followed by different departments to achieve the desired end result.
  • Instruction: An instruction states how an action must be carried out within the department.
  • Form: A form is intended as an information carrier and serves as a means of between the different departments.
  • Specifications: The determined constants are recorded here. Specifications are for reference. 

Adjusting documents:

The change of documents is done by an authorized employee of the quality service or any other authorized persons such as management or department heads.
Changes are automatically registered.
Expired documents are deleted. The deleted document remains in the change log. 

Retention periods for documents and forms:

All changes are registered and saved in iMIS.
Registration forms related to food safety and production are kept for at least the shelf life +12 months.
for is kept for at least

Destruction of documents:

All printed documents containing confidential information will be made illegible.
This can be done by shredding or by making the text illegible.
Documents are disposed of as paper waste.

Note:

When errors are made in registrations (i.e. completed measurements), these can be adjusted. However, only with the mention of:

  • Reason for change;
  • By who;
  • Date and time;
  • Initials. 

Persons responsible / responsibilities:

Quality service:

  • Masters the various documents and ensures that the documents used in the quality manual are up to date and correct.
  • Is responsible for updating the handbook annually. 
  • Is responsible for assessing the requested changes and implementing them. 

Validation

Purpose:

Validation means that the applicability is assessed in advance. It is also assessed whether there are consequences for food safety management. 

Examples of validation:

  • study;
  • Flowcharts;
  • New standards, changes in GFSI standards;
  • New machines / equipment / systems;
  • New working methods / recipes;
  • Change in cleaning objects;
  • New ;
  • Packaging and machines (e.g. migration to product);
  • Verification and recall follow-up;
  • New routing;
  • New products;
  • New , changes at the supplier or change of supplier;
  • Changes in use by the buyer or consumer;
  • Changes in or transport conditions in the chain;
  • Renovation, new ;
  • Developments in technological knowledge regarding process or products;
  • Legislative developments (In country of production and sale);
  • New from information regarding recalls, fraud, , food defense. 

If the preparation method of the product is essential for product safety, such as heating, then the instruction is fully validated to ensure that a safe, ready to eat product is produced. 

Assess the validation

  • Whether possible dangers can arise;
  • Whether the applicability is correct;
  • What improvement is achieved;
  • Whether the machines can meet the product requirements;
  • Are the claims satisfied;
  • Are all necessary specifications present.

No new processes are put into use until they have been validated. The validation team has the decision-making authority in this matter. If no release is made by the validation team, the change will not be implemented. 

Validation team

The validation is performed by the validation team. Members of the HACCP team can be part of the validation team. The validation team is composed in such a way that all necessary disciplines are present, so that a correct assessment can be made. Each validation is recorded in writing. 

Changes in personnel

Purpose:

  • Dealing with spontaneous busyness. 
  • Collecting specialist knowledge.
  • Change of personnel through advancement, dismissal, or replacement.
  • Increase in extra due to growth. 

Outcome:

  • Determining tasks and responsibilities.
  • Informing about , personal hygiene, and quality policy that applies within the company.
  • Provide food safety training or any CCP / OPRP training if applicable.
  • Communicate goals (if applicable to the position).
  • Determine the contact time.
  • Who is / are going to train members.
  • Determine both fixed and variable compensation.
  • Purchase work clothing or PPE (personal protective equipment).

Changes in resources

Purpose:

  • Replacing current machine that is broken.
  • Expansion of machinery due to necessary growth in production capacity.
  • Purchase of machine for support personnel. 

Outcome:

  • Does the machine comply with legal safety regulations in terms of construction.
  • Does the machine comply with any food safety legislation.
  • Validation has been performed on the machine.
  • Who controls the machine.
  • Who cleans the machine. 
TwitterFacebookLinkedInPin It

Related articles to Management of changes? Is there a procedure?

Many customers and visitors to this page 'Management of changes? Is there a procedure?' also viewed the articles and manuals listed below:

We are a Food Tech firm in Food Safety Compliance. Experts in setting up and maintaining Food Safety Systems for companies in the Food Supply Chain. We are dedicated to breaking down the barriers for Transparency and Trust in the Global Food Supply Chain.
In our Partnership Program we would like to work together with (Non)Governmental Organizations, Universities, Multinationals and Food companies.

iMIS Food is a fully equipped Food Safety Compliance platform. Unique is the installation of an iMIS Food server at the Food company, for online and offline availability. The online (no travel costs) iMIS Food implementation process includes 6 to 10 days of support and has a lead time of 3 months.


Monthly iMIS Food Update

Would you also like to receive the monthly iMIS Food Update and be invited to our events? Then please fill in this form.

Food Safety news 1-2023

Food Audit costs

Save on the costs of a food audit. Is that possible?

To give food companies control over external parties, we share with you the days that are normally required for an food audit, as well as costs savings.
Food materials for EU market clearance

Food materials for European market clearance

European Food Law is a hard and wide-ranging subject to study. The General Food Law Regulation makes sure that people's lives are well protected.

NABC (Netherlands-African Business Council)

The NABC, has the expertise and knowledge working in African countries, therefore we became a member to ensure we can improve our food security program.