Locating Audit Evidence in the Food Safety Module

Who Should Use This Article?

This article is intended for:

• Site Administrators
• Food Safety Supervisors
• Managers
• Compliance Officers
• Staff responsible for preparing documentation for internal reviews or external audits

Overview

The Food Safety Program records operational activities, temperature monitoring, corrective actions, form submissions and supporting documentation completed within the system.

These records may be used as supporting documentation during:

• Internal reviews
• Compliance reviews
• Quality assurance activities
• Food safety investigations
• External audits

The Food Safety Program assists organisations to maintain records and evidence but does not guarantee regulatory compliance or audit outcomes.

Types of Records Available

The Food Safety Program stores several types of operational records that may be used as supporting evidence.

Operational and Cleaning Tasks

Task records may include:

• Task completion status
• Completion date
• Completion time
• Staff initials
• Corrective Actions raised from tasks

Task information can be reviewed through the Task Reports section of the Food Safety Program.

Task information can be reviewed by navigating to:

Food Safety → Reports → Tasks

Appliance Temperature Logs

Temperature records may include:

• Equipment temperature readings
• Date and time recorded
• Staff initials
• Temperature exceptions
• Automatically generated Corrective Actions

Temperature information can be reviewed through Temperature Reports.

Task information can be reviewed by navigating to:

Food Safety → Reports → Tasks

Meal Temperature Logs

Temperature records may include:

• Meal temperature checks
• Date and time recorded
• Staff initials
• Food safety monitoring activities

Temperature information can be reviewed through Temperature Reports.

Task information can be reviewed by navigating to:

Food Safety → Reports → Tasks

Corrective Actions

Corrective Action records may include:

• Issue descriptions
• Investigation notes
• Actions taken
• Supporting photographs
• Resolution status

Corrective Actions can be reviewed through the Corrective Actions section of the Food Safety Program.

Corrective Actions can be reviewed by navigating to:

Food Safety → Corrective Actions

Form Submissions

Form submissions may be used to record operational activities, inspections and site-specific compliance requirements.

Records may include:

• Completed forms
• Inspection records
• Responses to configured questions
• Supporting evidence and attachments

Form submissions can be reviewed by navigating to:

Food Safety → Reports → Form Submissions

Policies and Procedures

Policies and Procedures provide access to organisational food safety documentation and operational guidance.

Depending on your organisation's configuration, documents may include:

• Food Safety Policies
• Operational Procedures
• Cleaning Procedures
• Site-specific instructions
• Supporting compliance documentation

Policies and Procedures can be accessed by navigating to:

Food Safety → Policies & Procedures

Access Task Reports

Task Reports provide visibility of:

• Completed tasks
• Incomplete tasks
• Corrective Actions raised
• Area performance
• Role performance

For more information, see:

Understanding Task Reports

Access Temperature Reports

Temperature Reports provide visibility of:

• Appliance temperature records
• Meal temperature records
• Historical temperature entries

For more information, see:

Understanding Temperature Reports

Access Corrective Action Records

Corrective Action records provide visibility of:

• Food safety incidents
• Investigations
• Supporting evidence
• Resolution activities

For more information, see:

Understanding and Raising Corrective Actions

View and Manage Corrective Actions

Exporting Records

Where available, reports can be exported using the Bulk Export function.

Exports may be used to support:

• Internal reporting
• Record keeping
• Compliance reviews
• Audit preparation

Export functionality varies depending on the report being viewed.

Result

Food Safety records remain available within the system and can be reviewed or exported when required for operational reviews, investigations and audit activities.

Good to Know

• Records are retained within the Food Safety Program.
• Corrective Actions can include photo evidence.
• Task reports include Corrective Action statistics.
• Temperature records can be reviewed historically using date filters.
• Form submissions are available through the Reports section.
• Policies and Procedures can be accessed through the Policies & Procedures section.
• Exported reports should be reviewed before being provided as audit evidence.
• The Food Safety Program assists organisations to maintain records but does not guarantee compliance outcomes.

Related Articles

• Understanding Task Reports
• Understanding Temperature Reports
• Understanding and Raising Corrective Actions
• View and Manage Corrective Actions
• Understanding Forms
• Understanding Policies & Procedures