How do you report food safety incidents and non-conformities?

1 Identify the incident or non-conformity

The first step is to identify the nature and scope of the incident or non-conformity. This means gathering information about what happened, when, where, how, and why. You should also determine the potential impact and severity of the issue, such as the number of affected products, customers, or processes. You can use tools such as root cause analysis, hazard analysis, or risk assessment to help you identify the incident or non-conformity.

2 Record the incident or non-conformity

The next step is to record the incident or non-conformity in a clear and consistent way. You should use a standardized form or system to document the details of the issue, such as the date, time, location, description, cause, impact, and corrective actions taken or planned. You should also assign a unique reference number or code to the incident or non-conformity for easy tracking and follow-up. You should keep the records of all incidents and non-conformities in a secure and accessible place.

3 Report the incident or non-conformity

The third step is to report the incident or non-conformity to the relevant parties, both internally and externally. You should follow the established reporting procedures and protocols of your organization, such as notifying your supervisor, manager, quality team, or senior management. You should also report the incident or non-conformity to any external authorities or stakeholders that require notification, such as regulators, customers, suppliers, or certification bodies. You should report the incident or non-conformity as soon as possible and provide accurate and complete information.

4 Investigate the incident or non-conformity

The fourth step is to investigate the incident or non-conformity to find out the root cause and prevent recurrence. You should use a systematic and objective approach to collect and analyze data , such as interviews, observations, tests, or audits. You should also involve the relevant people and departments in the investigation, such as production, maintenance, engineering, or quality. You should document the findings and conclusions of the investigation and report them to the appropriate parties.

5 Implement corrective and preventive actions

The fifth step is to implement corrective and preventive actions to resolve the incident or non-conformity and avoid future occurrences. You should use the results of the investigation to identify and prioritize the actions that need to be taken, such as repairing, replacing, recalling, or disposing of affected products, revising procedures, training staff, or improving controls. You should also assign responsibilities, deadlines, and resources for the implementation of the actions and monitor their progress and effectiveness.

6 Review and improve the reporting process

The sixth step is to review and improve the reporting process to ensure its efficiency and effectiveness. You should evaluate the performance and outcomes of the reporting process, such as the timeliness, accuracy, completeness, and consistency of the reports. You should also solicit feedback and suggestions from the people involved in the reporting process, such as staff, managers, customers, or regulators. You should identify and implement any opportunities for improvement, such as simplifying forms, streamlining procedures, or enhancing communication.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?