How can you adapt your food safety management system to changing risks?

1 Assess the risks regularly

The first step to adapting your FSMS is to assess the risks that may affect your food products, processes, and operations. You should conduct a hazard analysis and critical control point (HACCP) study to identify the potential sources of contamination, the critical control points (CCPs) where you can prevent or reduce the hazards, and the monitoring and verification procedures to ensure the effectiveness of your controls. You should also review the results of your internal and external audits, customer feedback, and incident reports to detect any gaps or weaknesses in your FSMS. You should update your risk assessment at least once a year, or whenever there is a significant change in your products, processes, or environment.

2 Implement preventive controls

The second step to adapting your FSMS is to implement preventive controls that can reduce or eliminate the risks identified in your risk assessment. Preventive controls are measures that you apply before, during, or after your food production to ensure the safety and quality of your products. They can include process controls, such as temperature, pH, or time; sanitation controls, such as cleaning and disinfection; allergen controls, such as segregation and labeling; and supply chain controls, such as supplier verification and traceability. You should document your preventive controls in your FSMS plan and train your staff on how to follow them.

3 Monitor and verify your controls

The third step to adapting your FSMS is to monitor and verify your controls to ensure that they are working as intended. Monitoring is the act of checking and recording the performance of your preventive controls at your CCPs. You should use appropriate tools and methods, such as thermometers, pH meters, or test kits, to measure the critical parameters and compare them with the established limits. You should also record the results of your monitoring and take corrective actions if any deviations occur. Verification is the act of confirming that your monitoring and corrective actions are effective and that your FSMS is compliant with the applicable standards and regulations. You should use independent methods, such as audits, inspections, or testing, to verify your FSMS and keep records of your verification activities.

4 Review and improve your FSMS

The fourth step to adapting your FSMS is to review and improve your FSMS based on the data and information collected from your risk assessment, preventive controls, monitoring, verification, and other sources. You should analyze the data and information to identify the trends, patterns, root causes, and opportunities for improvement in your FSMS. You should also communicate the results and feedback to your management and staff and involve them in the improvement process. You should implement the improvement actions and evaluate their effectiveness and impact on your FSMS. You should also document the changes and updates in your FSMS plan and communicate them to your stakeholders.

5 Stay updated and informed

The fifth step to adapting your FSMS is to stay updated and informed about the latest developments and best practices in food safety. You should monitor the changes and trends in the food industry, such as new hazards, technologies, products, or markets, and assess their implications for your FSMS. You should also follow the updates and guidance from the relevant authorities, such as the Food and Drug Administration (FDA), the United States Department of Agriculture (USDA), or the Codex Alimentarius Commission, and ensure that your FSMS meets the current requirements and expectations. You should also seek feedback and advice from your customers, suppliers, peers, or experts, and learn from their experiences and insights.

6 Train and educate your staff

The sixth step to adapting your FSMS is to train and educate your staff on the importance and principles of food safety and the roles and responsibilities they have in your FSMS. You should provide regular and relevant training and education to your staff, covering topics such as food safety hazards, preventive controls, HACCP, good manufacturing practices (GMPs), personal hygiene, record keeping, and emergency response. You should also evaluate the effectiveness and impact of your training and education and address any gaps or needs in your staff's knowledge and skills. You should also foster a positive food safety culture in your organization, where your staff are aware, motivated, and empowered to follow and improve your FSMS.

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?