Course Details

Document Control in Food Safety Systems Training Course

Introduction

In the highly regulated and critical realm of food safety, the adage "if it's not documented, it didn't happen" rings profoundly true. A robust Food Safety Management System (FSMS) relies heavily on a comprehensive and well-managed system of documentation. Document Control is the cornerstone of this system, providing the framework for creating, approving, distributing, storing, revising, and archiving all essential documents and records related to food safety and quality. From HACCP plans, prerequisite programs (PRPs), and operational procedures to training records, audit reports, and corrective actions, every piece of information must be accurately controlled and readily accessible. Effective document control ensures that the right information is available to the right people at the right time, minimizing errors, facilitating training, supporting consistent operations, demonstrating compliance to auditors, and providing verifiable evidence in the event of an incident or recall. Without a systematic approach to document control, an FSMS can quickly become disorganized, leading to outdated procedures, unrecorded activities, difficulty in proving compliance, and ultimately, compromised food safety. Many food professionals understand the need for documentation but struggle with the practical implementation of a structured and compliant document control system.

Conversely, mastering Document Control in Food Safety Systems equips professionals with the essential knowledge and practical skills to design, implement, and maintain an effective and compliant documentation system for their Food Safety Management System (FSMS). This critical skill set is crucial for ensuring operational consistency, facilitating training, demonstrating regulatory and standard compliance, supporting traceability, and providing verifiable evidence for continuous improvement. Our intensive 5-day "Document Control in Food Safety Systems" training course is meticulously designed to equip food safety managers, quality assurance personnel, document controllers, internal auditors, and anyone responsible for documentation within a food business with the comprehensive theoretical knowledge and extensive practical, hands-on skills required to confidently manage and control food safety documents and records.

Duration

5 Days

Target Audience

The "Document Control in Food Safety Systems" training course is ideal for a broad range of professionals and individuals responsible for managing, maintaining, or auditing documentation within a food safety management system. This includes:

• Food Safety Managers and Coordinators: Responsible for the overall FSMS, including documentation.
• Quality Assurance and Quality Control Personnel: Directly involved in creating, reviewing, and managing documents and records.
• Document Controllers: Individuals specifically tasked with managing documentation systems.
• HACCP Team Members: Who need to ensure proper documentation of the HACCP plan.
• Internal Auditors: For assessing the effectiveness of the document control system.
• Production and Operations Supervisors: Who use controlled documents and generate records.
• Training Coordinators: Managing training records and controlled training materials.
• IT Support Staff: Involved in electronic document management systems.
• Anyone working with food safety standards (e.g., ISO 22000, FSSC 22000, BRCGS, SQF) that require robust document control.

Course Objectives

Upon successful completion of the "Document Control in Food Safety Systems" training course, participants will be able to:

• Understand the purpose and importance of document control in food safety.
• Differentiate between documents and records and their specific control requirements.
• Comprehend key regulatory and standard requirements for document control in FSMS.
• Design and implement a structured document control system (manual or electronic).
• Develop effective procedures for document creation, review, approval, distribution, and revision.
• Manage records effectively, including retention periods and accessibility.
• Understand the role of document control in traceability, audit trails, and non-conformity management.
• Ensure the integrity, confidentiality, and availability of food safety documentation.

 Course Modules

Module 1: Fundamentals of Document Control in Food Safety

• Definition of "Document" and "Record" in the context of food safety.
• Purpose and importance of effective document control in an FSMS.
• Consequences of poor document control: Errors, non-compliance, recalls, legal issues.
• Key principles of document control: Accuracy, accessibility, consistency, traceability.
• Overview of regulatory and standard requirements for document control (e.g., ISO 22000, GFSI schemes).

Module 2: Types of Food Safety Documents and Records

• Common food safety documents: Policies, procedures (SOPs), work instructions, specifications, HACCP plans.
• Common food safety records: Production logs, temperature records, cleaning checklists, training records, audit reports, calibration records, complaint logs.
• Distinction in control requirements for documents (e.g., approval, revision) vs. records (e.g., retention, protection).
• Document hierarchy within an FSMS.
• Examples of critical documents and records in a food processing facility.

Module 3: Establishing a Document Control System

• Components of a robust document control system (DCS).
• Developing a documented procedure for document control.
• Assigning roles and responsibilities for document creation, review, approval, and management.
• Choosing between manual and electronic document management systems (EDMS).
• Establishing a unique identification system for documents and records.

Module 4: Document Creation, Review, and Approval

• Guidelines for creating clear, concise, and unambiguous food safety documents.
• Importance of document ownership and cross-functional review.
• Defining the approval process and authorized personnel.
• Using templates for consistency.
• Controlling external documents (e.g., supplier specifications, regulatory updates).

Module 5: Document Distribution, Revision, and Obsolescence

• Controlled distribution of current versions of documents.
• Managing document revisions: Version control, change history, effective dates.
• Ensuring only current versions are in use and accessible at point of use.
• Controlling obsolete documents to prevent unintended use.
• Communication of changes to relevant personnel.

Module 6: Records Management and Retention

• Definition of a "record" as objective evidence.
• Requirements for legibility, accuracy, and completeness of records.
• Protection of records from damage, deterioration, or loss.
• Establishing appropriate record retention periods based on regulatory and internal requirements.
• Methods for storage and retrieval of records (physical and electronic).

Module 7: Document Control in Audits and Traceability

• The role of document control in demonstrating compliance during internal and external audits.
• Auditing the document control system itself for effectiveness.
• Importance of controlled documents and records for product traceability (forward and backward).
• Using documented information for incident investigation and root cause analysis.
• Non-conformity management and corrective action documentation.

Module 8: Continuous Improvement of Document Control and Digital Solutions

• Monitoring the effectiveness of the document control system.
• Handling non-conformities related to document control.
• Opportunities for improvement in documentation processes.
• Introduction to electronic document management systems (EDMS) and their features.
• Future trends in document control for food safety.

CERTIFICATION

• Upon successful completion of this training, participants will be issued with Macskills Training and Development Institute Certificate

TRAINING VENUE

• Training will be held at Macskills Training Centre. We also tailor make the training upon request at different locations across the world.

AIRPORT PICK UP AND ACCOMMODATION

• Airport pick up and accommodation is arranged upon request

TERMS OF PAYMENT

Payment should be made to Macskills Development Institute bank account before the start of the training and receipts sent to info@macskillsdevelopment.com