Retention Samples
Requirements Revision: 17-Feb-2023
Purpose
To ensure retention samples are maintained to allow for traceability and to confirm compliance
to local regulatory and Company requirements.
Scope
This document applies to all operations manufacturing and/or distributing for/or on behalf of The
Coca-Cola Company.
General Requirements
Collect, store, and retain samples for the purposes of traceability and when needed for further
follow-up and investigation.
1 Provide suitable storage location for retention samples. The storage area must have the
following conditions:
• Temperature controlled at ambient, or at the specific conditions described on the
label, MMI and/or specification, whichever is stricter.
Note: For ambient temperature, follow 11°C-30 °C (51.8°F-86°F) or, if applicable,
the local authority’s standard, whichever is stricter.
• No exposure to UV or direct sunlight
• Dry and free of odor
• Secure access controlled
1.1 Follow local regulations regarding retention samples where applicable and stricter than
requirements in this document.
1.2 Ensure storage conditions allow for easy identification and retrieval of samples (e.g.,
unique sample identification numbers, labelled rack locations or storage bins arranged
by date/time of production)
1.3 Ensure there is enough space and adequate lighting to perform visual inspection of
samples, where required.
1.3.1 Visual inspections for monitoring or release purposes must be performed in a
place intended for this purpose (i.e., sensory room).
1.4 Ensure samples have tamper-evident seals or are stored in a locked room with
controlled access.
1.4.1 Maintain records that demonstrate when a sample has been opened or
removed from retention storage, by whom and the reasons why.
2 Retain samples of direct bottler purchased ingredients and packaging (excluding gases).
Note: Samples of the above ingredients and materials may be retained by suppliers as an
alternative to collecting and retaining a sample at every facility. In this instance,
manufacturing plants must ensure that suppliers are retaining samples of each lot. In
QFS-RQ-050 Page 1 of 4 Revision: 17-Feb-2023
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Retention Samples
Requirements Revision: 17-Feb-2023
addition, the conducting of traceability exercises must include the verification of the ability to
perform traceability against these materials as needed.
Note: Do not collect retention samples for Company-sourced ingredients (e.g.,
concentrates, beverage bases, juices etc.) and gases (e.g., carbon dioxide).
3 Do not use proprietary primary packaging (product bottles) for the storage of retention
samples (e.g., for granular sugar, auxiliary materials, finished syrup etc.).
4 Appropriately dispose of samples once they have reached the defined retention period.
5 Follow Operating Unit recommendation for an increase in sampling plan or retention
periods.
Ingredient and Package Retention samples
6 Retain samples of bottler procured ingredients (excluding gases).
6.1 Do not collect retention samples for Company-sourced ingredients (e.g., concentrates,
beverage bases etc.) and gases (e.g., carbon dioxide). Retention samples are not
required for ingredients pre-released by Ingredient Quality Department (IQD).
6.2 Retain for each lot of ingredients received, enough samples to perform three full
release analyses.
6.2.1 Determine retention period for ingredients that ensures traceability can be
performed throughout the shelf life of the final product.
Note: Samples of the above ingredients may be retained by suppliers as an alternative
to the bottler facility. In this instance, manufacturing plants must ensure that suppliers
are retaining samples of each lot. In addition, the conducting of traceability exercises
must include the verification of the ability to perform traceability against these materials
as needed.
7 Primary packaging retention samples are not required based on the samples taken of
finished products.
Note: Suppliers should retain samples of supplied primary packages to facilitate any
investigation required, as referenced in Supplier Requirements – Packaging (SU-RQ-
020).
Activated Carbon
8 Sample at least 500 grams of activated carbon used for water treatment and sugar
treatment during replacement and keep it until the next replacement.
Intermediate Product Retention samples (e.g., quasi-syrup, simple and final
syrups)
9 Follow Operating Unit (OU) requirements for intermediate product retention samples. Where
required, include the following:
9.1 Retain sufficient sample to be able to perform testing in triplicate (e.g., 250 mL) based
on the sampling plan.
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Retention Samples
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9.2 Retention samples must be kept for the shelf-life of the intermediate product, in
accordance with the MMI/specification storage condition.
9.3 Collect retention samples using a container with single-use and odor-free closure.
Containers made of glass or materials that do not absorb aromas, flavors or colors can
be used as an alternative if the plant demonstrates an efficient cleaning procedure
after use to prevent possible cross-contamination.
Finished Product Retention samples
10 Collect at least three finished product samples with the original package of each production
run and/or finished syrup batch used during production. This ensures that there are samples
available to perform triplicate full release analyses.
10.1 The samples must be representative, being taken 1 at beginning, 1 in the middle, and
1 at end of the production run and/or finished syrup batch used during production.
10.2 As an alternative, for packages larger than 2 liters, a product sample can be taken in
sufficient quantity for analysis in triplicate.
10.2.1 Ensure sampling from larger containers is performed under controlled
conditions in order to maintain the final product integrity.
11 Store finished product retention samples in conditions equivalent to the storage conditions
identified on the label, MMI and/or specification, whichever is stricter (i.e., ambient/
refrigerated/ hot)
12 Keep finished product retention samples for, at least, shelf-life or best before (depending on
the market) plus 1 month.
Note: If shelf-life is 12 months, then retain samples for a minimum of 13 months.
Post-mix products
13 For post-mix retention samples, (i.e., Bag-in-Box and 5-gallon steel containers) retain one of
the following:
• One sample of post-mix product from the start of the production OR
• A sufficient sample of product syrup to perform triplicate analysis (e.g., 250mL) AND a
copy of either the actual label with coding (attached to production records) or a sample
of the coded carton.
• Keep retention samples for at least shelf-life/best before plus 1 month.
13.1 Follow specific customer requirements (e.g., McDonald’s), if stricter.
References
Supplier Requirements – Packaging SU-RQ-020
QFS-RQ-050 Page 3 of 4 Revision: 17-Feb-2023
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Retention Samples
Requirements Revision: 17-Feb-2023
Revision History
Revision Date Summary of Change
17-Feb-2023 Requirement aligned with QFS-RQ-100 expectations on direct bottler
purchased ingredients and packaging (excluding gases). Updated post-mix
retention sample clarifying the need for a copy of either the actual label with
coding (attached to production records) or a sample of the coded carton.
5-Oct-2022 Clarified the ambient temperature as 11°C-30°C (51.8°F-86°F) or as the
local authority’s standard, whichever is stricter.
12-Aug-2022 Supplier Requirements - Packaging (SU-RQ-020) referenced as clarification
for retention of supplied primary packages.
1-May-2022 Clarified the possibility of using containers that do not absorb aromas,
flavors, or colors (e.g., glass) to retain syrup samples.
1-Mar-2022 Published as a result of the KORE 3.0 QSE Governance project.
Requirements revised and formatted to minimize duplication, redundancy,
and inconsistencies, ensuring clarity of expectations while maintaining fit-
for-purpose governance.
QFS-RQ-050 Page 4 of 4 Revision: 17-Feb-2023
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