RECORDING AND REPORTING
OF QUALITY
SUBMITTED TO-
Dr. Rajan Sharma
INTRODUCTION
The food industry is demanding that food businesses
maintain and retain records and reports which food
processors can access or rely on to, to reduce the risk
of a food borne problem.
Food businesses maintain records of who they
received the food from (previous source) and who
received the food from the business (immediate
subsequent recipient).
Another legal requirement is that food firms maintain
documents relating to the manufacture, processing,
packing, distribution, receipt, holding, or importation
of food.
WHAT IS RECORDING?
Recording of quality demonstrates the effectiveness of QMS
which provides evidence that the product meets regulatory
requirements and product requirements.
Recording consists of records which are devices used to
collect and classify information.
PRINCIPLES OF RECORDING
Records should be written clearly, appropriately, legibly.
Records should contain facts based on observation and action.
Select relevant facts and the recording should be neat, complete
and uniform.
Records are valuable legal documents and so it should be handled
carefully and accounted for.
Record systems are essential for efficiency and uniformity of
services.
Records should provide for periodic summary to determine
process and to make future plans.
Records should be written immediately after the process.
Records are confidential documents.
PURPOSE OF RECORDS
Records are tools of communication.
A record indicates plan for future.
It provides baseline data to estimate the
long term changes related to services.
Good record keeping helps you to make
sound decisions.
It provides documentation that food
business has followed right practice.
IMPORTANCE OF RECORDS
1. Tracking of samples
2. Evaluation of problems
3. Management
4. Indicate the staff performance
5. Traceability of product
6. Indicates process
7. Provides basis for both short
term and long term planning
8. Prevents duplication of services
WHAT SHOULD RECORDS COVER?
Calibration of inspection , measuring and test equipment.
Customer orders
Internal quality audits
Hygiene and house keeping audits
Final inspection and results
Processes and equipment approval
Purchase orders
Supplier assessment and audit.
Different records are kept for
Different duration by
administration
For example:-Records relating
document control, management
review , internal audit should be
kept for minimum 3 years duration.
Other records shall be retained for
period specific to product,
customer, company or legal
requirements.
BENEFITS OF RECORDING
It fosters
quality Improved
Customer Increases
consciousn production
satisfaction morale methods
ess in
employees
METHODS OF RECORDING
KEEPING
Accurate record keeping
is a key to many aspects
of any industries success.
So there are two ways in
which industrial records PERFORATED
are maintained. RECORDS LEDGER
SHEET
1. Manual Record
Keeping
2. Computerized/
Automated Record COMPUTER
keeping
It is the traditional pen and paper
MANUAL RECORD • Perforated record books & Ledger
KEEPING sheets are generally used for it.
Records in this method follow the same
principle as a manual system except their
COMPUTERIZED
RECORD KEEPING is a use of IT in this .
• Excel sheets , different software are
used to maintain it.
WHICH METHOD IS BETTER?
Nowadays computerized records are preferred over
manual records because it has significant long-term
benefits like-
•Connected Records Lead to Connected Employees
•Automated Updates Save Time and Money
•Actual audit time is likely to decrease
But be aware that Electronic or computerized records
only-
If they are equivalent to paper records
Electronic signatures are equivalent to traditional
handwritten signatures.
VARIOUS TYPES OF
RECORDS:-
1. Receiving Records
2. Time Temperature Records
3. Critical Control Points(HACCP)
4. Training Records
5. Hygiene Records
HACCP RECORDS
• There are many types of records but the most important
record amongst all are HACCP records.
• HACCP – Hazard Analysis Critical Control Points
• HACCP records are the accurate records that can help
the food companies keep track of the historical record of
their food production processes and corrective action
implemented.
TYPES OF HACCP RECORDS
HACCP PLAN AND
CCP MONITORING
SUPPORTING
RECORDS
DOCUMENTATION
CORRECTIVE VERIFICATION
ACTION RECORDS RECORDS
HACCP PLAN AND • It includes hazard analysis sheets, correspondence
SUPPORTING with experts or consultants and details of HACCP
DOCUMENTATION plan.
CCP MONITORING • These are mainly kept to show when critical limits
RECORDS have been exceeded.
• This is a record of any actions taken to bring the
CORRECTIVE ACTION process back under control if critical limits are
RECORDS breached.
• These include details of any modifications to your
VERIFICATION HACCP plan, test results (i.e. biological or chemical
RECORDS tests), inspection results etc.
DOCUMENTATION
Quality documentation means the quality manuals, quality
plans, quality procedures and inspections which describe and
define a quality management system.
Documentation allows industries to understand the
characteristics of a product and its quality.
DOCUMENTATION STRUCTURE
This structure is applicable to all organizations
regardless of its size or complexity.
The structure can be represented in the form a pyramid-
Records which work as evidence are –
1. Receival Records
2. Raw material issue used
3. Product formulation records
4. In process record
5. Waste records
6. Returned finish material and raw products
WHAT MAKES A GOOD DOCUMENT?
It should be written clearly and concisely
—it is better to avoid wordy, unnecessary
explanations in the documents.
Written in a user-friendly style—it might
be helpful to use a standard outline so the
general structure will be familiar to staff
and easily used by new personnel.
Written so as to be explicit and accurate,
reflecting all implemented measures,
responsibilities and programmed.
Maintained to ensure that it is always up
to date.
IMPORTANCE OF DOCUMENTS
Documents are the communicators of the quality
system.
All policies, processes and procedures must be written,
so that everyone will know the proper procedures and
can carry them out.
Verbal instructions alone may not be heard, may be
misunderstood, are quickly forgotten and are difficult
to follow.
Everyone, both inside and outside the laboratory, must
know exactly what is being done and what should be
done at each step. Therefore, all of the guidelines must
be written so that they are available and accessible to
all who need them.
Documents are a reflection of the laboratory’s
organization and its quality management. A well-
managed laboratory will always have a strong set of
well maintained records.
WHAT IS QUALITY REPORT?
A quality report is a report that
documents a specific quality
process or outcome (or both), such
as and inspection test plan, quality
communications plan or non-
conformance report.
Maintaining quality control and
building quality.
Integration of quality reporting into
the accounting function.
Quality reports are important to the
functioning and overall success of
your projects.
WHAT IS THE NEED OF QUALITY
REPORT IN FOOD INDUSTRY?
To Reduce Production Cost
Better Goodwill
Facilitates Pricing
To Increase Sales
Improved Techniques of
production
To High Employee Morale
PURPOSE OF REPORT
WRITING
[Link] show the kind and quality of service rendered over
to a specific period.
To show the progress in reaching goals.
An aid in studying health conditions.
An aid in planning.
To interpret the services to the public and to other
interested agencies.
PROPERTIES OF REPORT WRITING
Can be made promptly.
Should be Clear, complete and concise.
All the identifying data should be included.
Easily understandable.
Important points should be emphasized.
Should mention all people concerned, situation and
signature of person who makes report.
IMPORTANCE OF REPORTING
QUALITY
Promotes preventive rather than reactive approach.
Optimizes the efficiency of food control and use of
inspection resources
Provide assurance that proper food safety practices are
being abided to.
Ensures production of good quality products.
Enable better control over supplier, raw materials,
processes and finished product's quality and safety.
TYPES OF QUALITY REPORT
DEFECT REPORT An automated form ID or number for record keeping
purposes and audit control
The defect report is a
staple quality report. • The date the defect was identified
Defects occur A lot reference (which is typically how jobs are organized
for the purposes of breaking down an asset into digestible
regularly on projects, lots)
with heavy machinery,
• Select the party or parties involved
lots of transportation
and moving parts Give a defect description and attach the proof of defect
resulting in a lot of
surface imperfections • Sketch(if applicable)
and 'defects'.
Format of defect Proposed action/rectification
report is shown
• Sign off when the rectification or corrective action is
beside. scheduled and finally, a reference photo once the defect
is resolved
NON-
CONFORMANCE
REPORT Project information (for record
A non-conformance keeping)
report is another
mainstay in the • supplier information (who and what did
the non conformance arise from)
quality reporting
space, and is supplier information (who and
deployed across what did the non conformance
project when there is arise from)
a non-conformance.
Here is the correct
• Recommendation for the non
conformance
format for non-
conformance report Delay information and causes
beside, which looks associated with the non
very similar in format conformance.
to the defect report
QUALITY AUDIT REPORT
Quality audit is an effective
management tool conducted to check
the causes of poor quality, corrective
action taken, and the confirmation or
verification activities undertaken
related to quality.
It is an essential element of the ISO
9001 quality system standard.
An auditor is a person who understands
the business and industry standards and
conducts an audit as per the standards.
Quality auditors can be one of two
categories, external or internal. An
internal auditor is an employee of the
company being audited whereas an
external auditor is a third party or hired
professional auditors from outside the
organization.
THANK YOU