Element 7: Record Keeping

As with the HACCP Plan, there are two types of records kept as components of the QMP Plan - "documents" and "records". Documents are kept as a record of the development of a QMP Plan. Records are taken as a result of the implementation of the QMP Plan.

It is important to balance the volume of record keeping with the true needs of the organization, and the resources available to deliver the system. Records are developed, used and maintained to provide sufficient evidence that the system was developed properly. Records also prove that the plan is being implemented as written, and that it can demonstrate trends to identify a problem. Record keeping for all verification activities and results is mandatory. As well, records of amendments or changes to the QMP Plan must be maintained.

Record keeping for Prerequisite and RAP Plans may be performed "by exception", meaning records are only required when a deficiency is identified during monitoring procedures. For the HACCP Plan, however, record keeping is mandatory for all testing, measurements, and monitoring at CCPs, and for corrective actions when the critical limits are exceeded.

It is recommended the processor ensures that personnel understand why they are taking records, when, and how to complete them accurately. The processor should also review records periodically to confirm accuracy and relevance. These steps will increase the effectiveness of the establishment's record keeping.

Records must remain current, legible, readily identifiable, and retrievable. The location of all QMP Plan files and records must be identified. Records must be retained for at least 36 months, and should be retained for a longer period of time if relevant to the product shelf life, such as for canned fish.

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