Manual Review Checklist

This is the checklist to be used by the CFIA when reviewing the applicant's manual.

It covers all the elements that should be found in a manual:

• Administration:
  • The manual includes the date and version number
  • The manual includes a table of content (manual must have page numbers)
  • Title page includes name and address of the company
  • Distribution list
  • The manual includes the facility identification (address, phone, fax, contact person, etc.)
  • The manual describes the functions (titles of staff positions) and responsibilities of involved staff members
• Sampling:
  • The manual provides a list of sampling equipment used and methodology
  • The manual describes sanitation procedures for sampling equipment
  • The manual describes the sampling intensity and procedures
  • If an automatic sampling system is being used, a completed Automatic Sampler Checklist (Appendix 9), is included as an attachment to the Manual
  • The manual describes the sample reduction procedures
  • The manual describes sample identification, packaging and labelling procedures
  • The manual describes how sample integrity will be maintained
  • The manual describes sample submission procedures
  • The manual describe sampling records
  • An example of a sample log is in the appendix
  • An example of the sample submission form is in the appendix
  • An example of a transfer/stuffing report is in the appendix
• Storage of product prior to export:
  • The manual describes how shipment integrity will be maintained prior to loading
  • The manual describes how the company maintains association between the submitted sample and exported lot
• Training:
  • The company outlines a staff training plan (specific training elements)
  • The manual describes the frequency of training
  • The manual describes how the company will maintain records of who was trained, when
  • An example of the training records is in the appendix
  • An example of the training plan is in the appendix
• Non-Conformance:
  • Manual includes the action plan, correctives actions, processes and activities performed to address the causes of non-conformance
  • An example of non-conformance corrective action record is in the appendix
• Internal audit:
  • The manual describes the process and frequency of internal audit
  • An example of an audit checklist is in an appendix (if not: N/A)
• Amendment to the manual:
  • Manual outlines procedure for the amendments of the manual and identifies those receiving copies of amendments
  • The manual contains the record of amendments
  • The manual includes a distribution list
• Record keeping:
  • The quality manual states the retention period for all records used by the facility to track activities or procedures related to the CGSP