Durham Foods

Issued February 17, 2016

Prepared by Amanda Grennan

Document # F 3.9, 3.11

Approved by FW

Traceability and Recall Procedures

Traceability Procedure

Objective/Scope
To verify the history, location, or application of an item by means of documented
recorded identification. To allow for the company to trace all raw material product lots
from their supplier through all stages of processing and dispatch to their customer and
vice versa.

Responsibility
The order desk person is responsible for the order form by taking orders from the
customers and creating an invoice and ordering the raw materials. The receiver is
responsible for inspection and completing the Receiving Inspection Report. The
supervisor or production employee is responsible for completing the Raw Material
Control Sheet by recording identification numbers, date of refill, # of cases or bags and
initial it. The supervisor or production employee will also complete the Production
Report. The Packing Supervisor/employee will be responsible for recoding product
name and time. The order picker is responsible for writing the C/S codes. The plant
manager will verify semi-annually that all of these forms are completed and submitted
correctly within four hours.

Procedure
1. The order desk person will take the order from the customer and create an
invoice. The order desk person will give picking slip to order picker. The order
desk person will order the raw materials and packing material. The order desk
person will record the information into the Receiving Inspection Report, which will
then be given to the receiver for incoming products.
2. The receiver will obtain the Receiving Inspection Report and will perform an
inspection once the raw materials are received. The receiver will inspect the
packaging, the labelling, batch #, lot #, manufacturing date, best before date, and
will also record the number of cases and initial it.
3. The supervisor or production employee will obtain the Raw Material Sheet and
record every raw material and identification numbers such as lot #, batch #, best

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Durham Foods
Document # F 3.9, 3.11
Issued February 17, 2016
Approved by FW
Prepared by Amanda Grennan
before date, manufacturing date, and packaging date. They will also document
the date of refill and the number of cases or bags and initial it.
4. The supervisor or production employee will obtain a Production Report and will
record the date, product name, time of production, # of equipment used, all raw
material lot numbers from the Raw Material Sheet.
5. The Packing Supervisor/employee will obtain a Daily Packing Sheet and will write
C/S code and # of each C/S each time they pick up product. The product coding
system for this company requires a Batch: 100723-23code on each finished
product.
6. The Shipping Report will be completed by the shipper for every shipment. The
carrier will be inspected for cleanliness, temperature and all invoice #s.
7. This traceability system should be achieved within four hours. The traceability
information will be submitted to the plant manager by providing them with all of
documentation outlined above. The plant manager will verify the traceability
system semi-annually.

Deviations/Rejections
If the traceability system does not meet the requirements of four hours then retraining
must take place. If the reports are not filled out correctly then the workers must be
retrained. Following retraining, if the workers still do not meet the traceability
requirements then they must be suspended or fired.

Recall Procedure

Objective/Scope
To effectively handle customer complaints use the information to reduce recurring
complaint levels. To ensure that the company has a plan and system to effectively
manage incidents and enable the effective recall of products. To follow a procedure
designed to report and manage incidents and emergency situations that impact safety
or quality.

Responsibility
The recall team must require a President, Plant Manager/QA Technician, a Plant
Supervisor, a Marketing Coordinator, and a Business Consultant with all of their contact
information easily accessible. The Recall President is responsible for documenting the
complaint. The Recall President and their team is responsible for determining the
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Durham Foods
Document # F 3.9, 3.11
Issued February 17, 2016
Approved by FW
Prepared by Amanda Grennan
classification of the recall, whether it is Class l, Class ll, or Class lll. The recall team
gathers all information regarding the nature of the recall. The recall team produces a
news release and/or letters to customers. The contact list is retrieved and they are each
contacted regarding the recall. The recall team is responsible for the investigation and
root cause of the issue and take actions to prevent future incidents.

Procedure
1. The complaint is received by the recall team President and the recall is
documented. The president contacts the recall team and together they classify
the recall to be Class l, Class ll, or Class lll.
2. The Plant Supervisor will document the information including the nature of the
problem, products involved, code dates, extent of recall, distribution of product,
isolate, lab test, and production records.
3. The Marketing Coordinator composes a news release and/or letters to
customers.
4. The Marketing Coordinator and Business Consultant retrieves the contact list and
ensures the customers are aware of what products and product codes are
involved. Arrangements are made for collection and transport of suspected
product. They document any returned product. They arrange for reimbursement
of customer(s).
5. The plant manager/QA technician conducts lab analysis on suspected product.
They safely dispose of suspected product.
6. The recall team comes together and creates an action plan to prevent this issue
from reoccurring.
7. The QA technician conducts tests on this product semi-annually to ensure their
effective operation. Results of these test must be documented and submitted to
the President.

Deviations/Rejection
If the procedure is not followed when a complaint is received and preventative actions
are not put in place then the company can get sued.

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