With cyclospora-related illness currently all over the news, food safety is a hot topic.
Most food distributors and manufacturers treat food safety and compliance as separate departments, but a gap in one almost always shows up as a gap in the other.
The good news is that when you get ahead of food safety, you’re already ahead on compliance.
The rules are a moving target
Food safety isn’t governed by just one rulebook. Depending on what you distribute and where it goes in the U.S., you may be answering to the FDA, the USDA and state health departments, as well as standards set by organizations like the WHO or FAO. Add in private certifications like SQF or FSSC 22000, and it’s easy to lose track of which standard applies to which part of your operation.
It’s important to map out which regulatory bodies and certifications govern your business, and build a calendar around their filing and renewal deadlines. Most compliance failures occur when you lose track.
Labeling and traceability protections
An error on an allergen label can be deadly, which is why regulators have strict enforcement policies. Traceability carries the same weight for a different reason: knowing where a product came from and where it went can mean difference between recalling one pallet and recalling an entire warehouse.
Run a mock recall once a year to find out which one your team is actually capable of before it matters.
Safety practices are already doing compliance’s job
Good manufacturing practices and hazard control procedures exist to keep contaminated product off the shelf. And they also produce the exact documentation a regulator wants to see to ensure your operations are compliant.
The mistake many food businesses make is treating that documentation as an afterthought. Log the procedure the moment it happens, and the compliance file builds itself.
Training and technology find problems first
Compliance failures may arise when an employee isn’t properly trained on the process. On top of that, more distributors are turning to technology tools like automated temperature monitoring and digital tracking to catch problems before they become violations, rather than relying on manual checks alone.
Building recurring training and periodic internal audits into your calendar can help you catch any mistakes early on, saving you money and compliance headaches.
Questions we hear before the auditor does
How often should we be running internal audits?
Internal audits should occur at a minimum once a year, though businesses with multiple product lines or locations often benefit from doing it more frequently, especially after any change in suppliers or processes.
Is training worth the time it takes away from daily operations?
Most compliance issues we see trace back to a gap in training, not a gap in the rules themselves. A well-trained team catches problems long before a formal audit would.
Can better traceability save us money, not just protect us?
Faster, more targeted recalls mean less product pulled unnecessarily, less downtime and a lower chance of losing customer trust over an issue that could have been contained quickly.
How long do we actually need to keep compliance documentation on file?
Retention requirements vary by regulator and record type, but a good rule of thumb is to keep records at least two years past the shelf life of the product, or longer if any certification you hold requires it. When in doubt, keep it longer than you think you need to.
One unified approach
Treating food safety and compliance as separate systems can turn a small issue into an expensive one. Magone & Company’s food industry advisors can help you stay on top of both before either one costs you. Schedule your free consultation to learn more.
This document is for informational purposes only and should not be considered tax or financial advice. Be sure to consult with a knowledgeable financial or legal advisor for guidance specific to your unique circumstances.