Episode 19 - Documentation: Your Food Safety Shield
Episode 19 - Documentation: Your Food Safety Shield
Hey Store Manager! Mike back with you on "Smoke Break." Today we're talking documentation - your protection against both food safety issues and regulatory headaches. Remember this: if it's not written down, it didn't happen.
You know that saying, "Hope for the best, plan for the worst"? Good documentation helps with both. It shows you're doing things right when things go well, and it protects you when problems pop up.
Start with temperature logs. Every cooler, every freezer, every hot holding unit needs its own log. Record temperatures at least twice daily. Include the time, temperature, and who checked it. If something's wrong, note what you did to fix it.
Employee training records are crucial. Document every food safety training session. Include who attended, what you covered, and when it happened. New employee? Note their food safety training before they handle any food. Refresher training? Document that too.
Cleaning logs matter more than you might think. Create separate logs for daily, weekly, and monthly cleaning tasks. Have employees initial when tasks are done. Include what cleaners they used and any issues they found.
Here's something people often miss - corrective action logs. When something goes wrong - maybe a cooler running warm or food delivered at the wrong temperature - write down what happened and what you did about it. These records show you're actively managing food safety.
Maintenance records need attention too. Keep records of all equipment maintenance and repairs. Include regular maintenance like cleaning refrigerator coils and calibrating thermometers. Note who did the work and when.
Question: Why is it important to record corrective actions taken when problems are found, rather than just noting that a problem occurred?
Think about it. The answer? Documentation of corrective actions shows you're actively managing food safety, not just observing problems. It demonstrates your commitment to fixing issues and preventing them from happening again.
Your action item for this week: Audit all your current food safety documentation. Create any missing logs. Make sure existing logs are being filled out correctly and completely. Set up a filing system that makes it easy to find records when you need them.
Don't forget to hit subscribe for more "Smoke Break" episodes. Share these tips with other managers - good documentation protects us all.
For more great content about running a safe and compliant store, visit cstorethrive.com.
That's all for today, Store Manager. Next time, we'll tackle food safety emergency response and crisis management. Until then, keep those records current and your documentation complete!
