Managing Food Safety Incidents & Product Recalls
Aligned with BRCGS Food Safety Issue 9 – Clause 1.1 Senior Management Commitment
Requirement Overview: BRCGS Clause 1.1.4
“The site’s senior management shall ensure the company is informed of and complies with all relevant food safety legislation, and that systems are in place to manage incidents and enable the withdrawal and/or recall of products where necessary.”
Food safety incidents and product recalls must be handled swiftly, transparently, and with full leadership oversight. BRCGS mandates that senior management is directly responsible for ensuring effective systems are in place to manage such events and protect consumers.
Aligned with BRCGS for Storage & Distribution Issue 4 – Clause 4.3.1 & 4.3.3
Requirement Overview
BRCGS for Storage & Distribution requires that products moved via cross-docking are traceable and controlled at all times, even when they are not held in storage for extended periods.
Clause 4.3.1: “The company shall ensure that traceability is maintained at all stages, including during cross-docking operations.”
Clause 4.3.3: “Procedures shall be in place to ensure that all products handled, including those not stored on-site, remain under control and are not subject to contamination or substitution.”
Cross-docking operations must not compromise product traceability, safety, or integrity. Even with minimal handling and temporary presence, each product must be accurately identified, documented, and protected.
Key Compliance Objectives
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✓ Establish and support a documented food incident and recall program
✓ Ensure traceability and communication systems function effectively
✓ Lead incident response and decision-making processes
✓ Review, test, and continuously improve recall systems
Step-by-Step Compliance Implementation
1. Develop and Approve an Incident & Recall Management Program
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Program Requirements:
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• Written procedure outlining notification, investigation, and response steps
• Defined recall team with assigned roles and contact details
• Integration with regulatory, customer, and internal reporting obligations
Evidence to Maintain:
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• Documented Food Safety Incident & Recall SOP
• Signed recall program and organizational chart
• Emergency contact list and escalation plan
- • Written procedure outlining notification, investigation, and response steps • Defined recall team with assigned roles and contact details • Integration with regulatory, customer, and internal reporting obligations
- • Documented Food Safety Incident & Recall SOP • Signed recall program and organizational chart • Emergency contact list and escalation plan
2. Train the Team and Define Leadership Roles
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Senior Management Must:
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• Assign clear authority to manage and initiate recalls
• Ensure all responsible parties are trained and competent
• Be involved in decision-making and public-facing responses
Evidence to Maintain:
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• Recall training logs
• Competency assessments for recall team members
• Records of senior management participation
- • Assign clear authority to manage and initiate recalls • Ensure all responsible parties are trained and competent • Be involved in decision-making and public-facing responses
- • Recall training logs • Competency assessments for recall team members • Records of senior management participation
3. Test the Recall System Annually
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Mock Recall Expectations:
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• Conduct at least one documented mock recall per year
• Validate product traceability and communication timelines
• Evaluate response coordination and leadership involvement
Evidence to Maintain:
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• Mock recall reports and evaluation forms
• Corrective/preventive action plans
• Updated recall procedures based on test results
- • Conduct at least one documented mock recall per year • Validate product traceability and communication timelines • Evaluate response coordination and leadership involvement
- • Mock recall reports and evaluation forms • Corrective/preventive action plans • Updated recall procedures based on test results
4. Manage Real Incidents and Recalls Effectively
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Incident Management Steps:
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• Activate recall team immediately
• Notify regulatory authorities and impacted customers
• Retrieve product and communicate transparently
• Investigate root cause and prevent recurrence
Evidence to Maintain:
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• Training attendance logs and materials
• Communication protocols or scripts
• Staff evaluations or feedback forms
- • Activate recall team immediately • Notify regulatory authorities and impacted customers • Retrieve product and communicate transparently • Investigate root cause and prevent recurrence
- • Training attendance logs and materials • Communication protocols or scripts • Staff evaluations or feedback forms
5. Review and Update Systems Post-Incident
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Continuous Improvement Tasks:
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• Conduct formal post-incident review
• Assign actions and revise SOPs accordingly
• Share learnings across teams
Evidence to Maintain:
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• Post-incident review reports
• Updated procedures and training records
• Leadership meeting notes or review sign-offs
- • Conduct formal post-incident review • Assign actions and revise SOPs accordingly • Share learnings across teams
- • Post-incident review reports • Updated procedures and training records • Leadership meeting notes or review sign-offs
Common Audit Findings & Recommended Fixes
| Audit Finding | Recommended Action |
|---|---|
| No documented recall procedure | Develop and approve a comprehensive recall program |
| Inadequate recall training | Schedule regular training and mock recall drills |
| Senior management not involved in testing | Require leadership to join annual mock recall and reviews |
| Incident records incomplete | Use standardized logs and include all corrective actions |