Supplier Approval & Monitoring
Aligned with BRCGS Food Safety Issue 9 – Section 3.5.1: Traded Products
Requirement Overview
BRCGS Food Safety Issue 9 requires that all suppliers of traded products—those manufactured, packed, or labeled by third parties but sold under the site’s brand or through its distribution—are approved, monitored, and risk-assessed as part of the site’s food safety and quality management system.
Clause 3.5.1.1: “The company shall ensure that suppliers of traded food products are approved and monitored to ensure that products are manufactured, packed and distributed in accordance with the requirements of the BRCGS Standard.”
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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✓ Approve all traded product suppliers through a defined procedure
✓ Assess supplier food safety certification and risk level
✓ Monitor performance through audits, complaints, and verification
✓ Maintain documentation for all approval and monitoring activities
Step-by-Step Compliance Implementation
1. Establish a Supplier Approval Procedure
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Key Steps Include:
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• Define approval criteria (e.g., GFSI certification, questionnaires, audits)
• Assess supplier food safety systems, traceability, and legality
• Determine risk level based on product type, supplier history, and region
Evidence to Maintain:
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• Supplier approval SOP
• Completed risk assessments
• Supplier questionnaires and certifications
- • Define approval criteria (e.g., GFSI certification, questionnaires, audits) • Assess supplier food safety systems, traceability, and legality • Determine risk level based on product type, supplier history, and region
- • Supplier approval SOP • Completed risk assessments • Supplier questionnaires and certifications
2. Approve Suppliers of Traded Products
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Approval Methods May Include:
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• Valid GFSI-recognized certification (e.g., BRCGS, SQF, FSSC 22000)
• Completed supplier self-assessment forms
• On-site audits for high-risk or uncertified suppliers
Evidence to Maintain:
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• Supplier approval decision records
• Copies of valid certificates and completed assessments
• Audit reports and follow-up actions
- • Valid GFSI-recognized certification (e.g., BRCGS, SQF, FSSC 22000) • Completed supplier self-assessment forms • On-site audits for high-risk or uncertified suppliers
- • Supplier approval decision records • Copies of valid certificates and completed assessments • Audit reports and follow-up actions
3. Monitor and Review Supplier Performance
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Ongoing Monitoring May Include:
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• Complaints, non-conformances, or product recalls
• Supplier performance KPIs (e.g., delivery accuracy, quality issues)
• Re-assessments at scheduled intervals or after incidents
Evidence to Maintain:
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• Supplier performance logs
• Records of complaint investigations or product rejections
• Monitoring schedule and reapproval records
- • Complaints, non-conformances, or product recalls • Supplier performance KPIs (e.g., delivery accuracy, quality issues) • Re-assessments at scheduled intervals or after incidents
- • Supplier performance logs • Records of complaint investigations or product rejections • Monitoring schedule and reapproval records
4. Maintain Control Over Specifications
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Product Specifications Should Be:
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• Agreed upon and approved by both parties
• Available to all relevant staff
• Reviewed periodically and updated as needed
Evidence to Maintain:
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• Signed product specifications
• Communication logs with suppliers
• Records of specification reviews and updates
- • Agreed upon and approved by both parties • Available to all relevant staff • Reviewed periodically and updated as needed
- • Signed product specifications • Communication logs with suppliers • Records of specification reviews and updates
Common Audit Findings & Recommended Fixes
| Audit Finding | Recommended Action |
|---|---|
| No documented approval for traded suppliers | Implement and apply supplier approval procedures |
| Outdated or expired supplier certifications | Set reminders and track certification expiry dates |
| Lack of risk assessment for new suppliers | Complete a formal risk evaluation and document justification |
| Supplier complaints not followed up | Maintain logs and assign corrective actions for each incident |