Last Update: 5 Jan 2022.
12.7 Cold store traceability system
Ham & Cooked Pork / Cold store and vehicle operating procedures
Charter participants shall ensure that the cold store traceability system is independently monitored on a regular basis. The following points clarify the requirements:
12.7.1 These audits shall be undertaken by the charter participant and may be an extension to the scope of the monthly traceability and mass balance checks undertaken at the participant’s site.
12.7.2 These audits shall be carried out by someone competent and independent of the cold store operation.
12.7.3 Traceability and mass balance audits of the raw material back to intake shall be undertaken in alternate months to check that the materials in the cold store comply with the requirements of the pork charter.
12.7.4 Documentary evidence containing a summary of each traceability and mass balance check undertaken shall be made available to the service provider to demonstrate that the requirements of the pork charter are being met.
At the time of the announced surveillance audit, the service provider shall undertake a mass balance exercise and challenge simultaneously the robustness and effectiveness of the traceability systems and procedures at the cold store. The service provider shall record the details from a specific batch of assured material received from the cold store at the processing site, establish the size of the batch and systematically challenge the mass balance, verifying the ‘road map’ e.g. volumes despatched/received and destination.
Consideration shall be given to any remaining batches/volumes still held in stock at the cold store and whether the volumes reconcile with the original quantities despatched/received at the processing site. It is expected that the charter participant shall have developed appropriate procedures to assist the independent auditor in undertaking the traceability exercise at the cold store.
The verification of the traceability exercise shall include all the process steps at the cold store including associated delivery and despatch documentation. The procedure shall detail the administration that shall be used to carry out the traceability exercise and the documentation to be collated. The procedure shall detail the system for the management of non-conformances that may arise.
Copies of the traceability and mass balance exercises. Non-conformance reports to include root cause analysis, corrective action and monitoring.