Records and documentation

4 min read

10.1 Minimum list of documents and records

The organisation must maintain at least the following documents and records in order to demonstrate effective implementation of this methodology:

#	Document / Record	Type	Reference
1	Food fraud prevention policy	Document	Step 1
2	Minutes appointing the VACCP team	Record	Step 1
3	Record of the team's competences and training	Record	Step 1
4	Scope statement for the assessment	Document	Step 2
5	Master list of materials/ingredients within the scope	Document	Step 2
6	Product/ingredient/material sheets	Record	Step 3
7	Supply chain maps	Record	Step 3
8	Food fraud intelligence report	Record	Step 4
9	Vulnerability identification matrix	Record	Step 5
10	Vulnerability assessment matrix (O, M, C, V)	Record	Steps 6-9
11	Record of the decision tree for VCCPs	Record	Step 10
12	Food fraud mitigation plan	Document	Step 11
13	Monitoring records for the mitigation measures	Record	Step 12
14	VACCP verification and internal audit reports	Record	Step 12
15	Minutes of the periodic reviews	Record	Step 12
16	Food fraud incident records	Record	Section 9
17	Input data for the management review	Record	Step 12

The same list, tickable. It works as a self-assessment ahead of an audit: whatever is left unticked is exactly what the auditor will ask for.

Checklist0 of 17

Records must be kept legible, identifiable and retrievable.
The recommended minimum retention period is 3 years, or as required by the applicable regulation, whichever is longer.
The use of electronic document management systems is recommended in order to facilitate the control, access and traceability of records.

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