Safety Management System

Section 2 – Food Hygiene & Safety

June 2016

Contents
1. Introduction..............................................................................................3
2. Management responsibility..........................................................................3
3. The HACCP System....................................................................................3
4. Management.............................................................................................6
5. Staff Management Procedures.....................................................................6
6. Staff Training............................................................................................7
7. Staff personal hygiene................................................................................7
8. Water and Ice............................................................................................8
9. Purchasing of Food.....................................................................................8
10. Food Delivery............................................................................................9
11. Food Temperatures....................................................................................9
12. Thermometers and antiseptic wipes............................................................10
13. Defrosting...............................................................................................10
14. Advance preparation of food......................................................................10
15. Cooking..................................................................................................10
16. Cooling...................................................................................................11
17. Reheating................................................................................................11
18. Pest Control.............................................................................................11
19. Audits.....................................................................................................11
WHO guideline values for verification of microbial quality (a)................................12
Internal water test results................................................................................13
Laboratory.....................................................................................................13
Delivery Temperature Monitoring......................................................................14
Temperature Log – refrigerators and freezers.....................................................15
Temperature Log – defrosting..........................................................................16
Temperature Monitoring Log – cooking..............................................................17
Temperature Monitoring Log – reheating............................................................18
Temperature Log – hot buffet...........................................................................19
Temperature Log – hot buffet (continued)..........................................................20
Temperature Log – chilled buffet......................................................................21
Temperature Log – chilled buffet (continued).....................................................22
Section Two – Food Hygiene & Safety

1. Introduction

The Food Hygiene and Safety section of this guide has been provided to help Belmond
identify the most important food hygiene and safety measures and procedures that
should be maintained in all food outlets and kitchens.

It is anticipated that the measures contained within this guide will be achievable and will
provide a basis on which to develop a more comprehensive programme.

Properties, whose food safety provisions meet those set out in this section may be
considered to have reasonable food safety systems. However, those who cannot
demonstrate this should seek advice from a food hygiene specialist and wherever
possible, upgrade their facilities and processes.

Any person using this guidance should seek advice from a competent food hygiene and
safety specialist on any area which is not fully understood.

2. Management responsibility

Whilst Belmond takes overall responsibility for the food hygiene and safety conditions of
their properties, the General Manager (GM) has the day-to-day management of food
hygiene procedures. They should ensure that staff who are employed to manage and
maintain the food hygiene and safety operation receive the appropriate training to
undertake their role and that there are documented procedures in place that should be
followed for the management of food hygiene and safety.

High standards of food hygiene practice are critical and every GM should recognise that
food production, storage and handling areas should be maintained to a high standard of
cleanliness, and the food handled correctly, to ensure it does not become contaminated
during its delivery, storage, preparation, cooking, reheating, service and distribution.

The emphasis should be that the hotel management are responsible for the control of
food hygiene and safety at all times.

3. The HACCP System

Hazard Analysis Critical Control Point (HACCP) is a food safety management system that
promotes good food safety by identifying the potential hazards and risks from food and
then applying and monitoring appropriate control measures at the points critical to
safety. If properly applied, it will help prevent food contamination, illness and complaints
from guests. Under EU legislation, HACCP is now accepted as an international standard
for food safety good practice and is a legal requirement in many countries.

A ‘Critical Control Point’ (CCP) is a step in the preparation, handling or storage of food
which has to be carried out correctly to ensure that a hazard is removed or reduced to a
safe level. By looking at the food produced and served, and by following the ‘flow’ from
purchase to service, this will identify those points during the cycle that are critical to safe
production.
At each CCP, control measures should be implemented to ensure food safety is
maintained. These could be temperature controls (including storage, cooking and service
etc.), time limit, separation or other controls to ensure food is safe.
Foods can become contaminated in many different ways, for example:
 Physical contamination
e.g. hair, glass, packaging
 Chemical contamination
e.g. cleaning chemicals, pesticides
 Microbial contamination
e.g. harmful bacteria, viruses, allergens

The foods served may be purchased as preserved, fresh, frozen or chilled items and the
way they are handled throughout receipt, production to service, is the starting point for
HACCP.

One simple method to identify the CCP is to draw a flow diagram of a particular food (or
menu item) and the whole process it follows from delivery through to service. This can be
used to determine the CCPs and the specific control measures that need to be put into
place at these points.

Training is also a fundamental part of the HACCP process. All staff involved in the food
handling process from purchase to service should receive appropriate training to allow
them to perform their duties safely.

There should be a verification process included within the HACCP. This can be achieved
by keeping accurate records of the food safety control measures taken (and the critical
limits required) and by checking that these are maintained.

More detailed information can be found in the International Codex Alimentarius:

www.codexalimentarius.org

3.1 Critical Control Measures at CCP’s

1. During cooking / re-heating the core temperature reaches 75C (167F) for at
least 15 seconds
2. For any lamb or beef served oink ensure the surface of the food is thoroughly
cooked to 75C (167F)
3. Cooked meat is cooled in controlled conditions. Remove to a blast chiller when the
temperature falls to 63C (145F)
4. Food is cooled in a blast chiller to below 8C (46F) before removing to a
refrigerator
5. Pre-cooked meats are stored at 8C (46F) or below, ideally at 5C (41F) or below
6. Reheated meats are served at 63C (145F) or above
3.2 Food HACCP Flow Chart

Example for basic roast meats (poultry, beef, pork, lamb)

Delivered
Chilled

Stored in
Chiller

Prepared

Cooked =
CCP

Cool = CCP

Stored

Preparation Served =
CCP

Reheat =
CCP
 4. Management

Whilst Belmond takes overall responsibility for the food hygiene and safety conditions of
their properties, the General Manager (GM) has the day-to-day management of food
hygiene procedures.

The staffing structure should be clear and staff must be aware of their responsibilities.

 The staff structure within the catering, food and beverage divisions should be
documented
 There should be an outline job description for all catering, food and beverage staff.
This should define good hygiene practice and include details of responsibilities for
implementing record keeping and checking records relating to food hygiene and
HACCP
 Documentation by the GM that food hygiene practices are in place and operational
 Written plans of action to be followed in the event of any illness occurring in which
there is a possibility of food involvement. The plan should include up to date contact
numbers for relevant persons and ideally should be approved by the local health
authorities or other officials responsible for such investigations.

5. Staff Management Procedures

Food handling staff are defined as those who are involved in the storage, preparation,
processing or serving of food. They must have adequate training and maintain the
highest standards of personal hygiene.

 Staff may bring bacteria and viruses that can cause food poisoning into the food area
therefore it is essential that managers are aware of such illnesses so that appropriate
action can be taken
 All food handling staff should be subject to a health screening process and records
kept and monitored. This should be undertaken in consultation with a medical adviser
 There should be a documented illness reporting procedure for all staff. This should be
clearly communicated to and adhered to by all personnel. Staff should be trained to
understand the consequences of not reporting their illness
 Staff suffering from vomiting and diarrhoea must not be permitted to work in any
food handling areas and must not return to work until they have received medical
clearance from a doctor
 Staff who have an infected wound, skin condition or jaundice must seek medical
advice prior to being permitted to enter any food handling areas
 A designated area away from the food preparation sites should be provided for staff
to change into working clothes from their outside clothes. This area should be kept
clean and tidy. Staff changing areas should be clean and sanitary with full facilities for
hand washing
 There should be designated staff toilets, which should be kept clean
 Hand wash basins should be provided and supplied with hot and cold water, soap and
disposable paper towels or hot air hand drying facilities
 Toilet areas must not open directly into food handling areas
 There should be a suitable and sufficient supply of first aid equipment including blue
or brightly coloured waterproof plasters available for use by food handlers in an
accessible location
 Staff who do not work in the kitchen and other food areas should not be permitted to
use these areas as a gathering place, or as a through route to other parts of the
property.

6. Staff Training

All food handling staff should be trained to perform their job role. Training should be a
combination of theory and practical exercises relating to their role. It is important to
show staff what to do and explain to them how to do it. Their knowledge and
understanding should be tested by asking questions and monitoring them in the
workplace.

 Staff will only be able to maintain high standards if they have been trained to a
recognised level and at least annual refresher courses are attended
 All staff should receive the appropriate supervision and hygiene training to ensure
they are able to comply with the hygiene requirements associated with their job. The
initial training should be given on induction and subsequent training should be
provided at regular intervals and continue throughout their employment
 The training programme should be documented
 Written training records should be maintained and be available upon request.

7. Staff personal hygiene

The provision of good staff facilities will indicate to staff the standards expected by the
management and will encourage staff to maintain those standards. It should be
remembered that it is the staff that look after the guests and as such, they should
maintain an exceptional standard of personal hygiene.

 Effective hand washing is extremely important to help prevent harmful bacteria from
spreading from people’s hands to food, work surfaces, equipment etc.
 All staff that work with food should wash their hands correctly, using hot water and
soap
 Sufficient wash hand basins should be accessible in food areas that are separate from
food preparation sinks. They should be labelled “For Hand Wash Only”
 Hand wash basins should be supplied with hot and cold water, soap and disposable
paper towels or hot air hand drying facilities at all times
 All food handling staff should be provided with and should wear, clean washable
protective over-clothing as a uniform in the food premises. All personal belongings
and outdoor clothing should be stored separately away from food areas
 Long hair should be tied back and suitable head covering should be worn
 Nails should be kept short, clean and free from polish
 False nails must not be worn
 Wrist watches and, with the exception of a wedding band, jewellery (including
exposed body piercing) must not be worn in any food preparation area
 All cuts, wounds and septic conditions should be covered with blue (or suitably
coloured) waterproof plaster. Where the condition presents a risk of contamination, a
waterproof glove or finger cover should be worn
 Visitors to food premises should be kept to a minimum. Any permitted visitors should
observe all hygienic procedures.
 8. Water and Ice

The inherent safety of water used in food production is critical. Water used for food
preparation, cleaning and for the production of ice and for drinking, should be safe.

 All water used in ice and food areas must meet the guideline values set by the world
Health Organisation (WHO) Guidelines for Drinking Water Quality: Fourth Edition
2011
 The supplier of the water to the property should test the water regularly to ensure
that all water used in food areas meet the guideline values set by the WHO. Any
private supplies of the property should be tested to the same standard. Corrective
action should be taken immediately if the tests show that the water does not meet
the guidelines. Details of the water results and corrective action should be recorded.
 Water used for consumption and used in any food areas should be potable e.g. safe
to drink with no contamination
 Testing of water and ice should be undertaken by a competent person/laboratory and
records kept
 Any suspected contamination of water, discolouration or odour should be reported
immediately and action taken
 Ice making machines should be connected correctly to a potable water supply
 Ice machines should be cleaned and disinfected internally on a weekly basis using
food grade chemicals supplied with safety datasheets
 Particular attention should be paid to cleaning any slime/mould on both sides of the
ice dispense flaps and the chute
 Clean metal or plastic ice scoops or shovels should be used for dispensing ice.
Breakable items such as glass or ceramic cups should not be used
 Bottles or any other containers should not be stored inside the ice making equipment
 Regular in-house tests of the water and ice quality should be conducted and the
results together with any corrective action taken, should be recorded and the results
available for inspection
 Ice should be stored in a clean and hygienic condition and kept free from
contamination
 In all areas of food preparation, a constant supply of hot and cold running water
should be available at all times
 The temperature of hot water should exceed 50C (122F) at all taps and faucet’s
when run for approximately one minute
 Where ‘non-potable’ water (not of drinking water quality) is used in the property, for
example for fire systems and control, stream production or refrigeration, it should
circulate in a separate system. It must not connect with, or be able to get into, the
water systems for ‘potable’ (drinking quality) water.

Hazards from water and ice include:

 Growth of pathogenic bacteria, slime, moulds, algae etc.
 Bacterial contamination of food.
 Chemical contamination.

9. Purchasing of Food
It is important to have nominated food suppliers who are considered to have high
standards and the same philosophy in relation to food safety. Food should only be
purchased from these nominated suppliers.

 Details of the companies who supply food stocks to property should be retained. This
should include the company name, property address, contact number and description
of the food produce purchased from the particular company.
 When choosing food suppliers, details of their food safety management procedures
should be reviewed.
 It is suggested that the premises and food production of the food suppliers be audited
by an external auditor and records of the inspection retained.
 There should be a documented procedure for the returning of unsuitable foods.

10. Food Delivery

 Chilled foods should not be accepted if the temperature is above 8C (46F).
 Frozen foods should not be accepted if the temperature is above -18C (0F).
 Procedures must ensure that cross contamination does not occur during the process
of delivery and storage.
 Perishables and produce subject to temperature control should not be left outside or
in the loading areas in conditions which may lead to contamination or spoilage.
 Deliveries of frozen or chilled goods should be placed in the appropriate storage as
soon as possible (ideally within 15 minutes of delivery). Prioritise storage of high risk
or potentially hazardous foods first.
 Records must be kept to show:
- The date the product was received
- The time the product was received
- The temperature of the product when received
- The condition of the product when received
- Who the product was purchased from
- Product description
 Hazards during delivery include:
- High-risk foods contaminated by food poisoning bacteria or toxins
- Growth of microorganisms
- Foreign body/chemical contamination
- Deterioration in product quality during transport

11. Food Temperatures

The following temperatures represent ‘best practice’ and may be of a higher standard
than required by the local authorities.

Food Parameters
Frozen products -18C (0F) or below
Raw meat +5C (41F) or below
Cooked meat +5C (41F) or below
Fish and fish products 0C (32F) to +1C (34F)
Dairy products +5C (41F) or below
All other high risk food e.g. egg derived +5C (41F) or below
products such as mayonnaise
 12. Thermometers and antiseptic wipes

As part of the HACCP process, in order to maintain accurate records, regular temperature
checks should be undertaken throughout the food flow process.

 Food handlers should be provided with sufficient probe thermometers and antiseptic
wipes for the testing of food temperatures
 All temperature measurements should be recorded and the records should be
available for inspection
 All thermometers should be calibrated by putting them in ice water and boiling water.
The readings in ice water should be between -1C (30F) and 1C (34F) ideally 0C
(32F). The reading in boiling water should be between 99C (210F) and 101C
(214F), ideally 100C (212F). If the reading of the thermometer is outside of this
range then the thermometer should be discarded and replaced.

13. Defrosting

There should be a documented defrosting procedure, which includes:

- Provision for the protection of food contamination
- Ensuring that food or thawed liquids do not contaminate food preparation areas
or other food
- A temperature monitoring process to ensure that the centre of the food is
defrosted
- The temperature of the food does not exceed 8C (46F)
- The time and date food was removed from the freezer
- The time and date of food when defrosted

 Frozen food, except bread should be defrosted in a chiller below 8C (46F)
 All foods, especially meat, poultry or fish should not be defrosted in water
 Raw defrosting foods should be stored separately from other foods

14. Advance preparation of food

Advance preparation of food should be avoided and should not exceed 24 hours between
preparation and consumption.

 Rapid cooling procedures should be followed for all advance prepared food
 Where possible, uncooked unpasteurised eggs should not be used in sauces, sweets
etc. Dishes containing pasteurised egg should be kept below 8C (46F) or above 63C
(145F)
 Cooked rice should be either served hot without delay or cooled rapidly and kept
below 8C (46F)
 Where food is refrigerated, it should be labelled with date of production and used
within 48 hours. Leftovers should be discarded

15. Cooking
All hot foods must be cooked to minimum centre temperature of 75C (167F). The
temperature should be monitored using sanitised probe thermometer inserted into the
thickest part of the food and recorded routinely.

The food temperature should be monitored and recorded on a regular basis and records
available for inspection.

16. Cooling

There should be a documented cooling procedure, which includes:

- Cooked food not intended for immediate service, or to be served cold, should be
cooled to less than 8C (46F) as quickly as possible (within four hours) and kept
refrigerated.

The cooling food temperature should be monitored and recorded on a regular basis and
records should be available for inspection.

17. Reheating

 Equipment used to hold and/or display hot food should be capable of maintaining the
food temperature at 63C (145F) or above throughout the time the food is held.
 Only food heated thoroughly to above 75C (167F) should be placed in a hot holding
cabinet.
 Food for hot serving should be kept at 63C (145F) or above. Hot food should be
removed from display after two hours and should be discarded.
 Equipment used to hold and/or display cold food should be capable of maintaining the
food temperature at 8C (46F) or below, throughout the time the food is held.
 Food for cold serving should be kept at 8C (46F) or below. Cold food should not be
kept within cold display units for more than four hours.

18. Pest Control

There should be a documented pest control programme for the property, grounds and
food handling areas. This should include:
- Regular pest control surveys
- A procedure for employees to report sightings and evidence of pests
- A procedure for reporting sightings and evidence of pests to a pest control
contractor
- The management of infestations
- The disposal of any food showing signs of infestation
- The recording of corrective action taken in relation to pest control and records
retained.

19. Audits

Auditing is an integral part of any food safety management programme, to regularly

check and record that all procedures are being carried out and that the expected results
are being achieved.
 There should be a regular internal auditing scheme, at least every 3 months. The
audit should, as a minimum consider all points in this guide and audit results should
be available for inspection. Any defects identified, together with corrective action
taken should be recorded and details forwarded to Head of HSSE.
 Records relating to local authority or municipality inspections should be available for
inspection.
 Details of the corrective action taken to rectify issues identified during an
independent inspection should be documented and records retained for three years.

WHO guideline values for verification of microbial quality (a)

Organisms Guideline Value

All water intended for drinking

E.coli or thermotolerant coliform bacteria Should not be detectable in any 100ml

(b, c) sample

Treated water entering the distribution system

E.coli or thermotolerant coliform bacteria Should not be detectable in any 100ml

(b) sample

Treated water in the distribution system

E.coli or thermotolerant coliform bacteria Should not be detectable in any 100ml

(b) sample

a. Immediate investigative action must be taken if E.coli are detected.

b. Although E.coli is the more precise indicator of faecal pollution, the count of
thermotolerant coliform bacteria is an acceptable alternative. If necessary, proper
confirmatory tests must be carried out. Total coliform bacteria are not acceptable
indicators of the sanitary quality of water supplies, particularly in tropical areas,
where many bacteria of no sanitary significance occur in almost all untreated
supplies.

c. It is recognised that in the great majority of rural water supplies, especially in

developing countries, faecal contamination is widespread. Especially under these
conditions, medium-term targets for the progressive improvement of water
supplies should be set.
Internal water test results

Date Location of water sample Result (ppm residual Corrective action taken, if Signed
taken chlorine) appropriate

Laboratory

Date Location of water Coliforms E.coli TVC Free chlorine

sample taken Test? Result Test? Result Test? Result Test? Result
Delivery Temperature Monitoring

Delivery Time Product description Product Temp Supplier Comments Signature of

date condition C / F recipient

 Always check and record the temperature of chilled, refrigerated and frozen foods
 Where checks on deliveries show that food or packaging is damaged, infested, contaminated or at too high temperatures,
foods should be rejected
 Any rejected food should be logged in comments section
 Temperatures: chilled/refrigerated foods should not be accepted if the temperature is above 8C (46F). Frozen foods
should not be accepted if the temperature is above -18C (0F)
Temperature Log – refrigerators and freezers

Week commencing…………………………………………………

Day Time Name of Checked Refrigerators Freezers

employee by
manager

 Freezer temperatures should reach : -18C (0F)

 Refrigerators should never exceed 8C (46F)
 All refrigerators and freezers should be checked at least three times daily
 The record sheet should be displayed in a prominent location and completed at the
time of the check
 If the temperature of a refrigerator or freezer is not within the stated guidelines, the
employee should report it to a supervisor immediately and an engineer called to
rectify the problem
 Temperature Log – defrosting

Week commencing……………………………………………..

Day Food Removed Method By Defrosted By Signature

item from the used for who who of
freezer defrosting (print (print manager
Date Time name) Date Time Temp name)
Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

 Use key for defrosting method: Water = W. Microwave = M, Fridge = F, Chilled room
=C
 The temperature of food should not exceed 8C (46F)
 The record sheet should be displayed in a prominent location and completed at the
time of check
Temperature Monitoring Log – cooking

Week commencing……………………………………………..

Day Food item Time Temperature Checked by Signature

checked who (print of manager
name)
Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

 The core temperature of food should exceed 75C (167F)

 The record sheet should be displayed in a prominent location and completed at the
time of the check
Temperature Monitoring Log – reheating

Week commencing……………………………………………..

Day Food item Time Temperature Checked by Signature

checked who (print of manager
name)
Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

 The core temperature of food should exceed 75C (167F)

 Food should only be reheated once, all leftovers should be discarded
 The record sheet should be displayed in a prominent location and completed at the
time of the check
 Temperature Log – hot buffet

Week commencing…………………………………………….

Restaurant:……………………………… Verified by:…………………………………………………

Day Meal Dish Check 1 Check 2 Check 3 Checked Signature of

Time Temp Time Temp Time Temp by (print manager
name)
Monday Breakfast

Lunch

Evening

Tuesday Breakfast

Lunch

Evening

Wednesday Breakfast

Lunch

Evening

Thursday Breakfast

Lunch

Evening

Continued overleaf
 Temperature Log – hot buffet (continued)

Day Meal Dish Check 1 Check 2 Check 3 Checked Signature of

Time Temp Time Temp Time Temp by (print manager
name)
Friday Breakfast

Lunch

Evening

Saturday Breakfast

Lunch

Evening

Sunday Breakfast

Lunch

Evening

 The temperature of hot foods should be 63C (145F) or above

 Hot foods should not be kept on display for more than two hours
 Temperatures should be taken at the beginning, middle and towards the end of each
meal sitting
 The record sheet should be displayed in a prominent location and completed at the
time of the check
 If the temperature of the food is not within the stated guidelines, the food should be
removed from display and discarded
 Temperature Log – chilled buffet

Week commencing…………………………………………….

Restaurant:……………………………… Verified by:…………………………………………………

Day Meal Dish Check 1 Check 2 Check 3 Checked Signature of

Time Temp Time Temp Time Temp by (print manager
name)
Monday Breakfast

Lunch

Evening

Tuesday Breakfast

Lunch

Evening

Wednesday Breakfast

Lunch

Evening

Thursday Breakfast

Lunch

Evening

Continued overleaf
 Temperature Log – chilled buffet (continued)

Day Meal Dish Check 1 Check 2 Check 3 Checked Signature of

Time Temp Time Temp Time Temp by (print manager
name)
Friday Breakfast

Lunch

Evening

Saturday Breakfast

Lunch

Evening

Sunday Breakfast

Lunch

Evening

 The temperature of chilled foods should not exceed 8C (46F)

 Foods should not be kept within display units for more than four hours
 Temperatures should be taken at the beginning, middle and towards the end of each
meal sitting
 The record sheet should be displayed in a prominent location and completed at the
time of the check
 If the temperature of the food is not within the stated guidelines, the food should be
removed from display and discarded