Scope

Purpose
Objective
References
Definition
Responsibility
Details of Procedure
Annex

1. Scope.

The procedure covers ingredients (beans, water and salt), processing, primary packaging,
processing aid (raffia), finished product and the distribution records.
The procedure also covers the colour coding of materials and delivery vehicles in order to
ensure material segregation especially for organic and conventional products.

2. PURPOSE
The purpose of this procedure is to ensure that the event of the occurrence of food
safety emergence, the food/product can be traced backwards or forward through the food
chain.

3. Objective.

3.1. To ensure that in the event of the occurrence of food safety emergency, the food/product can
be traced backwards or forward through the food chain. This information can be used to
withdraw or recall food more quickly from the market. Emergencies may be due to concerns
over microbiological contamination, chemical contamination, physical contamination, external
contamination, or failure to comply with the requirements of the production methods and
labelling.
3.2. To have a product traceability system which provide the company with ability to store and
retrieve the events that took place during processing and the ability to monitor and change
these processes.

4. Definitions.

Traceability: Under EU law “traceability” means ability to trace and follow a food, feed, food-
producing animal, or substance intended to be, or expected to be incorporated into food or
feed, through all stages of production, processing, and distribution
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 5. Reference:

i. Customer specifications
ii. QC records
iii. International featured standard version 7

6. RESPONSIBILITY

6.1. Food Safety Team Leader

i. Ensures all the documentation required for traceability system is in place

ii. Monitors the effectiveness of the traceability system through trials with the client/customer.
6.2. Import and Export Manager

i. Ensures that all the documentation/records relating to the distribution of the product is well
kept.
6.3. Quality Assurance Supervisors

i. Ensure that all relevant records relating to quality Management systems are duly recorded
and maintained.
ii. Ensure that during supervision, all the necessary measures that ensure traceability of the
product are followed

1. DESCRIPTION PROCEDURE

iii. Beans received from the respective farmers with colour coded crates are identified with
identification slips after weighing. Other records are also made which include beans receiving
book. The farm records are submitted to limited by the Agronomist or are kept by the farmers
where appropriate.

iv. Raw material analysis records identify the beans with farmer/variety/type. Such records are
made in the forms called (QC -RF-001) format for observation of chemical residues, QC-RF-
004) Raw material French beans Allergenic monitoring form).

v. Beans are graded per farmer/supplier/type/variety and recorded in the (QC -RF-007) grading
control form. They are also identified during processing with tags marked on them identifying
the farmer, delivery date and the beans variety.
vi. The colour coding of all utensils used shall always be adhered to at each stage of processing

vii. Beans are snipped separately for respective farmers, variety, and type to maintain their
identity and are identified with tags during snipping.
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 viii. The colour codes for the crates will always be adhered to.

ix. During inspection, beans are identified using tags and (QC-RF-10) for inspection which give
information on the farmer, date of delivery, variety, and time of inspection.

x. During Washing, (record in the (QC -RF--009) Bean washing), the farmer/supplier is
recorded, time of washing, quantity washed, variety and the target product.

xi. During blanching, being continuous from inspection, (QC-RF-O59)) Blanching control form is
used to record vital information like, time, farmer/supplier, variety, and product.

xii. Primary packaging materials (jars and caps) are identified in (QC -RF-015) and (QC-RF-016)
traceability of packaging materials during washing. Delivery notes for the packaging materials
are also kept.

6.4. Packing- During packing, different QC Forms for packing are used.

i. Brine preparation is done with salt recorded in the (QC-RF-030) brine temperature and
concentration control. This shows the supplier of salt, batch of salt used as indicated on the
salt packaging and the time of preparation of brine within the factor

ii. Seaming/capping. The packaging material (cans and lids) are identified in (QC -RF-017A)
traceability of packaging material. The packaging material used, and the analysis done is
recorded in (QC -RF-019)

iii. During sterilization, the product is sterilized batch-wise and identified by the (QC -RF-034) –
Steriflow control. Different products are sterilized separately taking in consideration the
product type (packaging- jar/ can size), supplier and variety of beans for effective traceability.
The traceability details are further recorded in the Sterilized book - report to warehouse on
production and in the Thermo-graphs.

iv. The information given by the retort operator; batch identification sticker (sterilization strip) is
used by the warehouse responsible to give the final product identity through coding.

6.5. Loading information is recorded in loading checklist, container loading details form delivery as
well notebook.

6.6. The packing list for the final product is prepared and maintained which define the loading date,
customer contact details, container number, quantities shipped in trays /cartons and unit for
each respective processing date loaded.

6.7. Other logistical documents relevant for the traceability of the product post loading is kept by the
Import and Export Manager.

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 7. Traceability process flow.

Raw material (French beans).

Records: receiving book,
identification slip.

(Raw material analysis)

Records: QC Forms at raw material

(Grading)
Records: QC forms at grading

(Washing)
Records: QC forms at washing

Inspection
Records: QC at inspection

(Cans/jars)
Blanching: Records: QC form
Records: QC form at blanching Traceability of packaging

Raffia/Onions (Brine preparation)

Records: Delivery Records:
Notes, Rafia Hot filling QC -Brine temp and conc. Control form,
Receiving and
Storage-QC-RM-008,
Onions Receiving
and Storage
monitoring QC-RM -
007
(Seaming/capping) Caps/lids
Records: QC – Seaming/capping control Records: QC Forms Traceability
form of packaging material

(Sterilization)
Records: QC Forms, thermo-charts

(Coding)
Records: QC Forms batch identification sticker,
coding sheets/books.

(Loading and shipment)

Records: Loading checklist, container
loading details form, delivery note and
packing
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6.1. REVISION HISTORY

REVISED DESCRIPTION DATE

REVISION PAGE(S)
NUMBER

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