STANDARD OPERATING Document

SSAD/MS/SOP/01
PROCEDURES ID:
CONTROL OF DOCUMENTS AND Revision No: Reviewed on:
RECORDS 05 23/09/2022

OBJECTIVE:
To define the procedures for controlling documents and records that are related to food safety
management system.
SCOPE:
This procedure covers all the parts of Manual and records related to the part of it.
RESPONSIBILITY: Executive Chef, Respective Section head/Supervisor.

PROCEDURE:
The HACCP Manual, SOP - Documents to be issued to specific departments are "Controlled
Documents".
Unsigned manuals given to regulatory authorities will be labelled as "Un-Controlled
Documents" and will be issued as and when required.
All the above documents are signed by the Executive Chef, EHS Manager and General
Manager and will be issued to specific departments for day-to-day reference & usage.
Photocopies of the controlled original documents will be issued to certifying body and may be
send to the regulatory authority if requested upon. These Documents will be considered as
"Un Controlled Documents". Issue of these will also be maintained in the Register.
Master copy is under Hygiene Manager, Controlled copies are distributed to the respective
sections with in the hotel premises and uncontrolled copies are distributed to the external
bodies with prior permission from Top management.
The Documents are verified at appropriate intervals, to prevent food-safety hazards, and to
provide a level of confidence that the hotel is based on solid scientific principles. It is
modified suitably to control the hazards associated with the food and safety, based on the
review of HACCP Plan.
Changes or modification can be done by Hygiene Manager and further authorized by Executive
chef and changes are recorded in the amendment sheet of the manual.
The current revised documents are identified by changing the Revision No and date of the
procedure amended.
As and when the above Documents are revised, a revised section will be sent to the
concerned departments & regulatory authorities for their perusal.
External documentation like USFDA, CODEX PRINCIPLES, any certifying bodies Standards
(ADFCA/ HACCP) are listed and maintained as controlled copies. Whenever changes are made
in any external origin after gap assessment done and documents to be controlled.
All the documents related to the operations in different sections are compiled by the
respective section head / supervisor checked by the HACCP Team Leader and audited by the
internal auditors.
They are all filed separately in chronological manner and are stored for specified period as per
the Record Control Master List.

Revised by Approved by
Manjhu Murukan Pierre Delfau
EHS Manager General Manager
Page |8
 STANDARD OPERATING Document
SSAD/MS/SOP/01
PROCEDURES ID:
CONTROL OF DOCUMENTS AND Revision No: Reviewed on:
RECORDS 05 23/09/2022

Master List of Documents and Records of all these documents is maintained by HACCP Team
Leader.
Employees can suggest changes of document if needed to. Evaluated by the HACCP Team
Leader if changes is possible accordance to the process operation.
Once the document is evaluated and reviewed, final approval is of the process owner (General
Manager).
As a rule all obsolete HACCP documents are removed from relevant places of distribution and
destroyed (excepting those requiring retention). If it needs to retain any obsolete documents
for legal, contractual or knowledge preservation purposes, such documents are retained by
the HACCP Team Leader separately.

DOCUMENTS OF EXTERNAL ORIGIN

Responsible person to maintain the
Sl No. Records
record
1. Legal document from ADFCA HACCP Team Leader
2. Pest control company HACCP Team Leader
3. Water tank cleaning company Engineering Department
Kitchen hoods maintenance
4. Engineering Department
company
Water, ice and food testing HACCP Team Leader + Engineering
5.
records Department
6. External Calibration Record HACCP Team Leader
Training Of Staffs – Hygiene
7. HACCP Team Leader
Related
8. Health record Human resource Department
Supplier approval and
9. Purchase Department
registration record

LEVE
DESCRIPTION
L

SSAD/MS/SOP/00
PRP Manual SSAD ̶ Southern Sun Abu Dhabi
Level
(Standard PRP ̶ Prerequisite Program
No.
Operating SOP ̶ Standard Operating Procedures
01
Procedures) MS ̶ Management system
00 ̶ Number of the policy/procedure

Revised by Approved by
Manjhu Murukan Pierre Delfau
EHS Manager General Manager
Page |9
 STANDARD OPERATING Document
SSAD/MS/SOP/01
PROCEDURES ID:
CONTROL OF DOCUMENTS AND Revision No: Reviewed on:
RECORDS 05 23/09/2022

HACCP Manual SSAD/MS/HACCP/00

(Planning and SSAD ̶ Southern Sun Abu Dhabi
Realization MS ̶ Management system
of Safe Products) 00 ̶ Section of the manual
SSAD/MS/STW/00
SSAD ̶ Southern Sun Abu Dhabi
Stewarding Manual
STW ̶ Stewarding
MS ̶ Management system
00 ̶ Number of the procedure
SSAD/MS/PR00/FM00
SSAD ̶ Southern Sun Abu Dhabi
Level Forms / Records / MS ̶ Management system
No. 02 Report / Drawing / PR ̶ Procedure
Checklist FM ̶ Form
1st 00 ̶ Procedure Number
2nd 00 ̶ Number of the form or record

Control of Records:
All records generated should be eligible, dated and bear an identification by name for
traceability as necessary as applicable.
On completion of the activity, all staffs ensure that records are handed over to responsible
person.
No records are removed or destroyed without the express permission of the HACCP team
leader.
RELATED RECORDS:
Master list of documents and records: SSAD/MS/PR01/FM01

Revised by Approved by
Manjhu Murukan Pierre Delfau
EHS Manager General Manager
P a g e | 10