Documentation & Recordkeeping Requirements for HACCP Systems
Guidance Aligned with Codex HACCP Principles and Global Food Safety Best Practices
Published by HACCP Systems | A Service by Consultare Inc. Group – A Compliance Company
Food businesses—including manufacturers, processors, distributors, and food service operators—must maintain comprehensive Documentation & Recordkeeping to demonstrate compliance with HACCP principles and regulatory requirements. Accurate records support audit readiness, traceability, and continuous improvement, ensuring that food safety measures are implemented and effective.
This guide provides a practical checklist aligned with Codex HACCP, FDA/USDA expectations, and GFSI-benchmarked frameworks. It supports facilities in developing a structured documentation system that enhances transparency, accountability, and compliance.
Documentation & Recordkeeping Compliance Checklist
HACCP Plan Documentation
✓ Maintain a complete HACCP plan with clearly defined CCPs, critical limits, monitoring procedures, and corrective actions
✓ Include process flow diagrams, hazard analyses, and risk assessments
✓ Document the rationale for excluding or including hazards
Monitoring & Verification Records
✓ Record all CCP monitoring results, deviations, and corrective actions
✓ Document verification and validation activities, including testing outcomes
✓ Ensure records are legible, accurate, and stored securely
Prerequisite Program (PRP) Records
✓ Maintain evidence of sanitation, hygiene, and GMP activities
✓ Document supplier approvals, raw material inspections, and training records
✓ Keep maintenance, calibration, and environmental monitoring records
Traceability & Product Control Records
✓ Record product batch codes, production dates, and distribution details
✓ Maintain traceability logs for raw materials, packaging, and finished products
✓ Ensure recall procedures are documented and testable
Retention & Accessibility
✓ Store records for the required regulatory retention period
✓ Ensure records are accessible for audits, inspections, and internal reviews
✓ Implement a system for version control and updates to documentation
Allergen Management (If Applicable)
✓ Identify potential allergens in raw materials and finished products
✓ Implement controls to prevent cross-contact during processing
✓ Label products accurately to inform customers of allergen presence
Food Fraud and Food Defense Risk Mitigation
✓ Conduct vulnerability assessments to identify potential fraud risks
✓ Develop and implement mitigation strategies to protect against intentional adulteration
✓ Secure facilities to prevent unauthorized access and tampering
Crisis Management & Recall Preparedness
✓ Develop a crisis management plan outlining roles and responsibilities
✓ Establish procedures for product recall and withdrawal
✓ Conduct mock recalls to test the effectiveness of recall procedures
Audit & Validation Activities
✓ Perform internal audits to assess compliance with food safety requirements
✓ Validate control measures to ensure they effectively manage identified hazards
✓ Address non-conformities promptly and implement corrective actions
Corrective Actions & Continuous Improvement
✓ Establish a system for identifying and correcting non-conformities
✓ Analyze root causes to prevent recurrence of issues
✓ Review and update food safety practices regularly to drive continuous improvement
Support for HACCP Documentation & Recordkeeping Compliance
HACCP Systems provides structured solutions to help organizations maintain complete and auditable HACCP records:
•HACCP plan templates and structured documentation tools
• Monitoring and verification log templates
• Corrective action and deviation forms
• PRP and supplier documentation checklists
• Traceability and recall record templates
• Staff training materials for documentation and recordkeeping best practices
Let us simplify your documentation process so you can maintain a compliant, auditable, and efficient HACCP system.
End-to-End HACCP Compliance & Audit-Ready Services
| HACCP Service | Description | Price | Action |
|---|---|---|---|
| HACCP Plan Documentation Setup | Complete HACCP plan structure with CCPs, critical limits, hazard analysis, process flow diagrams, and justification logs. | $850 / project | Book Consultation |
| Monitoring & Verification Records | Setup of CCP monitoring logs, deviation logs, validation records, calibration reports, and verification documentation. | $550 / module | Book Consultation |
| PRP & Supplier Record System | Documentation for sanitation, hygiene, GMPs, supplier approvals, raw material verification, and environmental monitoring logs. | $650 / module | Book Consultation |
| Traceability & Recall Records | Batch tracking logs, distribution documentation, product movement history, recall forms, and mock recall verification tools. | $699 / project | Book Consultation |
| HACCP Record Retention System | Document retention policies, internal review templates, archive controls, record accessibility setup, and digital conversion support. | $799 / system | Book Consultation |
| Documentation & Recordkeeping Toolkit | Template package including HACCP plan files, monitoring logs, deviation forms, supplier sheets, traceability logs, and audit templates. | $1,150 one-time | Book Consultation |
Ready to Strengthen Your HACCP Documentation & Recordkeeping?
We can help you implement a structured system that ensures compliance, traceability, and audit readiness.
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Reference Note
This guidance is adapted from publicly available HACCP principles, Codex Alimentarius standards, and GFSI-recognized frameworks. For formal certification or regulatory compliance, facilities must follow official guidance from relevant authorities.
Disclaimer
Food Safety Systems is an independent service provider and is not affiliated with, endorsed by, or certified under any HACCP or GFSI program. References to Codex, FDA, or GFSI frameworks are for educational and informational purposes only.
