Records
Keeping records
When using ‘CookSafe’, it is essential that the outcomes of your monitoring procedures are recorded at a frequency that reflects the nature and size of your catering business. Similarly, when monitoring reveals that your procedures, laid out in your House Rules, have not been followed, your corrective actions must also be recorded. Recording helps you to keep an accurate check on food safety procedures within your business and enables you to demonstrate to others that you are controlling hazards in an effective manner.
Which records must be kept?
HACCP based procedures require that you record the following:
- Monitoring checks – you decide on these as you draw up your House Rules
- Verification checks – these management checks are already included on the ‘CookSafe’ Recording Forms
- Review of your HACCP based system - guidance on when to review can be found in the Review Record at the end of this Section
What paperwork is needed?
Your monitoring checks may be recorded by using one or a combination of the following methods:
- By using the Recording Forms provided in ‘CookSafe’.
- By using Recording Forms which have been drawn up or adapted by yourself, either in paper copy or electronically. These must contain the equivalent information as the ‘CookSafe’ Recording Forms.
Which of the Recording Forms provided by ‘CookSafe’ should be used?
The Records provided in this manual, if correctly used, will help you to meet and support the requirements of a HACCP based system and demonstrate it is working effectively.
When following ‘CookSafe’,the following Monitoring Records are provided and can be used:
| Monitoring record | Purpose |
|---|---|
| Delivery Record | To record the monitoring of incoming deliveries |
| Cold Food Record | To record the monitoring of the refrigerator, chill, cold display units and the function of your freezer/s |
| Hot Temperature Record | To record cooking, cooling and reheating temperatures |
| Hot Holding Record | To record hot holding temperatures |
| OffSite Temperature Record | To record hot and cold food temperatures for food served in other locations such as home delivery and outside catering |
| Note - In many businesses, the All-in-One Record can be used as an alternative to all of the above records. | |
| Cleaning Schedule | To record cleaning (this record can be found in the Cleaning House Rules section) |
| Weekly Record | To record weekly management checks on all your House Rules and Records |
| Monthly Probe Thermometer Check | To record monthly checks on thermometer(s) |
| Review | To record six monthly checks on your HACCP based procedures and to record any interim check |
The above records must be kept for a reasonable period of time in order to demonstrate that your system is working effectively. For further information and advice, you should contact your Enforcement Officer.
Records templates
Record forms templates to download: