Research into the use and perceptions of guidance on food safety and standards

After presenting an overview of the food businesses that participated in the research, this chapter describes awareness of FSS and the guidance it produces among food businesses, as well as perceptions of awareness among food law professionals. 

Interviews were conducted with representatives of 50 food businesses of different types and sizes, from across Scotland. Business types were: 

• Catering: Multiple cafes, takeaways, restaurants, as well as hotels, pubs and bars, mobile or pop-up food businesses, restaurants within colleges and a childminder.
• Retail: Bakeries, sandwich shops, sweet shops, health food shops and small retailers.
• Manufacturing: Manufacturing and packers, production facilities and a distillery.

Of the 50 businesses, 43 achieved a pass for their latest Food Hygiene Information Scheme rating, three received an Improvement Required rating, two were awaiting inspection, and two were exempt.

Aligned with the profile of food businesses in Scotland, many of the businesses in the research were small (0-49 employees) and run by families or a long-serving team. Interviewees were mainly owners, directors, or managers who were often involved in and responsible for food preparation, staff supervision, customer service, administration, compliance, and training. In most cases, the interviewee held responsibility for ensuring compliance with food law, maintaining records, and liaising with authorities. Their role typically included leading or coordinating staff training and ensuring that all staff understand and follow procedures. 

However, some described delegating this activity within their business, especially routine checks, record-keeping, and cleaning; such tasks were allocated to head chefs or kitchen staff, for example. In these cases, it was recognised that oversight and ultimate responsibility remain with senior management. More generally, food business owners and key staff are often hands-on, work long hours and have a very clear understanding of the importance of food safety to their business's reputation and to its continued success or survival.

Many research participants had either worked in their business or in food businesses more generally for a long time. Several mentioned running family businesses for decades. Owners and staff often described themselves as self-taught, resourceful, and open to advice from peers or authorities. They reflected that knowledge is often passed down through experience, with long-serving staff and owners playing a key role in maintaining standards. Even those new to food businesses highlighted the importance of getting advice from other family members or friends who are also in the trade. Partly because of this long-standing experience, and because some reported limited change in the way their business operates over the years, interviewees often felt they had a high awareness of food safety requirements.

Awareness of FSS among food businesses varied considerably. Those with lower levels of awareness ranged from not knowing anything about FSS to having some awareness but no interaction with the organisation or its guidance. Interviewees cited multiple reasons for a lack of interaction; most commonly, due to a perceived lack of need to engage. Several businesses felt that because of the longevity and small size of their business, they tended to do as they have always done and had little need to rely on guidance. Another mentioned that they never changed their menu, except for daily specials, which were rotated in a regular cycle, so preparation and hygiene had become habitual.

Another reason for not engaging with FSS, or not knowing that they are engaging with FSS, was a reliance on other sources for information and confusion about different organisations. In most cases, businesses described using information sourced from their local authority’s website or directly from their food law professional. The resources provided by food law professionals, such as CookSafe, were often created by FSS; however, businesses only learned these were FSS documents during the interview. While businesses are receiving guidance from sources they trust, the visibility of FSS is low.

Confusion between FSS and the Food Standards Agency (FSA) was also evident during interviews. A few businesses would refer to FSS and FSA interchangeably or would talk about ‘Food Standards Agency Scotland’ or ‘Food Agency Scotland’. Similarly, many spoke about HACCP guidance, although it was specifically CookSafe that they were using regularly. 

A few businesses knew that FSS is a regulatory agency in Scotland and laid out their understanding of FSS in terms of a hierarchical relationship to local authorities. For example, one business believed that local authorities were answerable to FSS, i.e., FSS was the body to which food law professionals ultimately deferred, and another thought FSS was the organisation responsible for sending out hygiene certificates after an inspection. Those who acknowledged awareness of FSS and its guidance spoke of FSS’s role more broadly, with one participant succinctly saying their understanding of FSS was “to protect consumers and help businesses.” 

Awareness also varied by company size. As food businesses get larger, owners and managers can become less familiar with FSS guidance, as it is more likely to be used by their head chefs, for example, who manage the day-to-day safety checks. In larger businesses that may have specific roles or teams with a focus on food safety and standards, there can be a need for comprehensive guidance or technical information. Conversely, many smaller or lower-risk businesses feel there is sufficient, or sometimes too much, information.

The prevailing view among food law professionals was that food businesses' awareness of FSS is low. Much of this belief was driven by the feeling that businesses rely on food law professionals, rather than FSS or other sources, to provide advice and guidance. In their survey responses, food law professionals highlighted that businesses being unaware of the distinction between FSS and FSA is a barrier to businesses accessing and using FSS guidance. 

Businesses often lacked awareness of where the guidance they use comes from, or over time, tools and templates from one source get edited and changed by kitchen staff or updated by the local authority. 

While many food businesses initially claimed they were unaware of FSS guidance, once prompted, it was clear that many used at least some FSS guidance regularly, particularly CookSafe in catering businesses. Those who were aware of FSS guidance often mentioned being given or signposted to the guidance by their food law professionals. A smaller group of businesses using FSS guidance had found it themselves through the FSS website or through the local authority website.