FSSC22000 FSMS Policies, Procedures and Forms My Company

Document no: Title: Print Date:

FS1000 DOCUMENT CONTROL
Revision no: Prepared By: Date Prepared:
CRITICAL CONTROL POINT MANAGEMENT
Effective Date: Reviewed By: Date Reviewed:
CRITICAL CONTROL POINT MANAGEMENT
Approved By: Date Approved:

Standard: ISO 22000:2005, clause 4.2.2; SANS 10049:2011, clause 5: SANS 10330:2007, clause 3

Policy: To control Food Safety Management System documents, ensuring that

everyone responsible for food safety is working according to the same set
of procedures and guidelines.

Purpose: To define the methods and responsibilities for controlling documents used
to provide work direction or set policy; and to define methods for
document revision, approval and distribution.

Scope: This procedure applies to all documents required by the Food Safety
Management System. Documents of internal or external origin are
included.

Responsibilities: Document Control is responsible for controlling the Food Safety

Management System Manual, all procedures and instructions related to
the Food Safety Management System, and all external documents that are
required by The Company’s FSMS.

Department Managers and supervisors are responsible for ensuring the

relevant versions of documents are available at the points of use and that
they are legible. They may also be responsible for reviewing and
responding to change requests in a timely manner.

The Food Safety Team is responsible for reviewing all procedures and
instructions at least annually to ensure documents remain current.

The Food Safety Team Leader is responsible for reviewing requests to

change FSMS–related procedures and work instructions and directing the
Food Safety Team through such reviews.

Definitions: Controlled Document – Document that provides information or direction

for performance of work within the scope of a given procedure.
Characteristics of control include such things as revision number,
signatures indication review and approval and controlled distribution.

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Document – Information and its supporting medium. The medium may be

paper, electronic, optical computer disc, photograph or sample.

External Document – Document originating outside The Company (e.g.

customer drawings, industry and/or international standards, vendors’
equipment maintenance manuals) that provides information or direction
for the performance of activities within the scope of the Food Safety
Management System.

Food Safety Management System (FSMS) – Ordered, well-documented

system designed to result in safe food.

Internal Document – Document of internal origin (developed entirely by or

completed by The Company) that provides information or direction for
the performance of activities within the scope of the Food Safety
Management System. Examples include, but are not limited to procedures
contained in this FSMS manual.

Uncontrolled Document – Document removed from, or never a part of,

the controlled document system. Uncontrolled documents may not be
used to provide work direction or information necessary for the
performance of work. Uncontrolled copies of documents may be used as
training aids.

Procedure:

1.0 PROCEDURE AND WORK INSTRUCTION FORMAT

1.1 Procedures and instruction should use this document as a template.

1.2 If any of the headings are not applicable they may be deleted.
1.3 All procedures and instructions must have the Procedure Name, Revision and
Page Number in Page X of Y format on each page of the document.
1.4 All procedures and instructions must show approval signatures on the first page
or cover page. Electronic versions may show the approving parties’ names typed
but in any case. Document Control shall keep a signed paper “master” copy of
each document.
1.5 Electronic files shall be named using the document number, the title and the
revision (e.g. “FS1000 – Document Control – rev 0.2)

2.0 TEMPORARY CHANGES TO DOCUMENTS

2.1 For many reasons, temporary changes to the Food Safety Management System
may be needed. Temporary changes must be defined and controlled.

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2.2 Temporary changes shall be brought to the attention of affected Department

Management.
2.3 If a document (e.g. for a procedure) does not exist, Department Management
may develop a temporary document, which must bear the Manager’s name, title
and current date. If an existing document (e.g. procedure) needs changes,
Department Management shall red-line, initial and date the changes on the
existing document. Whether the document in question is new or altered, it must
be legible and identifiable.
2.4 Department Management shall submit changes to the Food Safety Team Leader,
who shall review, initial and date the changed document.
2.5 If temporary changes bypass any part of the HACCP Plan, the changes require
the approval of Top Management, who shall also review, initial and ate the
document.
2.6 Temporary change documents must include the range of dates in which the
changes are valid and the scope of applicability. Temporary documents may not
be used for more than two weeks without being made permanent.

3.0 DOCUMENT REVISION

3.1 The Food Safety Team Leader is responsible for coordinating with Department
Mangers to review all procedures and instruction at least annually and update
them, as required, to ensure documents remain current.
3.2 Anyone may submit a new document or changes to an existing document, as
necessary. To submit a change, the requestor shall print a copy of the document
and mark (“redline”) the requested changes on the copy. If changes are
extensive, a new document may be typed and submitted with a copy of the
original. The requestor shall clearly identify, initial and date all such changes.
3.3 The requestor shall submit changes to his/her Department Manager for review.
The Department Manager, after reviewing the requested change(s), shall
complete a FS1000-1 – REQUEST FOR DOCUMENT CHANGE (RDC), indicating the
nature and reason for the change. He/she shall submit the FS1000-1 with the
changed document to the Food Safety Team Leader for review.
3.4 The Food Safety Team leader shall review the change request to ensure
ISO22000 compliance.
 If the request for change is not in compliance with the standard, the Food
Safety Team Leader shall notify the requestor of the reason for the denial
and explain the changes needed to bring the request into compliance.
 If the request is ISO 22000 compliant, the FSTL shall determine who else
needs to review the change and submit the change and the FS1000-1 form
Top Management to review.
3.5 The Top Management shall consider the change and the reason for it and
determine if the change is warranted.

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 If Top Management approves the requested changes, the FSTL shall update
the document, index the revision, update the document status and update
the revision history on the document.
3.6 When Top Management has approved the changes/documents, the FSTL shall
circulate the final document(s) to obtain signatures.
3.7 FSTL shall make sufficient copies for distribution to all locations indicated on
FS1000-2 – DOCUMENT CONTROL DATABASE.
 Document Control shall pull the master copy of the previous revision, mark it
“Obsolete”, and file it in the historical files (archives).
 Because the electronic version will not show signatures, the current Master
Copy is maintained as evidence of review and approval.

4.0 DOCUMENT DISTRIBUTION

4.1 Flow diagrams and other technical diagrams are distributed by the responsible
department via hard copy. Obsolete drawings and other technical documents
are to be returned to the responsible department when revisions are distributed.
4.2 Document Control shall maintain a database of all controlled documents
(FS1000-2 – DOCUMENT CONTROL DATABASE). Documents of internal origin
and external origin shall be maintained in separate lists or databases.

The document control database should contain, at a minimum, the following

information on each document:

 Document Number;
 Document Title;
 Current Revision number or ID;
 Revision Date;
 Responsible Department; and
 Document Location

4.3 Document control shall distribute hardcopy documents only to the locations
shown on the database and shall remove and destroy any previous versions of
procedures or work instructions.
 Document Control shall distribute electronic versions of documents by
moving old revisions to the OBSOLETE folder, moving the new revisions to
the RELEASED folder, and notifying affected parties in a timely manner.
 All electronic documents moved to the OBSOLETE folder shall be assigned
expiration dates. When a document’s expiration date is reached, it shall be
permanently removed from electronic storage.
4.4 External documents are controlled only for distribution. All external standards
should be purchased through Document Control, to ensure they are added to
the External Document list and are properly controlled and distributed.

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5.0 DOCUMENT CONTROL PROCESS REVIEW

The Food Safety Team Leader shall review the document control process on a regular
basis (annually, at a minimum) with Document Control, to ensure that all food-safety-
related documents are being controlled effectively and that the process continues to
meet Company, statutory/regulatory, and standards-based requirement.

Effectiveness Criteria:

 No obsolete documents in use

 Average time to release document changes

References:

A. Food Safety Manual

 FSM 4.2.2 – Control of Documents

Records:

 FS1000-1 – REQUEST FOR DOCUMENT CHANGE (RDC)

 FS1000-2 – DOCUMENT CONTROL DATABASE
 FS1000-3 – EXTERNAL DOCUMENT LIST

Revision History:

Revision Date Description of changes Requested by

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FS1000-1 – REQUEST FOR DOCUMENT CHANGE (RDC)

Date:______________________________ RDC No:______________________

Originator:_____________________________________________________________________

Document title and publication date:________________________________________________

Page/ chapter / paragraph number:_________________________________________________

Description of problem, opportunity or reason for request (define in detail):________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Solution recommended (if known) date action required by:______________________________

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Comments:____________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Department supervisor approval:___________________________________________________
Recommended solution to problem or postponement/dissolution of request (attach all
necessary documentation to support response:_______________________________________
Approved By FSTL:______________________________ Date:_________________________

PROCEDURE FOR COMPLETING FORM

1. Complete top section of this form except for RDC number

2. Obtain Department Supervisor’s approval
3. Forward original to the Food Safety Team Leader who will assign RDC number (Note: one copy will be returned
to originator with RDC number assigned. If the related process owner is not the originator, the request will be
forwarded to the process owner for action.
4. The process owner will take action and if appropriate will proceed with an RDC.
5. The Food Safety Team Leader returns a copy to Originator upon resolution of request.
6. Previous version of document or checklist placed in obsolete folder and all existing unused hard copies
returned

Distribution: Original – RDC File Copy 1 – Originator/Responsible Person

Distributed to: _______________________ _________________________
Retrieved from: _______________________ _________________________

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FS1000-2 – DOCUMENT CONTROL DATABASE

DOCUMENT DOCUMENT TITLE REVISION REVISION RESPONSIBLE DEPARTMENT DOCUMENT LOCATION

NO. NO. DATE
FS100 FOOD SAFETY MANUAL TOP MANAGEMENT DOCUMENT SERVER AND MASTER FILE
FS200 FOOD SAFETY POLICY TOP MANAGEMENT DOCUMENT SERVER AND MASTER FILE
FS300 FOOD SAFETY PROCEDURE INDEX FSTL DOCUMENT SERVER AND MASTER FILE
FS1000 DOCUMENT CONTROL TOP MANAGEMENT DOCUMENT SERVER AND MASTER FILE
FS1010 FOOD SAFETY RECORDS FSTL DOCUMENT SERVER AND MASTER FILE
FS1020 MANAGEMENT RESPONSIBILITY TOP MANAGEMENT DOCUMENT SERVER AND MASTER FILE
FS1030 COMPETENCE, AWARENESS AND TRAINING FSTL/TRAINER DOCUMENT SERVER AND MASTER FILE
FS1040 JOB DESCRIPTIONS TOP MANAGEMENT DOCUMENT SERVER AND MASTER FILE
FS1050 PREREQUISITE PROGRAMS (PRP’s) FSTL DOCUMENT SERVER AND MASTER FILE
FS1060 HAZARD ANALYSIS PREPARATION FOOD SAFETY TEAM DOCUMENT SERVER AND MASTER FILE
FS1070 HAZARD ANALYSIS FOOD SAFETY TEAM DOCUMENT SERVER AND MASTER FILE
FS1080 HACCP PLAN MANAGEMENT FOOD SAFETY TEAM DOCUMENT SERVER AND MASTER FILE
FS1090 IDENTIFICATION, LABELING AND TRACEABILITY FSTL DOCUMENT SERVER AND MASTER FILE
FS1100 CONTROL OF MONITORING AND MEASURING FACTORY MANAGER DOCUMENT SERVER AND MASTER FILE
FS1110 INTERNAL AUDIT AND SYSTEM VALIDATION FOOD SAFETY CONSULTANT DOCUMENT SERVER AND MASTER FILE
FS1120 CORRECTIVE ACTION FSTL DOCUMENT SERVER AND MASTER FILE
FS1130 CONTINUAL IMPROVEMENT TOP MANAGEMENT DOCUMENT SERVER AND MASTER FILE
FS1140 PRODUCT RECALL RECALL TEAM DOCUMENT SERVER AND MASTER FILE
FS1150 EMERGENCY PREPAREDNESS AND RESPONSE EMERGENCY TEAM DOCUMENT SERVER AND MASTER FILE

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FS1000-3 – EXTERNAL DOCUMENTS

Document Name Description Distribution Approval

ISO 22000:2005 Food safety management systems – Requirements

for any organization in the food chain
ISO 22002-1:2009 Prerequisite programmes on food safety – Part 1:
Food manufacturing
SANS 10049:2011 Food Safety Management – Requirements for
PRP’s

SABS 0133-1977 The application of pesticides in food-handling,

food-processing, and catering establishments
SANS 10330:2007 Requirements for a Hazard Analysis and Critical
Control Point (HACCP) System
SANS 241-1:2011 Drinking water
SANS 241-2:2011 Drinking water
ISO 14159:2002 Safety of machinery – Hygiene requirements for
the design of machinery
R918 Regulations governing general hygiene
requirements for food premises and the transport
of food
Foodstuffs, cosmetics Act 54 of 1972
and disinfectants Act
The Health Act Act 63 of 1977
th
GFSI 6 Edition
R146 Labelling Act
Consumer Protection Act No. 68 of 2008
Microbe Schedule
Trade Metrology Act Act 77 of 1973
SANS5763:2006 Efficacy of cleaning plant, equipment and utensils;
swab technique
Finished Product
Specifications
Letter of appointment
FSTL
Letter of appointment
Pest Control Monitor
GNR.246 OF 11 Feb Regulations governing the maximum limits for
1994 pesticide residues that may be present in
foodstuffs
R692 of 16 May 1997 Guidelines for Environmental Health Officers on
the Interpretation of Microbiological Analysis Data
of Food

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