Packhouse audit record keeping requirements
Packhouse audit and record keeping requirements: A complete guide to record keeping requirements for packers of fresh produce, and food service companies. Comply with food safety, food handling, and export requirements.
1. Packhouse audit record keeping requirements: Advisory findings
• Horticulture export properties applying for accreditation or renewal must be audited to assess their ability to comply with the performance standards and importing country requirements before accreditation is approved for the property.
• The manager of the property seeking accreditation, as well as any nominated individuals such as crop monitors, must be present at the audit.
If a non-compliance is detected during an initial audit, the auditor must issue an advisory finding. Each advisory finding must:
• describe the identified non-compliance
• state the due date for rectification of the non-compliance, which is no more than seven calendar days from issue of the advisory finding
• be issued in writing by auditors immediately upon completing the audit.
The following table outlines the process for conducting an initial audit of a property. Each of these steps usually happen in reasonably quick succession of each other.
1. An entry meeting is conducted that outlines the objectives, scope and process of the audit.
Note: Where there is a more appropriate representatives managing horticulture export operations on the property the manager may nominate this person to represent them during the audit. • Packhouse
• Audit
Services
Group
2. The manager provides the auditor with copies of all required documentations. The required documents are outlined in Audit Performance Standards below. Documents may include:
• crop monitoring records
• trapping program
• trapping records (or other monitoring measures)
• pest and disease control program
• spray diaries
• traceability systems
• cleaning and waste removal program
• cleaning records• training program
• training records. • Packhouse
3. The auditor completes a site inspection and assesses compliance against the performance standards in the audit checklists.
2. Packhouse record keeping & responsibilities
Record keeping
Accredited properties must retain documentation in relation to audits, accreditation and export certification for a period of at least two years.
Packhouses must maintain records of:
• cleaning and pest control activities • receivals and load out of product • staff training.
Packhouse responsibilities
Packhouse managers must maintain evidence of the property’s accreditation and comply with all managers responsibilities under the Export Control (Plants and Plant Products) Rule 2021.
Packhouses must meet the below requirements (as outlined in Management of Horticulture Export Accredited Properties – agriculture.gov.au/export/controlled-goods/ plants-plant-products/plantexportsmanual#accreditedproperties).
Training
• Packhouses must designate responsibility to staff for:
- receivals
- packing - storage - load-out.
• Packhouses must ensure staff are appropriately trained in the department standards and protocol requirements, as outlined in documented systems.
• Records of training must be maintained.
Hygiene
Packhouses must:
• have documented systems for pest control, waste removal and cleaning programs including an end and start of season cleaning regime
• ensure any rotted, damaged or infested product is regularly removed from the packhouse
• clean their premises regularly to ensure they are maintained in a hygienic manner
• take appropriate measures to maintain the phytosanitary security of product during receival, packing, storage and load out.
Traceability
Packhouses must:
• have a documented system to ensure traceability and movement of goods from an accredited block through to the packhouse
• ensure packages and/or pallets are labelled (as a minimum) with the name of the product, accredited block number and accredited packhouse number, where required by a protocol
• label packages with any other additional information as required by the protocol
• provide traceability and movement information to the receiving establishment
• keep receival/loading records of product from individual farms
• keep export eligible and non-export eligible product separate
• have systems in place to minimise the risk of substitution.
3. Packhouse audit record keeping requirements: Performance standards for Packhouses
The manager of the packhouse must ensure the following performance standards are met (as outlined in Performance Standards for Packhouses – agriculture.
General requirements
The following table outlines the performance standards for the general requirements at packhouses.
Checklist items Performance standards – general requirements
1.1
Legislation and obligations Has a current copy, or can access the protocol and/or work plan.
Explains or demonstrates where to access importing country requirements.
Explains notification requirements for changes to accredited property (for example: management changes, operational changes).
Has evidence of property’s accreditation (only relevant if currently accredited).
1.2 Training Staff performing receivals, packing, storage and loadout have been trained in the departmental standards and protocol requirements relevant to their functions.
Staff training records are retained.
Training records contain:
• details of the training undertaken
• date the training was completed
• name of the individual that was trained.
2. Traceability
EXPORTING TO JAPAN | PACKHOUSE AUDIT | MAY 2021 3
The following table outlines the performance standards for traceability of horticultural products at packhouses.
4. Packhouse audit record keeping requirements: Packhouse compliance
2.1 Receivals Has demonstrated traceability to individual blocks.
Has demonstrated that only product from accredited properties is packed for particular markets.
Has demonstrated that all receivals records are in their possession.
2.2
Documentation Has a documented system for:
• traceability and movement of goods from an accredited block through the packhouse
• maintaining segregation of product with a phytosanitary status.
2.3 Segregation Export eligible and non-export eligible produce are kept separate.
Checklist items Performance standards – traceability
2.4 Load out There is demonstrated traceability from receivals through to dispatch and delivery of traceability information to the next entity.
3. Hygiene and security
The following table outlines the performance standards for hygiene and security at packhouses.
Checklist items Performance standards – hygiene and security
3.1
Premises conditions • Has demonstrated that the premises are in a clean and sanitary condition.
• Has suitable equipment and infrastructure to allow handling of product.
3.2
Documentation Has a documented system and completed records for: • pest control
• waste management (general and product waste)
• routine cleaning programs
• start and end-of-season cleaning regime
• product security.
3.3
Security Has demonstrated security to avoid infestation or contamination.
4. Packaging and labelling
The following table outlines the performance standards for packaging and labelling at packhouses.
Checklist items Performance standards – packaging and labelling
4.1
Packaging Has demonstrated that the correct packaging is used. It is advisable to also have a copy of the label for Japan available at audit.
Has demonstrated that unused packaging is kept clean if on site or has a documented system on how packaging is kept clean whilst being stored.
4.1
Training Has demonstrated correct labels are used.