Let us first understand what traditional document processing is in food manufacturing. It refers to the manual handling, creation, storage, and management of documents related to production, quality control, food safety, and overall food compliance.
In traditional document processing, actual physical paperwork using some basic digital tools (like spreadsheets or Word documents) records this critical information throughout the manufacturing process, which contributes to the effective running of the food safety management system.
However, with continual technological advancements, digital solutions are becoming increasingly popular. Many food manufacturing companies are toying with the idea of transitioning to a digital food safety system, and this article will help you make an informed (and right) decision.
So, What Are the Different Types of Traditional Documents in Food Manufacturing?
These are the most important documents that are kept by way of a paper trail in a food safety management system:
- Batch production records are detailed documents that record all aspects of the manufacturing process for a specific batch of a product, ensuring consistency, quality, and regulatory compliance.
- Ingredient traceability logs – these are essential records that food manufacturing companies use to track the journey of ingredients from their source to the finished product
- Quality control checklists – these are essential checkpoints to ensure food safety and maintain the quality standards of the food product manufactured
- Cleaning and sanitation schedules are detailed documents outlining how and when specific cleaning and sanitation tasks will be performed to maintain a clean and safe environment within the food manufacturing facility.
- HACCP (Hazard Analysis Critical Control Points) documentation outlines a systematic approach to identifying, evaluating, and controlling food safety hazards that ensure food safety from raw materials to the finished product.
- Supplier certificates and audits—these are certificates based on systems such as SQF, GFSI, or ISO/FSSC, which demonstrate that a supplier has implemented and maintained a food safety management system that meets specific requirements and required legislation.
- Shipping and receiving logs are crucial documents that track the details of incoming raw materials, ingredients, and packaging as well as outgoing food product deliveries. They ensure proper handling and storage to maintain food quality and safety for the end consumer.
- Inventory tracking forms are essential documents used to track and manage food and packaging stock, helping businesses minimize waste, optimize ordering, and ensure sufficient ingredients are available to meet customer demand.d
- Food safety compliance reports are essential documents detailing the findings of factory inspections or audits conducted by local authorities and legislation to ensure food manufacturing facilities adhere to food safety regulations and standards.
Imagine how amazing it would be if these critical documents and checklists were available to us at our fingertips with the click of a button.
It would make the job of the food safety team so much more enjoyable, with personnel able to concentrate on actual food safety troubleshooting as opposed to writing and writing their lives away….
Below are the Characteristics of Traditional Document Processing using Paper trails:
| Feature | Method | Challenges |
|---|---|---|
| Data Collection | Paper forms, clipboards, Excel sheets | Manual errors, missing info |
| Storage | Filing cabinets, binders, and shared drives | Space-consuming, difficult to search |
| Reporting | Manually compiling data into reports | Time-consuming, error-prone |
| Compliance | Manual audits and checks | Hard to maintain consistency |
| Traceability | Paper trails for ingredients & processes | Slow during recalls or audits |
So, why is Paper Trail still used?
A couple of the main reasons food businesses still opt for a paper trail can be divided into these points below:
- Simplicity & familiarity – the documents and checklists become repetitive over a prolonged period, and food safety teams (especially long-standing staff members and food handlers) are accustomed to the legacy processes and monotonous cycle of paper trail, which often leaves little room for expansion of thought and learning something new in food safety
- Low upfront cost and no need for advanced IT infrastructure – budgets pose a problem in food businesses. Companies may not see the value in investing in a digital food safety system and choose to continue legacy processes, which are very time-consuming and inefficient.
And what are the Main Drawbacks of using Paper Trail?
In this case, the disadvantages of a paper trail system outweigh the advantages of a digitized food safety system.
- Prone to human error – rushing through documents and making mistakes that could result in incorrect results and non-conformances
- Time-consuming data entry & retrieval – Sifting through paperwork to find the right section to fill as well as vital records of food traceability
- Difficult to scale or standardize – Manually writing documents and records may have inconsistencies and pose a problem if planning towards the growth of the business and food safety system.
- Vulnerable to document loss or damage – Rewriting of records after spending time searching for paper trails only to realise that it is either illegible, lost, or damaged
- Slower response in audits, recalls, or investigations – the time taken to locate documents and records can cost a food business considerably during a crisis, and negatively impact turnover.r
Now Let’s Talk About Moving From Traditional Document Processing to a Digital Food Safety System
Many food manufacturers are now moving towards digital transformation, either by adopting automation, document management systems (DMS), or manufacturing execution systems (MES) to replace traditional methods of document processing.
One of the key benefits of a digital food safety system is quick and easy access to critical information. Trying to figure out records and illegible handwriting, or just spending time searching through a large stack of paper, can now be a thing of the past! This promotes the growth and upscale of the food safety department and business due to team members being able to be completely present in the manufacturing process and mitigate risk much more effectively. Managers can address issues and impending problems very quickly, saving time, money, and expensive recalls before the product even leaves the dispatch door! This is what I would call a proactive approach to food safety.
A digital food safety system is fully compliant with accuracy and precision. There is no room for human error, as the gates are intelligently designed to not allow you into the next phase of the document or checklist if information or values have been entered incorrectly and are out of specification. This forces the food handler to investigate and prevent the associated risk in real time. Built-in checks and balances in a digital system make food safety simple! Incomplete records and missed information can now be a thing of the past.
I have often found myself frantically searching for records and checklists pertaining to a specific date as requested by the auditor during an inspection.
Pretty horrible, right?
This is where a digital food safety system saves the day, as all data is organized and accessible regardless of location. Data and information are stored safely in the cloud and are easily accessible from your mobile phone, tablet, or laptop at all times.
Conclusion
As a food safety professional, I would opt to break away from traditional document processing and move towards the fuss-free implementation of a digital food safety system.
I would find a ton of job satisfaction if I could walk into my food manufacturing facility and not have to physically check the temperatures in every cold room, or look for missing records amidst piles of paperwork – and most importantly, if I could make sure that I have all my documents and information ready before my upcoming audits and inspections so that I can be compliant in every sense of the word!
Audit-readiness at all times can be easily achieved with the help of digitization.
So, what are you waiting for? Get a free consultation with FoodReady today and make your dream of digitization a reality.
