Structured quality audits in the food industry

The food industry is one of the most sensitive sectors. When it comes to safety and quality, there is no room for deviation. Compliance with regulations and measures is verified in dedicated quality audits. Our article explains what food quality audits are, how they work, and what their results mean for companies.

Regardless of industry or context, quality audits systematically verify whether the definition and implementation of processes, activities, or systems meet defined standards, guidelines, laws, and norms. A food quality audit therefore refers to the examination and evaluation of processes, practices, and systems related to the production, processing, and distribution of food. Quality audits in the food industry primarily aim to ensure the safety and quality of food as well as compliance with the regulations that apply to the industry.

Handling food is highly sensitive. To provide maximum safety for consumers, various types of quality audits are conducted.

Internal quality audits

In an internal quality audit, the company itself reviews the effectiveness of its processes, draws the necessary conclusions, and takes corrective action. Internal audits include initial audits, in which processes are checked for the first time, and regular audits, which ensure continuous compliance with standards.

External quality audits

In an external quality audit, independent third parties verify compliance with standards. The following types of quality audits are particularly common:

• Supplier and customer quality audits check whether the quality requirements set by suppliers or customers are reliably met.
• Certification quality audits, for example for food safety certification or quality certification. Before a certificate is awarded, it is verified whether internationally recognized food safety and quality standards, such as ISO 9001, are being met.
• Hygiene quality audits check whether hygiene standards and practices are fulfilled. They are essential for ensuring food safety and quality.
• Traceability quality audits ensure that products can be traced along the entire supply chain and that affected items can be withdrawn in the event of complaints.

The exact course of a quality audit in the food industry varies from company to company. However, several key steps are usually followed.

1. Preparing the quality audit

In preparation for the audit, the company under review compiles the required documents and evidence and checks production facilities and equipment on site for compliance with the requirements.

2. Beginning of the quality audit

Before the actual audit begins, the auditors are welcomed and briefed. The process of the audit is discussed together. Once all questions have been clarified, the audit can start.

3. Document review

As part of the food quality audit, the auditor reviews all relevant documents and process records. The aim is to identify potential weaknesses and ensure compliance with standards.

4. Inspection of facilities

A food quality audit also includes the inspection of relevant facilities such as production sites and storage areas. At this stage, auditors verify whether hygiene and safety standards are being met.

5. Interviews

To reliably assess all relevant information about current processes, training measures, and compliance with requirements, interviews are conducted with the employees involved.

6. Review of processes

Auditors also check whether the actual implementation of processes in the company matches the documented procedures or whether deviations can be identified. Every step, from goods receipt to the packaging of the finished product, is examined in detail.

7. Traceability

Next comes the review of the traceability of individual product components along the entire supply chain. Companies usually choose only suppliers that meet traceability requirements. In addition, regular spot checks and simulations are conducted to test whether the supply chain is capable of responding efficiently.

8. Closing meeting and report preparation

Once the preceding steps have been completed, a closing meeting is held. The audit results are presented, and recommendations as well as optimization measures are discussed. In the case of deviations, corrective actions are defined, and in severe cases, regulatory steps are initiated. A written report summarizes the results, deviations, and any recommendations or measures.

9 Implementation of measures and optimizations

For the food company, the next step is practice: measures are implemented, deficiencies corrected, and processes optimized.

Typical measures include

1. Staff training on food safety and quality
2. Introducing equipment and systems to enable product checks
3. Installing devices for temperature monitoring
4. Implementing updates for quality control systems
5. Establishing documentation to ensure the safety of materials that come into direct contact with food.

Once a quality audit has been successfully completed and the results compiled, the key question is: what do they actually mean? In general, results from food quality audits are of great importance, as they provide the foundation for complying with food safety and quality regulations while making internal processes more efficient. Even deviations that trigger regulatory action can be seen as opportunities, since they form the basis for implementing improvements. Audit results can influence the following areas:

• They create safety and quality for food, as existing measures have been put to the test and necessary adjustments identified.
• Compliance with relevant regulations and strict customer requirements is ensured by a positive audit result, as all relevant processes have been reviewed and evaluated.
• The requirements for obtaining certifications in food safety and quality standards, such as ISO 9001, can be secured with a successful audit.
• Food quality audits also give companies the opportunity to continuously improve and increase efficiency by identifying potential for optimization.
• If serious violations are uncovered during the audit, however, this can lead to regulatory measures as well as a loss of trust and reputation.

Audits create a variety of benefits for food companies while also presenting certain challenges.

The most common benefits:

Reputation

Companies that have been audited and can prove this with a certificate receive global recognition for their products and processes.

Customer loyalty

Certifications provide customers with a strong sense of security and confidence.

Competitive advantage

Food quality audits can strengthen access to new markets by demonstrating that relevant safety requirements are being met. At the same time, they create a competitive edge.

Compliance with regulations

The requirements for food safety and quality are guaranteed, and legal regulations are fulfilled.

Continuous improvement

Because audits ensure that processes are reviewed regularly, they can be optimized on an ongoing basis.

The most common challenges:

Audits in the food industry also present companies with challenges. It is not always easy to cope with the complexity of the supply chain, as numerous raw materials from different regions are involved. In most cases, many actors are also part of the process and must be taken into account during the audit. Since regulations and legal requirements often change quickly, the validity of audit results must be reviewed regularly. A further challenge is the lack of standardized assessment methods. Different auditors apply different evaluation criteria, which can result in varying outcomes.

With our industry-specific ERP solution Yaveon 365, food companies benefit from a range of functions that maximize automation. This makes it easier to complete food quality audits successfully. Particularly useful for this are the following features:

Inventory list at batch level with batch status and expiration date

With the inventory list functions, companies can keep a clear overview of their stock – right down to batch level. Displaying the current batch status and expiration date of food products makes this possible.

Quality control in all ERP process steps

From goods receipt to goods issue control – a wide range of quality control functions are part of our industry-specific ERP. For food companies, this is not only important but indispensable.

End-to-end lot tracking

A product recall is one of the most critical situations in the food industry. If it happens, action must be taken quickly. With our lot tracking, it is immediately visible which lot is located where. This provides both security and responsiveness.

Rule set to ensure compliance with shelf life

For companies in the food industry, it is vital to comply meticulously with shelf life requirements. The rule set in Yaveon 365 supports compliance with remaining shelf life.

Supplier qualification

Working with suppliers is part of the everyday business for food companies. But do they meet the strict criteria? With supplier qualification in our industry-specific ERP solution, the quality of collaboration is documented and visible at a glance.

Specification management (allergens and ingredients)

Nuts, milk, and more: allergens and ingredients must be declared on food products. To ensure this, save time, and avoid mistakes, companies in the food industry use our specification management.

Production based on batch quality

Not all raw material batches used in production necessarily have the same quality or specifications. Yaveon 365 supports you in selecting the right or most suitable raw material batches for production. This ensures that finished products always meet the desired quality.

Incident management

If a process does not run smoothly, food companies must be informed as quickly as possible. Our incident management therefore makes it possible to monitor supply chain issues.

Pro or contra food quality audits? Definitely pro. Of course, there are challenges that affect companies to varying degrees. But they arise only from the fact that processes are introduced which provide safety for both food companies and consumers. Food quality audits are indispensable in the industry and should be carried out thoughtfully, responsibly, and with a focus on long-term benefits. The result: safe processes and confidence in handling your own products.