Food safety audits: a guide for manufacturers

A food safety audit is a systematic and documented evaluation of your food safety management system. Auditors examine processes, evidence, and the current flow of your production. The aim is to determine compliance with laws and standards and to identify opportunities for improvement. The outcome is more than just a report: it is an effective tool for defining clear actions, setting priorities, and making the effectiveness of your processes measurable—from the quality audit in production to the supply chain.

Quality audits create security – for people, markets, and your brand. Regular quality audits help you identify risks early, avoid costly recalls, and enhance reliability throughout the entire supply chain. For sales, recognized certificates such as BRCGS/IFS or SQF are often the key to entering new markets, as many customers see them as a requirement. Internally, quality audits also play a significant role: they foster a culture where quality is not only documented but actively practiced. This includes targeted training to ensure all participants are well-versed in their roles, responsibilities, and the control of critical control points (CCPs) in daily operations.

• Internal (First-Party): A self-assessment to continuously ensure audit readiness.
• Suppliers (Second-Party): Evaluation of partner companies and raw material sources to secure the supply chain.
• Certification (Third-Party): An independent quality audit by external bodies according to recognized standards (e.g., BRCGS, IFS, SQF).
• Regulatory: An inspection by regulatory authorities to ensure legal compliance, including FSMA and FDA requirements.

The 5 C's of food safety is a concept for the safe handling of food. It serves as a mnemonic that makes complex requirements more tangible by summarizing the key areas of food safety and providing teams with quick guidance—in everyday situations and during quality audits. The following core areas of food safety are captured by the 5 C's in English terms:

1. Clean (cleanliness/hygiene)
2. Cook (safe heating)
3. Chill (maintaining the cold chain)
4. Cross-Contamination Prevention (avoiding cross-contamination/allergen management)
5. Compliance (adherence to regulations, roles, and proof obligations)

Mastering these "5 C's" in daily operations proactively addresses most quality audit questions.

Proper preparation is key to reliable audit success. Start with an internal walkthrough and compare documents with real practices through random sampling.

• Documentation & Control: Is the HACCP documentation (plans, CCPs, limits) current, approved, and version-controlled? Are all SOPs up-to-date?
• Traceability & Recall: Is seamless lot tracking ensured? Conduct a mock recall.
• Training & Hygiene: Are records of all mandatory training available? Are personal hygiene guidelines clear and being followed?
• Facilities & Equipment: Are all calibrations and maintenance up to date? Is pest control monitoring operational?
• Cleaning Programs: Are plans and supplies approved? Are measures verified and validated?

A structured approach on the audit day enhances confidence: Prepare a room for discussions, assign designated escorts for the tour, and ensure you can quickly access reports and data. A template for corrective and preventive actions (CAPA) aids in systematically recording any deviations.

• Documentation gaps: Incomplete or contradictory records are a common deficiency.
• Traceability breaks: If batches are not properly linked at all stages, it leads to issues.
• Training deficits: Missing or outdated records indicate gaps in current training status.

Modern ERP systems with a focus on specific industries simplify and support quality audits.

The benefits are diverse: While digital systems replace isolated paper and spreadsheet solutions with clean, versioned evidence, continuous traceability ensures that test recalls take minutes instead of hours. Automated inspections and alerts, such as those for temperature fluctuations, calibrations, or CCP monitoring, reduce manual errors and generate comprehensive logs.

Another advantage: Standardized workflows for quality and CAPA ensure deviations are not only corrected but also verified for effectiveness. Reports and exports for the audit can often be generated at the push of a button. This transforms the audit from a strenuous task into a manageable process.

These effects arise when processes, data, and proofs seamlessly integrate – without media disruptions or detours. This is where Yaveon 365 for the food industry comes into play.

• Audit-proof documentation and control
  Central HACCP documentation, approved SOP versions, test protocols, CAPA, and comprehensive audit trails – all versioned and always accessible.
• Traceability at the click of a mouse
  Continuous lot tracking from warehouse receiving to delivery. Includes supplier reference and COA linking for precise recalls.
• Quality testing and CCP monitoring
  Integrated test plans with defined limits, automatic logging, and notifications for deviations – complemented by structured CAPA with effectiveness checks.

Your specific benefits:

• Industry best practices for HACCP, allergen, and foreign body controls are readily available.
• Continuous lot tracking from warehouse receiving to delivery.
• Integrated workflows for quality and CAPA with clear responsibilities.
• Audit trails and role rights that enhance traceability and compliance.

Yaveon 365 is  the ERP for the process manufacturing industry in the Microsoft ecosystem that integrates audit requirements directly into the workflow. Active in the background, present at critical moments.