TRACEABILITY AND MOCK RECALLS
Penn State Cooperative Extension Penn State University
Traceability • Ability to track food through the food system back to their source and forward to the next destination • DOES NOT prevent a foodborne outbreak • CAN quickly identify the source of a product and speed an investigation • CAN limit damage to the consumer • CAN prevent damage to the innocent grower
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Two-way information flow Trace-back
Field
Grower
Packer
Distribution center
Trace-forward Penn State Extension 2012
Retailer (Store, restaurant, hospital, etc.)
Consumer
Product Recalls • Recalls are actions taken by a firm to remove a product from the market. • They may be conducted – on your own initiative, – By request of your buyer,
– by FDA request, or – by FDA order under court order.
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How to make your products traceable • Keep records of – – – – –
name of the product, the grower the production area, harvest dates (or group of dates), and where it was sent.
• Use crop production records, farm maps, transportation bills, weight tickets, and storage records to provide documentation. • Keep records for crops that are held in storage before packing Penn State Extension 2012
How to make your products traceable Step 1 - Map all production areas
Field 1 Field 2
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Step 2 – Label all produce containers with the date and location of harvest
Tomatoes
Field #1
ABC Farms 1 Farm Road, Anytown, PA 16803
Field #2
Grown in Pennsylvania 072411-2 TOTAL NET WT 16 oz (1 lb)
072411-2
Means the tomatoes were harvested on July 24, 2011 from field #2 Penn State Extension 2012
Grower and shipper information passed on to next buyer Fresh Tomatoes
Shipper information
Tomatoes
ABC Farms 1 Farm Road, Anytown, PA 16803 Grown in Pennsylvania 072411-2
TOTAL NET WT 16 oz (1 lb)
Grower information Penn State Extension 2012
Box labels show grower and shipper information
Step 3 - Include the harvest date and location on each invoice Tomatoes
ABC Farms 1 Farm Road, Anytown, PA 16803 Phone: 808-123-4567 Fax: 808-123-5678
ABC Farms 1 Farm Road, Anytown, PA 16803 Grown in Pennsylvania 072411-2
INVOICE Date 7/25/11 Invoice # 123456 Customer ID XYZ-312
BILL TO:
SHIP TO:
XYX Distributors 123 Store Rd Othertown, PA 16810
Same
ITEM T-1
DESCRIPTION Tomatoes (072411-2)
QTY UNIT PRICE TOTAL 15 bxs $2.00 $30.00
TOTAL NET WT 16 oz (1 lb)
Invoice shows grower, product, field, harvest date, date shipped
Other comments or instructions
SUBTOTAL $30.00 TAX RATE 4% S& H $0 TOTAL $31.20
Please include invoice number on your check.
Thank You for Your Business Penn State Extension 2012
Step 4 – Establish procedures to deal with a problem and document them
• Who is in charge of traceability? • Who will be contacted?
– Make a buyers and suppliers list using invoices and your contact lists. – Record contact information for • State Health Department and/or Department of Agriculture • Attorney contact information • Newspapers, radio, TV • Extension food safety educator
• Conduct a mock recall at least once per year. Penn State Extension 2012
Mock Recall Example . . . • This is just one very simple example of how a mock recall might be conducted. • Variations depend on the audit: unannounced mock recall, time limit after shipping, etc. • Work with your auditing company and customers for specific instructions on how to conduct a mock recall.
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Mock Recall Flow Chart (example only) Day 1
Notify buyer that a mock recall will be conducted 2 days from the present time
Identify and record lot number to be shipped to participating buyer
Day 2 Ship to buyer
Contact buyer and request disposition of the previously identified product lot number
Day 3
(e.g. how many sold/how many still at location)
Obtain written confirmation by fax or email Penn State Extension 2012
Mock Recall – Day 1
Grower
Buyer
Grower: “Hello, this is John Smith from ABC Farms. Our GAP program requires us to conduct a mock recall at least once per year.“ Penn State Extension 2012
Mock Recall – Day 1
Grower
Buyer
Grower: “Will you help us out by participating in this year’s mock recall? Remember, this is NOT a real recall notice. We just want to see if our plan is working correctly.” Penn State Extension 2012
Mock Recall – Day 1
Grower
Buyer
Grower: We will make our usual shipment to your store tomorrow. The day after that, I will call you and ask how much of that shipment remains at your location. Penn State Extension 2012
Mock Recall – Day 1
Grower
Buyer
Buyer: “OK, we will expect to hear from you in 2 days.” Penn State Extension 2012
Mock Recall – Day 2
ABC Farms
Grower
The product is shipped by the grower Penn State Extension 2012
Mock Recall – Day 2
ABC Farms
Buyer
The product is received by the buyer Penn State Extension 2012
Mock Recall – Day 3
Grower
Buyer
Grower: Hello, this is John Smith from ABC Farms again. We shipped our product to your store yesterday. Penn State Extension 2012
Mock Recall – Day 3
Grower
Buyer
Grower: “Please tell me how many boxes you have already sold and how many boxes remain at your location” Penn State Extension 2012
Mock Recall – Day 3
Grower
Buyer
Grower: “The lot number labeled on the boxes was 123456XXX” Penn State Extension 2012
Mock Recall – Day 3
Grower
Buyer
Buyer: “OK, let me check my records” Penn State Extension 2012
Mock Recall – Day 3
Grower
Buyer
Buyer: “According to my records, we received 20 boxes with that lot number from you yesterday.” Penn State Extension 2012
Mock Recall – Day 3
Grower
Buyer
Buyer: “We have 8 boxes on site and we have sold 12 boxes.” Penn State Extension 2012
Mock Recall – Day 3
Grower
Buyer
Grower: “Thank you. Would you please fax or email this information to me for my records?” Penn State Extension 2012
Mock Recall – Day 3
Grower
Buyer
Buyer: “Yes, I will send that information to you.“ Make sure the buyer faxes or emails the report using their business letterhead Penn State Extension 2012
Keep a record of the mock recall !
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Buyer Contact List
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Mock Recall Log
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