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Document and Data Control

Monitoring – To review, confirm and document evidence of the implementation against documented limits.

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Monitoring: Monitoring is the act of reviewing and confirming measurable parameters of a defined process or product status.

Monitoring requirements within food industry sectors are generally identified against limits of acceptability defined within HACCP plans, implementation procedures and work instructions. Monitoring usually includes some element of record keeping, which may be maintained manually or through digital systems. It is important to consider that advancements of technology have spawned many systems and processes which are self monitored and or self adjusted when variances are identified. Regardless of the system used; The goal of any monitoring activity is to provide sufficient evidence that any limit of acceptability has been met.

Traditional Document and Data Control monitoring requirements include manual recording and the application of corrective actions when the results of monitoring are found to be outside acceptable limits. Corrective Actions should also generally be strongly linked to the monitoring process where applied to ensure full traceability of the applied actions.

Common monitoring activities and record formats may be applicable to Document and Data Control:
- Document Register: A Document Register format is commonly used to define current controlled systemic documents. Formats are commonly inclusive of Document Name, Document Number or Code, Document Location, Current Document Date and Date of the Document Replaced by the Current Version. Document register formats are also commonly inclusive of Product Specifications and Food Safety and Quality Standards.
- Amendment Register: An Amendment Register format is commonly used to identify changes made to specified documents. Formats are commonly inclusive of Document Name, Document Number or Code, Current Document Date, Details of Amendments and Document Approver.

If your food business supplies foodstuffs manufactured to a customer’s specifications, it is important to consider any specific Document and Data Control Monitoring requirements in relation to their items.

You may wish to visit the Document and Data Control Templates section of foodindustrycompliance.com for examples of Document and Data Control documentation, record and resource formats commonly applied within food safety and quality systems.


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