Last Updated on March 19, 2024 by Ossian Muscad
Food safety is a huge concern for every food service business owner. In fact, according to the Centers for Disease Control and Prevention, there are about 48 million cases of foodborne illnesses in the United States every year. That’s one out of six people! This growing issue is why it’s so essential to implement a food safety program in your business, such as SQF (Safe Quality Food).
This article will introduce SQF and show you why it’s essential to create an SQF audit checklist to ensure that you execute a proper SQF audit. In turn, you will maintain your SQF certification and have a good reputation among your customers.
What is SQF?
SQF is an internationally recognized food safety program that helps businesses ensure the quality and safety of their food products. This program is designed to ensure the quality and safety of food using the HACCP (Hazard Analysis Critical Control Point) food safety system. The SQF certification is a well-recognized food industry standard that is conducted yearly. In addition, SQF standards are approved and recognized by the Global Food Safety Initiative (GFSI).
To maintain SQF certification, you must complete an annual SQF audit. This audit aims to check and confirm that SQF practices and procedures are being followed in your food business. It also helps ensure that suppliers and other food supply chain businesses comply with SQF standards.
What is a Safe Quality Food Audit?
A Safe Quality Food (SQF) Audit is a systematic evaluation designed to assess and verify the food safety and quality processes within food manufacturing and processing industries. This comprehensive audit scrutinizes the organization’s adherence to the rigorous SQF standards, which encompass everything from ingredient sourcing to the final product delivery.
The primary objective of the SQF audit is to ensure that suppliers and all entities involved in the food supply chain are upholding the high standards set by the SQF program. By successfully passing this audit, businesses not only achieve or maintain their SQF certification but also leverage this certification to gain and strengthen partnerships with major institutions and stakeholders in the food industry.
This certification signifies to partners and consumers alike that the company is committed to delivering safe, quality food products, thereby enhancing its marketability and reputation. Once achieved, it is essential to maintain the SQF certification by conducting regular audits and consistently adhering to SQF standards.
What is a SQF Audit Checklist?
An SQF audit checklist is a tool SQF auditors use to assess whether a food business is following SQF practices and procedures. This inspection form makes certain parties responsible for handling food comply with food safety regulations. Whether they’re restaurant staff, farmers, distributors, or suppliers, everyone must comply with the SQF standards.
Mishandling of food can spread disease-causing bacteria, leading to lawsuits filed against the business involved. That’s why using an SQF audit checklist is essential to standardize procedures and ensure no step in the food safety process is overlooked.
This checklist covers all aspects of the SQF system, from food safety and quality management to facility and equipment maintenance. SQF audits are conducted by SQF-certified auditors, who will go through this checklist step-by-step to ensure everything is being done correctly.
3 Levels of SQF Certification
Currently, there are three levels of SQF certification recognized for food safety standards. These levels suit farmers, primary producers, food manufacturers, and distribution networks. The three levels of SQF certification are as follows:
1st Level: Food Safety Basics
The first level of SQF Certification is designed as an entry point for businesses to begin aligning with SQF standards, focusing on the basics of food safety. It requires companies to implement fundamental food safety controls and is considered a preliminary step before advancing to more comprehensive levels of certification.
This level addresses the essential hygiene practices that must be in place within a food production or handling facility, ensuring that the environment does not pose any risk to food safety. Although it does not encompass a detailed food safety management system, achieving the 1st Level of SQF Certification demonstrates a commitment to maintaining basic food safety standards.
2nd Level: HACCP Concept
The second level of SQF certification dives deeper into food safety, employing the HACCP (Hazard Analysis Critical Control Point) principles. This level is more rigorous and detailed than the first, requiring a systematic approach to identify, evaluate, and control food safety hazards. It extends beyond basic hygiene practices by requiring the implementation of a comprehensive food safety plan that aligns with the HACCP methodology.
Businesses that reach this level of certification not only exhibit a strong commitment to food safety but also meet regulatory requirements for food safety management. This certification is suitable for manufacturers, processors, and handlers who wish to assure their customers of their product’s safety and quality.
3rd Level: A Comprehensive Food Safety and Quality Assurance System
The highest level of SQF Certification, the third level, encompasses a comprehensive food safety and quality assurance system. This level integrates food safety management with quality management principles, ensuring that certified entities not only meet safety regulations but also exceed them by maintaining superior product quality standards.
Level 3 certification demonstrates an organization’s highest commitment to food safety and quality, requiring a continuous improvement mindset and rigorous adherence to food safety cultures and practices. Achieving this level signifies to customers, stakeholders, and regulatory bodies that a business operates at the pinnacle of food safety and quality excellence.
Preparing for SQF Certification
Preparing for SQF Certification is a critical step for any food business aiming to achieve excellence in food safety and quality. The process involves a series of strategic actions and commitments to ensure compliance with the rigorous standards of the Safe Quality Food Institute. It is a pathway not just to certification but to establish a culture of continuous improvement and assurance in food safety practices.
- Have an SQF Practitioner read and understand the latest SQF Code: This is the first step in ensuring that your business is aligned with the most current standards and practices. The SQF Practitioner should be someone within your organization who is in a position to oversee the implementation of SQF standards. They must thoroughly understand the SQF Code as it pertains to your specific sector of the food industry to guide the business through the preparation and certification process effectively.
- Register to the SQF database: Registering your business on the SQF database is essential. This is how your organization formally enters the SQF program. Registration helps manage your certification process and also provides access to essential resources and support provided by the SQF Institute.
- Develop and establish a HACCP-based food safety plan: A core requirement of the SQF certification process involves developing a comprehensive food safety plan based on HACCP (Hazard Analysis Critical Control Point) principles. This plan should identify potential food safety hazards relevant to your segment and outline control measures to mitigate these risks to ensure the safety and quality of your products.
- Establish food safety monitoring: Continuous monitoring and verification of food safety practices through regular audits are crucial. This ensures that food safety procedures are adhered to consistently and effectively. Recording the results of these audits is also essential for tracking performance over time and identifying areas for improvement.
- Define your organization’s competencies: Understanding the specific skills and knowledge your team needs to meet SQF standards is critical. Use the results of your audits to pinpoint gaps in competencies and develop a targeted training program to prepare for certification. This ensures everyone involved understands their role in maintaining food safety and quality standards.
- Ensure competency needs are met: After identifying training needs, act to fill these gaps and ensure that all employees are well-informed about their responsibilities and the overall goals for SQF certification. Continuous communication and education are vital to fostering a culture of food safety within the organization.
- Partner with a third-party auditor for SQF certification: Finally, engage with a certified third-party auditor to conduct the official SQF certification audit. This partnership is crucial, as the auditor will assess your business’s compliance with SQF standards and identify areas for improvement, leading to the achievement of SQF certification.
Benefits of SQF Certification
Having an SQF certification will ensure that you will consistently improve your processes. At the same time, identifying risks will be easier since you have a structured way. Apart from that, here are other advantages of an SQF management system:
Continuous Monitoring
Implementing an SQF certification allows for the continuous monitoring of food safety processes. It instills a proactive approach to identifying, assessing, and mitigating risks, ensuring the ongoing integrity and safety of food products. This regular scrutiny not only facilitates the early detection of potential hazards but also enables quick corrective actions, making the food safety process more reliable and less prone to failures.
Global Recognition
SQF certification is recognized worldwide, offering businesses international credibility in food safety standards. This global acknowledgment assures customers and partners of a company’s dedication to high-quality food safety practices, opening doors to new markets and opportunities across the globe. Furthermore, it enhances the brand’s reputation, providing a competitive edge in the food industry.
Improved Food Safety
With its foundation in HACCP principles, SQF certification significantly improves an organization’s food safety measures. Identifying and controlling hazards at every step of the production process minimizes the risk of foodborne illnesses and ensures the delivery of safe, quality food products to the consumer. This comprehensive approach to food safety not only protects public health but also strengthens consumer trust in the brand.
Continuous Alignment With Food Safety Regulations
SQF certification ensures that businesses are always in compliance with the latest food safety regulations. The SQF program is continuously updated to reflect changes in legislation and industry standards, helping companies stay ahead of regulatory requirements. This ongoing alignment reduces the risk of legal issues and ensures uninterrupted operation, reinforcing a company’s commitment to legal compliance and safety.
Maximize Your Profits
Achieving SQF certification can lead to increased operational efficiency, reduced waste, and improved product quality, all of which contribute to maximizing profits. It allows businesses to streamline their processes and reduce costs associated with recalls and non-compliance penalties. Additionally, the enhanced reputation and customer trust resulting from SQF certification can drive sales and encourage customer loyalty, further bolstering profitability.
Reduced Complaints
By maintaining stringent food safety standards, SQF-certified companies experience fewer customer complaints related to food quality or safety. This reduction in complaints not only signifies superior product integrity but also results in lower handling costs and a decreased likelihood of costly product recalls. Furthermore, satisfied customers are more likely to become loyal patrons and recommend the brand to others, amplifying positive business outcomes.
What Items to Include in a SQF Audit Checklist?
An SQF audit checklist should be comprehensive and cover all essential aspects of food safety and quality. This ensures a thorough audit that complies with SQF standards. Here are the critical items to include in your SQF audit checklist:
- Assessment of Management Commitment: Evaluate the level of commitment and active engagement from management in upholding food safety standards, including their involvement in setting the tone for a food safety culture within the organization.
- Thorough Review of Food Safety Plan: Conduct a comprehensive review of the Hazard Analysis and Critical Control Points (HACCP) food safety plan. Ensure it is not only updated but also tailored specifically to the organization’s operations and verify its proper implementation across all relevant processes.
- Evaluation of SQF System Implementation: Assess the extent to which the business embraces and effectively implements the Safe Quality Food (SQF) system, considering its integration into daily operations and overall impact on food safety practices.
- Verification of Employee Training: Confirm that all personnel involved in handling food products have undergone thorough training in food safety measures, including proper hygiene practices and protocol adherence.
- Comprehensive Supplier Verification: Evaluate the effectiveness of supplier verification processes to guarantee that all suppliers meet the required SQF food safety standards, ensuring the integrity of the supply chain.
- Detailed Facility Maintenance Inspection: Conduct a meticulous inspection of the cleanliness and maintenance practices within the establishment to uphold food safety standards and prevent potential hazards.
- Equipment Maintenance Verification: Verify that all equipment essential for food handling and processing is adequately maintained, calibrated, and in optimal working condition to avoid risks of contamination or foodborne illnesses.
- Robust Allergen Management Procedures: Ensure that comprehensive allergen management procedures are established and correctly implemented to prevent cross-contamination and protect consumers with food allergies.
- Thorough Traceability and Recall System Validation: Validate the existence of a robust system for tracking food products from procurement to distribution and confirm the efficacy of procedures for executing product recalls promptly when necessary to ensure consumer safety.
- Compliance with Product Development and Realization Processes: Confirm that product development and realization processes align with the requirements outlined in the SQF code, encompassing quality control measures and adherence to food safety regulations.
- Review of Corrective Actions Protocol: Assess how the business addresses instances of non-compliance with food safety standards, evaluating the efficiency and effectiveness of corrective actions taken to rectify issues promptly and prevent recurrence.
Each business is unique, so your SQF audit checklist may be slightly different based on the specifics of your operations, location, and products. Regularly reviewing and updating the checklist is crucial to maintain its relevance and effectiveness.
How to Create a SQF Audit Checklist?
Creating an SQF Audit Checklist requires a thorough understanding of the SQF standards and the specific operational aspects of your business. Below are the key steps to creating an effective audit checklist:
- Understand SQF Standards: Familiarize yourself with the SQF Code’s latest version and the food safety and quality requirements specific to your business sector.
- Identify Key Processes: Identify all critical processes in your business related to food safety. These could include procurement, storage, food handling, packaging, and distribution.
- Determine SQF Requirements: Based on the key processes identified, determine the specific SQF requirements that should be met. Ensure that personal hygiene, sanitation, pest control, traceability, and allergen control requirements are included.
- Develop Checklist Items: Develop specific items (questions/points) for each requirement. For example, under personal hygiene, items could include: Are employees washing their hands regularly? Do employees wear clean and appropriate attire?
- Assign Responsibility: For each checklist item, assign a responsible person who will verify and document compliance during the audit. This could be the Quality Assurance Manager, SQF Practitioner, or a dedicated auditor.
- Prioritize Checklist Items: Prioritize checklist items based on their potential impact on food safety. Items related to critical control points (CCPs) should be given the highest priority.
- Establish Audit Frequency: Determine how often the audit should be conducted. This could vary depending on the nature of the process and its potential risk to food safety.
- Test the Checklist: Before starting the actual audits, test the checklist in a small-scale audit. Fine-tune the checklist based on the findings from this test audit.
- Train the Auditors: Ensure that the auditors are well-trained on the SQF Code, the audit procedure, and the use of the audit checklist. Regular refresher training should also be conducted.
- Continuous Improvement: Review and update the checklist regularly to reflect any changes in the SQF Code, industry practices, or business operations.
An effective SQF Audit Checklist is a crucial tool that supports your food safety program. It should be comprehensive, clear, and applicable to your business operation.
Create a SQF Audit Checklist Using DATAMYTE
DATAMYTE is a quality management platform with low-code capabilities. Our Digital Clipboard, in particular, is low-code workflow automation software that features a workflow, checklist, and smart form builder. This tool lets you create custom checklists, forms, and workflows to fit your business needs.
DATAMYTE also lets you conduct layered process audits, a high-frequency evaluation of critical process steps, focusing on areas with the highest failure risk or non-compliance. Conducting LPA with DATAMYTE lets you effectively identify and correct potential defects before they become major quality issues.
With DATAMYTE, you have an all-in-one solution for creating, managing, and conducting SQF audits. You can easily customize checklists, assign tasks to different users, schedule audit frequency, and track corrective actions for non-compliance. Book a demo now to learn more.
Conclusion
In the dynamic landscape of food safety management, having a meticulously constructed SQF Audit Checklist emerges as a backbone, ensuring compliance with the rigorous standards set forth by the Safe Quality Food Institute. This powerful tool not only facilitates a systematic approach to auditing but also cultivates a culture of continuous improvement, emphasizing prevention overcorrection.
By adopting a structured checklist tailored to your business’s unique needs, you are investing in the health and safety of your consumers, the integrity of your brand, and the sustainability of your operations. With each audit conducted through the lens of this checklist, businesses take a significant step towards achieving excellence in food safety and quality, reflecting their unwavering commitment to upholding the highest standards in the industry.
