Reference No.: C9.14.01.01 Records

Element: Records
Factor: Distribution record
Area: Distribution records, recall procedure and notice to the public
Component: Food safety
Revision date: March 1, 2009
Last version: Not applicable

Authoritative source:

Food Safety and Quality Act, 2001; O. Reg. 31/05 s. 136

  1. (1) The operator of a meat plant shall ensure that, at the time a carcass, meat product or inedible material is shipped from the plant, a written distribution record is made that records the address to which the carcass, meat product or inedible material, as the case may be, is shipped.

    (2) The operator shall keep the written distribution record at the plant at least until,
    1. the third anniversary of the date on which it is made, in the case of a thermally processed, hermetically sealed meat product; or
    2. the anniversary of the date on which it was made in all other cases.

Rationale:

In the event of a recall, information must be readily available to permit recovery of all product affected by the recall. Information which cannot be located in a timely manner or that is incomplete or inaccurate may hinder a recall. Therefore accurate and complete distribution records are essential. Information required in the event of a recall includes customer name and telephone number, which should be associated with the product identification and size of product, if applicable. The product lot number or code and the quantity of product shipped to the customer are all essential in order to facilitate the recall. Distribution records must be easily identified and retrievable for recall purposes, so a filing system that permits easy access is important. Distribution records should be kept at the plant for at least one year or in the case of thermally processed, hermetically sealed meat products, for three years.

The regulatory requirements contained in this guideline will be met when:

(C9.14.01.01.01) distribution records are maintained which contain the essential information to facilitate a recall.

(C9.14.01.01.02) distribution records are filed in an accessible manner for at least one year for carcasses, meat products or inedible material.

(C9.14.01.01.03) distribution records are filed in an accessible manner for at least three years for thermally processed, hermetically sealed meat products.

Reference No.: C9.14.02.01 Recall procedure

Element: Recall procedure
Factor: Recalls
Area: Distribution records, recall procedure and notice to the public
Component: Food safety
Revision date: March 1, 2009
Last version: Not applicable

Authoritative source:

Food Safety and Quality Act, 2001; O. Reg. 31/05 s. 137

  1. (1) The operator of a meat plant shall establish and maintain at the plant a written procedure that, when followed, would ensure the timely and effective recall of any carcass or meat product shipped from the plant.

    (2) The operator shall periodically evaluate the effectiveness of the recall procedure required by subsection (1), including whether carcasses or meat products can be effectively identified and recalled in a timely manner.

    (3) If a periodic evaluation required by subsection (2) determines that the recall procedure does not provide for the timely and effective identification and recall of carcasses or meat products, the operator of the meat plant shall immediately,
    1. amend the procedure; and
    2. evaluate the effectiveness of the amended procedure, including whether carcasses or meat products can be effectively identified and recalled in a timely manner.

Rationale:

A sound recall plan that permits complete and rapid recall of any lot of product shipped from the plant is critical to food safety in the event of contaminated product. Recall plans begin with an accurate description of the product including the scope of the recall. Recall plans must include all the necessary elements that lead to a rapid and effective recovery of the product in question and should include information about the recall team, which identifies the personnel responsible for the coordination and implementation of a recall, including their contact numbers and a description of each person’s role. The plans should also identify the procedures required to identify, locate and control recalled products until a product disposition is made; the procedures to investigate the potential for other products to be affected and locate and control them; methods to investigate and respond to consumer complaints; the traceability procedures, including the capability to access customer and supplier names, addresses and contact numbers; procedures to test the effectiveness of the recall program by performing a mock recall at predetermined intervals, procedures to notify OMAFRA, and procedures to evaluate the effectiveness of a recall and update the plan as necessary. The plan should also identify all records and documentation required, and should be updated as required.

The regulatory requirements contained in this guideline will be met when:

(C9.14.02.01.01) a recall plan containing all necessary elements is in place.

(C9.14.02.01.02) the plan is periodically tested for effectiveness and amended as necessary.

Reference No.: C9.14.03.01 Notice of contamination or non-compliance

Element: Notice of contamination or non-compliance
Factor: Notice of defective shipping
Area: Distribution records, recall procedure and notice to the public
Component: Food safety
Revision date: March 1, 2009
Last version: Not applicable

Authoritative source:

Food Safety and Quality Act, 2001; O. Reg. 31/05 s. 138

  1. (1) The operator of a meat plant shall immediately notify an inspector upon receiving information that indicates that a carcass or meat product that was shipped from the plant,
    1. may not have been processed, packaged, labelled, handled, shipped or stored in accordance with this Regulation; or
    2. may be contaminated.

    (2) The notice given under subsection (1) shall include the following information:

    1. If applicable, a description of how the carcass or meat product may not have been processed, packaged, labelled, handled, shipped or stored in accordance with this Regulation.
    2. If applicable, the nature of the contamination.
    3. The type of carcass or meat product.
    4. If applicable, the quantity of carcasses or meat products that may not have been processed, packaged, labelled, handled, shipped or stored in accordance with this Regulation.
    5. If applicable, the quantity of carcasses or meat products that may be contaminated.
    6. The distribution records for all carcasses and meat products that may not have been processed, packaged, labelled, handled, shipped or stored in accordance with this Regulation or that may be contaminated, except for meat products that an individual purchases from the meat plant for the individual’s own use or consumption or that of the individual’s immediate family.

Rationale:

Operators should always be alert to consumer or other complaints about products and take appropriate action to investigate the issue and act on findings. Complaints should be tracked and a permanent record kept of the nature of the complaint, the results of investigation and the actions taken. Sometimes an investigation will reveal a contamination or nonconformance issue with a meat product. When meat products are found to be contaminated or not in conformance with the regulations, the operator should immediately notify the inspector and gather information pertaining to the product so that if a recall is necessary, a rapid response will take place. Rapid and accurate information gathering will expedite decisions regarding the need for recall, as well as the actual response. Information gathering should begin upon first notification that a potential issue may exist and continue throughout all steps of an emergency response. Notification to the inspector should include a description of the problem and the nature of the contamination; what type of product was affected; the quantity affected; and the distribution records. When the extent of the problem is unknown and may involve products prepared before and after the dates when a production problem was identified, information should also be available on products that may have been affected.

The regulatory requirements contained in this guideline will be met when:

(C9.14.03.01.01) management immediately notifies the inspector upon receiving information that a carcass or meat product that does not comply with the regulations or is contaminated has been shipped from the plant.