The short answer. A food factory needs a record for every prerequisite programme it has to show working, not only written down. Section 2 of the Assessment Requirements for Food and Feed Manufacturing V2.0 has twenty PRP headings, 2.1 to 2.20. Several of them call for records in so many words, such as brittle materials at 2.7.2.1, cleaning at 2.9.1, pest control at 2.10.4 and supplier evaluation at 2.6.7. The rest are proved through inspections, logs and registers. Our toolkit has 91 forms, records, registers, checklists and templates for section 2 alone. The tables below list them heading by heading with what each one proves.
How to use this list
Each table gives the requirement heading from the Assessment Requirements, the form titles from the Food and Feed Manufacturing toolkit (TKDP-M) and what the completed record proves. The example site is a bakery, so some rows mention flour, ovens and bags. You can build the same records yourself from this list. If you are new to the Program, start with Version 2.0 explained.
Site, layout, utilities, waste and equipment (2.1 to 2.5)
| Requirement | Forms | What the record proves |
|---|---|---|
| 2.1 Construction and layout of buildings | External Grounds and Building Inspection Checklist. Building Fabric Defect and Repair Log | Grounds are kept free of waste and pest harbourage, and defects are repaired before they become a contamination risk |
| 2.2 Layout of premises and workspace | Site Layout, Zoning and Flow Plan. Internal Structures and Fittings Inspection Checklist. Lighting and Light Fitting Protection Register. Microbiology Laboratory, Applicability Statement | Flows of people and materials were designed against contamination, fittings are hygienic, lights are protected, and the laboratory clause was considered even though the site has no microbiology laboratory |
| 2.3 Utilities | Water Quality Monitoring Record. Water Pipe Identification and Backflow Register. Compressed Air and Gas Control Record. Ventilation and Extraction Inspection Record | Water is fit for use, potable and non-potable pipes cannot cross, compressed air that touches the inside of the bread bag is controlled, and extraction removes steam and flour dust |
| 2.4 Waste disposal | Waste Container Identification Register. Waste Collection and Removal Log. Destruction of Labelled Product and Printed Packaging Record | Bins are marked for their use, waste leaves on schedule, and printed packaging is destroyed so trademarks cannot be reused |
| 2.5 Equipment suitability, cleaning and maintenance | Equipment Register and Hygienic Design Checklist. New Equipment Commissioning and Hygiene Handover Record. Planned Maintenance Schedule. Maintenance Job Card and Hygiene Clearance. Equipment Failure and Breakdown Log. Forklift and Pallet Truck Inspection Checklist. Food Grade Lubricant Register | Equipment is cleanable, maintenance is planned, every job is cleared for hygiene before production restarts as 2.5.5.2 asks, and only food grade lubricants are used where contact is possible |
Purchased materials, cross contamination and allergens (2.6 to 2.8)
| Requirement | Forms | What the record proves |
|---|---|---|
| 2.6 Management of purchased materials | Supplier Approval Questionnaire. Approved Supplier and Contractor List. Supplier Performance Review. Goods Receiving Inspection Record. Delivery Vehicle Inspection Checklist. Certificate of Analysis Review Log. Rejected Delivery and Supplier Nonconformance Record. Outsourced Activity Register. Contractor Work Permit and Hygiene Briefing | Every material and service comes from an approved, monitored source, each delivery and vehicle was inspected, a COA or test result was checked before use, and rejections were followed up |
| 2.7 Measures for prevention of cross-contamination | Glass and Brittle Material Register. Glass and Brittle Material Audit Checklist. Glass and Hard Plastic Breakage Record. Knife, Blade and Small Tool Control Register. Sieve, Screen and Magnet Inspection Log. Foreign Matter Prevention Checklist. Approved Chemical Register. Chemical Issue and Dilution Log. Hygiene Zone Access and Changeover Checklist | Brittle items are listed and checked and breakages were handled, blades and sieves are intact, chemicals are approved and issued under control, and the post-bake area is protected from raw flour |
| 2.8 Allergen management | Allergen Matrix of Materials and Products. Allergen Production Schedule and Changeover Record. Allergen Changeover Cleaning Verification Record. Allergen Cleaning Validation Record. Precautionary Allergen Labelling Decision Record. Canteen and Vending Allergen Control Checklist | Every allergen in every material and product is known, the almond and sesame range runs last, the clean after it was validated, precautionary statements were decided on evidence, and the canteen was considered as 2.8.5 asks |
The Certificate of Analysis Review Log carries more weight than it looks. Requirement 2.6.5 wants test results, a COA or a COC available before a material is accepted or used. A COA in a drawer proves nothing. A log showing who compared which lot against which specification proves the check happened.
Every form in these tables is in the toolkit. The Food and Feed Manufacturing toolkit (TKDP-M) has 247 controlled documents, 172 of them forms, records, registers, checklists and templates. R3,750, about USD 231 · EUR 200 · GBP 172 · AED 843.
Cleaning, pest control and personal hygiene (2.9 to 2.11)
| Requirement | Forms | What the record proves |
|---|---|---|
| 2.9 Cleaning and disinfection | Master Cleaning Schedule. Cleaning Instruction Card Template. Daily Cleaning Record. Pre-start Hygiene Inspection Checklist. Cleaning Verification Record, Visual and ATP. Cleaning Equipment and Colour Coding Register. Cleaning Validation Record. Cleaning in Place Parameter Record. Environmental Swab Plan and Results Log | Every area is cleaned at the set frequency, each clean was checked before start-up, ATP and swabs verify it, and the programme was validated as 2.9.6 requires. The CIP record applies only where a site has CIP |
| 2.10 Pest control | Pest Control Contractor Specification and Review. Pest Monitoring Device Map and Register. Pest Sighting and Activity Log. Pest Control Service Report Review. Pest Infestation Investigation and Corrective Action Record | A competent contractor works to a defined scope, devices are mapped, every service report was acted on, and infestations were investigated to their cause |
| 2.11 Personal hygiene and employee facilities | Visitor and Contractor Health Declaration. Pre-employment and Return to Work Health Questionnaire. Illness and Exclusion Register. Daily Personal Hygiene Inspection Checklist. Handwashing Compliance Observation Record. Protective Clothing Issue and Laundry Record. Plaster and Glove Issue Log. Staff Facilities Inspection Checklist | Ill people are kept away from food, workwear is clean and changed, hand washing is observed rather than assumed, and changing rooms, toilets and eating areas are fit for use |
Rework, storage, testing, product information and labels (2.12 to 2.16)
| Requirement | Forms | What the record proves |
|---|---|---|
| 2.12 Rework | Rework Record | Biscuit rework went only into the same product on the same day, labelled and traced, which also feeds traceability under 1.9.2 |
| 2.13 Warehousing | Storage Area Inspection Checklist. Storage Temperature and Humidity Log. Stock Rotation and Shelf Life Check. Outbound Vehicle Hygiene and Loading Checklist. Vehicle Cleaning and Maintenance Record | Materials are stored off the floor in clean, dry conditions, stock rotates, and delivery trucks are clean and maintained |
| 2.14 Management of analysis and testing services | Product and Environmental Testing Plan. Laboratory Results Register and Out of Specification Record. External Laboratory Approval Checklist. Sample Collection and Chain of Custody Record | Testing follows a plan, the laboratory uses suitable methods, samples trace to the lot, and out of specification lots were handled as nonconforming |
| 2.15 Product information and consumer awareness | Product Information Sheet Template | Customers receive the storage, handling and allergen information they need |
| 2.16 Labelling | Label and Artwork Approval Checklist. Line Start-up and Changeover Label Check Record. Label Stock Reconciliation and Obsolete Label Destruction Record | Artwork was checked against the law of the country of sale, the right bag or film was at the line at every start-up and changeover, and old packaging was destroyed |
Logo, food defence, food fraud and PRP verification (2.17 to 2.20)
| Requirement | Forms | What the record proves |
|---|---|---|
| 2.17 Logo use | Logo and Conformity Claim Approval Record | The Program logo and conformity claims appear only in marketing, never on product, packaging or a certificate of analysis |
| 2.18 Food defence | Site Security and Access Control Checklist. Visitor and Contractor Sign-in Register. Key and Access Card Control Register. Tamper Evidence and Seal Check Record. Suspected Tampering Response Record | Access to vulnerable points is controlled, and the site knows what to do with product that may have been tampered with |
| 2.19 Food fraud mitigation | Raw Material Authenticity Verification Record. Food Fraud Plan Annual Review Record | Mitigation measures are carried out, and the plan was reviewed this year as 2.19.3 requires |
| 2.20 PRP verification | PRP Verification Schedule and Sampling Plan. Monthly PRP Site Inspection Checklist. Internal Audit Programme and Report | Site inspections run at a frequency set on risk with defined sampling, and findings are closed. The internal audit supports this check, though the Program does not number internal audit as a requirement |
Requirements 2.18.1 and 2.19.1 start with an assessment, not a form. In the toolkit those are the Food Defence Threat Assessment and Food Fraud Vulnerability Assessment workbooks, and the forms above record the controls they lead to.
What makes a record count
Requirement 1.7.2 asks that records are genuine, legible, securely stored and protected from unintended changes, with corrections approved and justified, and electronic records backed up. Requirement 1.7.3 sets the shelf life of the product as the minimum retention where no legal or customer period applies. On the floor that comes down to a few habits.
- Fill it in at the time. The person who did the check signs it then.
- Print the criterion on the form. The pass condition sits next to the tick box.
- Never leave the action column empty. A failed check with no recorded action is a finding.
- Verify it. Someone else reviews and signs at a set frequency.
Records outside section 2
The assessor reads PRP records alongside the rest of the system. Traceability rests on the Batch Production Record, Dispatch and Distribution Record and Traceability Test and Mass Balance Record, because requirement 1.9.5 wants a backwards and forwards test at least once a year. For how the assessor samples it all, read what the assessor asks to see.
Building your own set
Work through section 2 heading by heading. For each requirement, write down the activity on your floor, who does it, how often and what a pass looks like. Then design a form with your own check points, an action column and a verification signature, and run it long enough to build a history the assessor can sample.
Questions people ask
Frequently asked questions
How many forms does a food factory need for the FSSC Development Program?
The Assessment Requirements do not set a number. You need enough records to show every requirement working on your site. The Food and Feed Manufacturing toolkit has 172 forms, records, registers, checklists and templates, 91 of them for section 2.
Can our records be electronic?
Yes. Requirement 1.7.2 allows electronic records as long as they are secured and backed up, and corrections to completed records are approved and justified.
How long must we keep the records?
Requirement 1.7.3 asks for retention periods that meet legal and customer requirements, and at least the shelf life of the product where none applies. The toolkit defaults to the shelf life plus 1 year, and at least 3 years, for production and monitoring records.
Will the assessor accept forms from a template toolkit?
Requirement 1.3.1 says externally developed elements must be verified to cover and suit your activities, and responsibility for the system stays with you. Adapt each form to your site and use it, and it becomes your record.
Do we need the CIP and microbiology laboratory forms?
Only where they apply. Requirement 2.9.5 covers sites with CIP and 2.2.6 covers microbiology laboratories. If you have neither, record that decision so the assessor sees the requirement was considered.