What Evidence Should You Keep for HACCP Compliance?
Having a HACCP plan is not enough—you must also keep proper records to prove that your food safety system is being followed consistently. These documents are essential for internal reviews, external audits, regulatory inspections, and customer trust. Below is a guide to the key types of evidence you should maintain to ensure full HACCP compliance.
Why Is Record-Keeping Important in HACCP?
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Demonstrates you’re following your HACCP plan consistently
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Provides traceability in case of product recalls or complaints
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Required by regulatory bodies and third-party auditors
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Helps identify trends, gaps, and areas for improvement
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Shows your commitment to food safety and continuous improvement
Key HACCP Documentation and Evidence to Maintain
1. HACCP Plan Documentation
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Final version of your HACCP plan
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Hazard analysis worksheets
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CCP identification and justification
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Critical limits for each CCP
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Process flow diagrams
2. Monitoring Records
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Daily CCP monitoring logs (e.g., cooking temperatures, pH levels)
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Time-temperature charts
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Metal detector checks
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Cleaning and sanitation checklists
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Environmental monitoring (e.g., swab results)
3. Verification Records
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Internal audit reports and checklists
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Review of monitoring records
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Equipment calibration certificates
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Product testing and microbiological analysis results
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Finished product inspection records
4. Validation Evidence
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Scientific references supporting CCP decisions
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Third-party validation studies
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In-house trials and test results
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Supplier specifications supporting control measures
5. Corrective Action Records
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Deviation logs
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Details of root cause analysis
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Corrective and preventive action forms (CAPA)
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Verification of action effectiveness
6. Training Records
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Food safety training attendance lists
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HACCP team training certificates
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Refresher course documentation
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On-the-job training records for critical control procedures
7. Supplier and Incoming Material Records
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Approved supplier list
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Certificates of analysis (COA)
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Delivery inspection reports
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Packaging and ingredient traceability documentation
8. Product Traceability and Recall Documentation
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Batch records with full traceability from raw material to finished product
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Recall procedures and mock recall test results
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Distribution records and customer contact logs
9. Management Review Records
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Meeting minutes
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Data review summaries (complaints, non-conformities, audit results)
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Decisions made for improvement or resource allocation
10. Support Documents
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Cleaning and sanitation SOPs
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Equipment maintenance logs
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Personal hygiene policy and records
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Pest control logs and service reports
Best Practices for HACCP Record Keeping
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Keep records organized and easy to access during audits
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Use digital systems or cloud storage when possible for easier tracking
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Train staff on how to complete and store records accurately
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Retain documents for at least the minimum period required by local regulations (commonly 2–3 years)
Final Thoughts
Without solid documentation, your HACCP system is just words on paper. Keeping the right evidence shows that you’re not only compliant but also serious about food safety and protecting your brand. Strong record-keeping helps you stay ready for audits and builds confidence with customers and regulators alike.
Need Help Organizing Your HACCP Records?
At CAYS Scientific, we help food businesses streamline and strengthen their HACCP documentation system:
✅ HACCP implementation and document templates
✅ Staff training on proper record-keeping
✅ Internal audit services and gap assessments
✅ Pre-audit preparation for HACCP, ISO, and FSSC certifications
📞 Contact CAYS Scientific today to ensure your food safety system is supported by accurate, complete, and audit-ready documentation.
