Are Your Cleaning Records GMP-Compliant or Just Cosmetic?

Cleaning is essential — but cleaning records are the proof your facility needs to pass GMP inspections.

The question is:
Are your cleaning records truly GMP-compliant…
Or just a box-ticking exercise?

Let’s uncover what GMP-compliant cleaning records must include and how to avoid the traps of “cosmetic compliance.”

✅ What Makes Cleaning Records GMP-Compliant?

1. Clear Identification of the Cleaning Activity

• 📍 Equipment or area cleaned (ID, name, or location)

• 🕒 Date and time of cleaning

• 👤 Name and signature of the person who cleaned

• ✅ Verified by a supervisor (with signature)

2. Detailed Cleaning Method Used

• 🧽 Specific SOP or WI referenced

• 🧴 Cleaning agents or disinfectants used (with batch numbers)

• ⏱️ Contact time, dilution ratio, and application method

3. Frequency & Schedule

• 🗓️ Daily, weekly, monthly — clearly stated

• 📌 Schedule matched against production cycle or risk level

• 🔁 Verified as “clean before use” if required by SOP

4. Verification or Swab Test Records

• 🔬 Microbiological swabbing or ATP test results (if applicable)

• 📈 Records must show trend analysis over time

• 🧾 Include result, date, person who tested, and corrective actions (if failed)

5. Legibility and Traceability

• ✍️ No pencil, no correction fluid

• 🧾 Amendments must be signed and dated

• 🔗 Linked to batch records or cleaning logs for traceability

 

❌ Signs Your Cleaning Records Are Just Cosmetic

• ✅ Checkboxes with no detail (e.g. “Cleaned” without context)

• 📅 Dates pre-filled or backdated

• 🧪 No swab results or verification process

• 🧻 Missing cleaning agent batch numbers

• 🤔 Same handwriting for multiple staff members

• 🧼 Equipment marked as cleaned while in active use

 

🏭 GMP Auditors Will Look For…

🔍 During a Site Audit:

• Are cleaning records complete, real-time, and accurate?

• Do logs reflect actual practices on the shop floor?

• Can staff explain cleaning SOPs and frequencies?

• Are there records for both routine and deep cleans?

• Are corrective actions documented for failed swabs?

 

🧾 Cleaning Record Must-Haves: Quick Checklist

💡 Pro Tips to Upgrade Your Cleaning Records

• 🔁 Automate using digital logbooks or cleaning apps

• 📷 Include “before and after” photos (especially in high-risk areas)

• 🧑‍🏫 Regularly train cleaning staff on why records matter

• 📚 Keep SOPs visible and accessible near cleaning zones

• 🛠️ Review and audit cleaning records monthly to catch gaps early

📍 Final Thoughts

Under GMP, if it’s not documented, it didn’t happen.

Cleaning records aren’t just about proving something was done — they must demonstrate control, traceability, and accountability.

So, ask yourself again:

Are your cleaning records truly GMP-compliant… or just cosmetic?

📞 Need help building or auditing your GMP cleaning documentation?
CAYS Scientific helps food and manufacturing companies implement robust, audit-ready GMP systems — from the floor to the file.

👉 Contact us today to book a free consultation or audit checklist!