Food safetyis an essential requirement for any company that produces, processes, stores, distributes, or sells food. Beyond compliance with the law, ensuringproduct safetyis a commitment to consumers, customers, and the entire food chain.
In this context, having anindependent certification bodywith experience in food safety audits allows organizations to objectively evaluate their management systems and prepare to undergo certification processes with greater confidence. ACERTA, with more than 20 years of experience in the agri-food sector, conducts audits and certification in accordance with various international food safety standards.
Preparing for an audit is not just a matter of reviewing documents before the auditor’s visit. It involves maintaining an up-to-datemanagement system, keepingreliable records, ensuring that staff are aware of their responsibilities, and demonstrating thatprocedures are consistently appliedin day-to-day operations.
In this article, we explainwhat a food safety audit is,what types of auditsexist,how the process works,what documentation you should prepare, and the key recommendations forsuccessfully passing an audit.
What is a food safety audit?
Afood safety auditis asystematic, independent, and documented assessmentdesigned to verify whether an organization complies with therequirements established by applicable laws,certification standards, and its owninternal proceduresto ensurefood safety.
Unlike a simpleone-time inspection, an audit analyzes the overall functioning ofthe food safety management system. It not only verifies whether documented procedures exist, but also whether they are properly implemented, effective, and capable ofcontrolling hazardsthat could affect product safety.
Depending on the scope of the audit, the process may include reviewing aspects such as:
- The implementation ofthe HACCP (Hazard Analysis and Critical Control Points) system.
- Prerequisite programs, such ascleaning and disinfection,pest control,maintenance, andwaste management.
- Traceabilityof raw materials and finished products.
- Supplier Management.
- Operational controls.
- Staff training.
- Incident ManagementandCorrective Actions.
- Compliance with applicable regulationsand thespecific requirements of the certification program.
In short, afood safety auditprovides anobjective viewof the maturity level ofthe management system, making it possibleto identify opportunities for improvementbefore a deviation can become a problem for the company or the consumer.
Why are food safety audits important?
In anincreasingly demanding regulatory environment,food safety auditsplay a vital role in ensuringconfidence in the food chain.
In addition to facilitatingregulatory compliance, they help organizations:
- Detect deviationsbefore they lead to incidents.
- Reduce the riskof product recalls or complaints.
- Verify the effectiveness of the HACCP system.
- Promote continuous improvementin processes.
- Build trustamong customers, distributors, and other stakeholders.
- Prepare for certification auditsorofficial inspections.
Far from being viewed as an exam, afood safety auditshould be considered atool for continuous improvementthat helpsstrengthen the management systemand increase theorganization's reliability.
Audit and health inspection: Are they the same thing?
Although both processes assess aspects related tofood safety,a food safety audit and a health inspection do not serve the same purpose.
Ahealth inspectionis an action carried out by thecompetent authorityto verifycompliance with current legislationand, if necessary, to take administrative measures.
Afood safety audit, on the other hand, systematically analyzes the operation oftheorganization’smanagement system. It can be conducted for internal purposes, to evaluate suppliers, or as part of acertification process, and has a strong focus oncontinuous improvement.
In other words, while ahealth inspectionverifieslegal complianceat a given point in time, afood safety auditevaluates the effectiveness of the entiremanagement systemimplemented to ensurefood safetyand promotecontinuous improvement.
Who conducts a food safety audit?
Food safety auditsare conducted byfood safety auditors, who are professionals with training and experience in disciplines related tofood science and technology,veterinary medicine,pharmacy,biology,chemistry, or other related fields.
In addition to their technical expertise, these professionals must be familiar withfood safety regulations, the principles ofthe HACCP (Hazard Analysis and Critical Control Points) system, and thecertification standardsthey will be evaluating.
Depending onthe purpose of the audit, differenttypes of auditors may be involved, each with a specific role in the evaluation process.
First-party auditor
This is the auditor who acts on behalf of the organization itself to evaluate its processes through internal audits. The purpose is to identify opportunities for improvement, verify the effectiveness of the implemented system, and prepare the company for future external audits or official inspections.
Second-party auditor
It acts on behalf of a client to evaluate its suppliers. This type of audit is common when a company needs to verify that its suppliers meet certain quality, food safety, or technical specifications before incorporating them into its supply chain.
Third-party auditor
It conducts independent audits on behalf of a certification body. Its role is to objectively assess whether the organization meets the requirements established by a specific certification scheme and to issue a report that will serve as the basis for the certification decision.
Independence and impartiality are essential elements in this type of audit, as they ensure the credibility of the process and confidence in the results obtained.
What an auditor reviews during an audit
Although the scope depends onthe type of auditand the applicablecertification standard, the auditor typically looks forobjective evidencedemonstrating that thefood safety management systemoperates effectively—and not merely that it is properly documented.
Among the main aspects reviewed are the following:
- Thecondition of the facilities and equipment.
- Cleaning and disinfectingwork areas.
- Preventive maintenance.
- Pest control.
- Raw Materials and Supplier Management.
- Production processes.
- Thestorage and transportationof products.
- Traceability.
- Temperature control, where applicable.
- Allergen management, where applicable.
- Staff training and competence.
- Propercompletion of records.
- Theeffective implementation of the HACCP system.
During the visit, the auditor does not just review thedocumentation. He or she also observes how operations are carried out, interviewsstaff, and verifies that the recorded information matches the actual processes.
This approach makes it possible to verify that thefood safety management systemis not limited to a set of written procedures, but rather is an integral part of the organization's day-to-day operations.
Types of audits: internal, supplier, and certification
Not all food safety audits serve the same purpose. Depending on who requests them and the objectives sought, three main types can be distinguished.
Internal Audit
Aninternalor first-partyauditis conducted by the organization itself or by professionals acting on its behalf. Its primary objective is to verify that the food safety management system is being implemented correctly and to identify any potential deviations prior to an external audit or an official inspection.
These types of audits are part of a process of continuous improvement and help identify opportunities to optimize processes, update procedures, and enhance staff training.
Supplier Audit
Second-party auditsare conducted by a company to evaluate its suppliers and verify that they meet the required quality and food safety standards.
These assessments are particularly important when supplying critical raw materials or ingredients—or when they are part of the final product—as they help reduce risks within the supply chain and strengthen trust between customers and suppliers.
Certification Audit
Third-party auditsare conducted by independent certification bodies to verify compliance with a specific standard, such asIFS Food, BRCGS Food Safety orISO 22000.
During this process, the auditor gathers objective evidence to verify that the organization meets the requirements of the relevant certification scheme. The results will serve as the basis for deciding whether to issue the certificate and revoke the previous one.
Stages of a Food Safety Audit
Although the process may vary depending on the type of audit or the applicable standard, it typically follows a structured methodology that ensures an objective and consistent evaluation.
Literature review
The auditor reviews thedocumentationsupporting thefood safety management systemto verify that it is up to date, consistent with the organization's operations, and meets theapplicable requirements.
Documents that are routinely reviewed include:
- TheHACCP Plan.
- Work procedures and instructions.
- Cleaning and disinfection records.
- Temperature controls.
- Supplier Management.
- ThePest Control Plan.
- Staff training records.
- Corrective actionsandinternal audit reports.
On-site evaluation
The auditor visits the facility to verify thatproceduresare being properly implemented in day-to-day operations and that thefood safety management systemis functioning effectively.
- Thecondition of the facilities and equipment.
- Staff hygiene practices.
- Food handling.
- Thestorage of raw materials and finished products.
- Temperature control.
- Cleaning and Disinfection.
- Traceability.
It is also common for the auditorto interview staffto verify that they are familiar with their duties, correctly followestablished procedures, and understand the responsibilities associated with their position.
Audit report
In third-party audits, the auditor sends the audited company a preliminary report along with an action plan. The organization must return it, providing evidence that the identified nonconformities have been corrected, as well as details of the corrective actions taken, in the case of IFS, or preventive measures, in the case of BRCGS, designed to prevent them from occurring again.
Subsequently, the final report is prepared and undergoes a review and approval process.
Documents You Need to Prepare
One of the best ways to successfully navigate an audit is to keep yourdocumentation organized andconstantly up to date. This demonstrates that the management system is being implementedconsistently andmakes the auditor's job easier.
HACCP Plan
TheHazard Analysis and Critical Control Points (HACCP)system must reflect the identified hazards, the control measures implemented, and the monitoring and verification procedures.
The auditor will verify that the plan is tailored to the company's operations and that it is reviewed whenever processes, facilities, or products change.
Prerequisite Programs
In addition to HACCP, the programs that support the food safety system are also typically reviewed, including:
- Cleaning and Disinfection Plan.
- Pest control.
- Preventive maintenance.
- Water Management.
- Waste management.
- Calibration of measuring equipment.
- Supplier Management.
- Allergen management, where applicable.
Records and Evidence
Thedocumentationmust be accompanied byrecordsdemonstrating that theproceduresare effectively implemented and that thefood safety management systemis functioning properly.
Among the records that are routinely reviewed are:
- Temperature records.
- Incoming raw material inspections.
- Cleaning logs.
- Corrective actions.
- Internal audit reports.
- Staff training records.
- HACCP system checks.
It is important that theserecordsbecomplete,up-to-date, properly filled out, and available for review during the audit, as they constituteobjective evidencethat the defined controls are applied systematically.
Traceability
The company must be able to track a product's journey from the receipt of raw materials to its shipment.
An effectivetraceabilitysystem makes it possible to quickly identify the source of an incident and facilitates the implementation of measures when necessary.
What happens if nonconformities are identified during the audit?
The identification of anonconformitydoes not necessarily mean that the audit was a failure. In fact, it is part of the continuous improvement process and helps identify areas that need to be corrected to strengthen the management system.
Nonconformities are typically classified according to their severity:
- Minor nonconformity:affects a specific part of a requirement but does not immediately compromise food safety. It requires the implementation of a corrective action within the established timeframe.
- Major nonconformity:Indicates a significant failure of the management system or a nonconformity that could affect compliance with requirements. It requires a root cause analysis and the implementation of effective corrective actions.
- Critical nonconformity:poses a serious risk to food safety or constitutes a particularly significant nonconformity. Depending on the standard being evaluated, it prevents certification.
Following the audit, the organization must analyze the cause of each nonconformity, define acorrective action plan, implement the necessary measures, and provide evidence demonstrating their effectiveness.
How to Prepare Your Company for a Food Safety Audit
Preparing for an audit should not begin just a few days before the auditor's visit. The organizations that achieve the best results are those that integrate food safety into their day-to-day operations and periodically review the effectiveness of their processes.
Here are some recommendations for handling an audit with greater confidence:
- Keep your documentation up to dateand make sure the procedures reflect the reality of the company.
- Periodically review the HACCP systemand verify that the hazard analysis remains valid when changes occur in processes, facilities, or products.
- Verify that the records are complete, correctly filled out, and available for review.
- Conduct internal auditson a regular basis to identify potential deviations before an external audit.
- Train staffso they are familiar with the applicable procedures and understand the importance of their role within the management system.
- Check the condition of the facilities and equipment, paying special attention to the cleanliness, maintenance, and calibration of the measuring equipment.
- Implements effective corrective actionswhen incidents are detected and follows up to verify that the measures taken have resolved the problem.
Ongoing preparation not only facilitates the audit process but also helps improve food safety and the efficiency of the organization's processes.
Benefits of Conducting Food Safety Audits
Beyond meeting legal or certification requirements, audits provide valuable information for strengthening the management system and promoting continuous improvement.
Among its main benefits are:
- Verify compliancewith applicable regulations and standards.
- Identify risks and opportunities for improvementbefore they become incidents.
- Strengthen the food safety culturewithin the organization.
- Improve traceability and process control.
- Build trustamong customers, distributors, and other stakeholders.
- To facilitate preparationfor certification audits and official inspections.
- Reduce the riskof claims, product recalls, and financial losses resulting from management failures.
Viewing an audit as a tool for improvement—rather than merely a compliance requirement—enables organizations to strengthen the effectiveness of their management systems and move toward greater operational excellence.
ACERTA supports organizations in the agri-food sector through audit and certification services, providing the independence, technical rigor, and experience necessary to assess compliance with international food safety standards. If your organization is preparing for an audit or certification process, having the support of a specialized entity can help you approach the evaluation with greater confidence.