Incident Management & Product Withdrawal/Recall Procedures
Aligned with BRCGS Food Safety Issue 9 – Clause 3.11
Requirement Overview
BRCGS Food Safety Issue 9 requires certified sites to have documented procedures for effectively managing incidents that may impact product safety, legality, or quality—including full product withdrawal and recall systems.
Clause 3.11.1: “The company shall have a documented incident management procedure that details the management of incidents and potential emergency situations that impact food safety, legality or quality.”
Clause 3.11.2: “The company shall have a documented product withdrawal and recall procedure.”
These procedures must ensure rapid decision-making, effective traceability, and prompt stakeholder communication, all while maintaining detailed records to support corrective actions and demonstrate compliance.
Aligned with BRCGS for Storage & Distribution Issue 4 – Clause 4.3.1 & 4.3.3
Requirement Overview
BRCGS for Storage & Distribution requires that products moved via cross-docking are traceable and controlled at all times, even when they are not held in storage for extended periods.
Clause 4.3.1: “The company shall ensure that traceability is maintained at all stages, including during cross-docking operations.”
Clause 4.3.3: “Procedures shall be in place to ensure that all products handled, including those not stored on-site, remain under control and are not subject to contamination or substitution.”
Cross-docking operations must not compromise product traceability, safety, or integrity. Even with minimal handling and temporary presence, each product must be accurately identified, documented, and protected.
Key Compliance Objectives
-
✓ Respond quickly and effectively to food safety incidents
✓ Execute traceability, withdrawal, and recall procedures
✓ Communicate with customers, regulators, and stakeholders
✓ Maintain thorough documentation and corrective action records
Step-by-Step Compliance Implementation
1. Establish an Incident Management Team
-
Key Roles Include:
-
• Incident/Recall Coordinator
• QA or Food Safety Lead
• Communications Officer
• Regulatory Liaison
Evidence to Maintain:
-
• Incident management team list with contact info
• Role descriptions and decision-making authority
• Training records for team members
- • Incident/Recall Coordinator • QA or Food Safety Lead • Communications Officer • Regulatory Liaison
- • Incident management team list with contact info • Role descriptions and decision-making authority • Training records for team members
2. Create a Documented Procedure for Incident Handling
-
Procedure Should Include:
-
• Incident classification criteria (e.g., safety, legality, PR risk)
• Decision tree for escalation and withdrawal/recall triggers
• Internal and external notification protocols
Evidence to Maintain:
-
• Incident management SOP
• Internal escalation flowchart
• Regulatory reporting contact list
- • Incident classification criteria (e.g., safety, legality, PR risk) • Decision tree for escalation and withdrawal/recall triggers • Internal and external notification protocols
- • Incident management SOP • Internal escalation flowchart • Regulatory reporting contact list
3. Implement Product Withdrawal & Recall Procedures
-
Recall Activities Include:
-
• Identifying and locating affected products
• Retrieving and segregating products
• Notifying customers, distributors, and authorities
• Recording actions, responses, and communications
Evidence to Maintain:
-
• Product traceability logs
• Mock or real recall reports
• Stakeholder communication templates
- • Identifying and locating affected products • Retrieving and segregating products • Notifying customers, distributors, and authorities • Recording actions, responses, and communications
- • Product traceability logs • Mock or real recall reports • Stakeholder communication templates
4. Test and Review the Recall System Annually
-
Test Requirements:
-
• At least one mock recall per year
• Traceability to final distribution point
• Full documentation of time, accuracy, and team performance
Evidence to Maintain:
-
• Annual mock recall report with approval signature
• Evaluation form with identified gaps and actions
• SOP updates and team retraining records
- • At least one mock recall per year • Traceability to final distribution point • Full documentation of time, accuracy, and team performance
- • Annual mock recall report with approval signature • Evaluation form with identified gaps and actions • SOP updates and team retraining records
5. Document and Close Out the Incident
-
Post-Incident Documentation:
-
• Root cause analysis and impact assessment
• Corrective and preventive action plans (CAPAs)
• Final report to senior management
Evidence to Maintain:
-
• Incident summary report
• CAPA documentation with completion tracking
• Management review sign-off
- • Root cause analysis and impact assessment • Corrective and preventive action plans (CAPAs) • Final report to senior management
- • Incident summary report • CAPA documentation with completion tracking • Management review sign-off
Common Audit Findings & Recommended Fixes
| Audit Finding | Recommended Action |
|---|---|
| No mock recall conducted annually | Schedule and log an annual test recall with full documentation |
| Incomplete incident procedures | Update SOPs to include escalation, communication, and CAPAs |
| No documentation of stakeholder contact | Maintain logs of calls, emails, and regulatory notifications |
| Recall not aligned with traceability test | Cross-verify traceability data with recall activity steps |