Organizational Structure and Responsibility
Aligned with BRCGS Food Safety Issue 9 – Clause 1.1.1
Requirement Overview: BRCGS Clause 1.1.1
“The company’s senior management shall ensure that clear objectives are defined to maintain and improve the safety, legality, and quality of products manufactured. The company shall have a clear organizational structure, which is communicated to all relevant staff.”
This clause establishes the foundation of accountability and oversight. Senior management must lead with a clear, well-communicated organizational structure that supports food safety and quality compliance throughout the business.
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
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✓ Define and document the food safety and quality management structure
✓ Assign clear roles, responsibilities, and reporting lines
✓ Communicate the structure to relevant employees
✓ Demonstrate leadership accountability and commitment
Step-by-Step Compliance Implementation
1. Develop a Documented Organizational Structure
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Structure Must Include:
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• Reporting lines from top management to frontline staff
• Designated food safety, quality, and regulatory roles
• Role titles, responsibilities, and cross-functional communication paths
Evidence to Maintain:
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• Organizational chart (signed and dated by senior leadership)
• Job descriptions with food safety and quality responsibilities
• Role assignment memos or HR records
- • Reporting lines from top management to frontline staff • Designated food safety, quality, and regulatory roles • Role titles, responsibilities, and cross-functional communication paths
- • Organizational chart (signed and dated by senior leadership) • Job descriptions with food safety and quality responsibilities • Role assignment memos or HR records
2. Assign Authority and Responsibility Clearly
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Key Areas of Responsibility:
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• Food Safety Team Leader
• Technical/Quality Assurance Manager
• Production Manager
• Regulatory or Compliance Officer
Evidence to Maintain:
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• Written role descriptions defining accountability
• Delegation of authority documentation
• Training records confirming role understanding
- • Food Safety Team Leader • Technical/Quality Assurance Manager • Production Manager • Regulatory or Compliance Officer
- • Written role descriptions defining accountability • Delegation of authority documentation • Training records confirming role understanding
3. Communicate the Structure Across the Organization
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Methods of Communication:
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• Staff onboarding and orientation
• Team briefings and internal communications
• Posting of the organizational chart in key areas
Evidence to Maintain:
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• Orientation agendas and training logs
• Internal emails, team meeting notes, and briefing slides
• Photos of posted organizational charts (if applicable)
- • Staff onboarding and orientation • Team briefings and internal communications • Posting of the organizational chart in key areas
- • Orientation agendas and training logs • Internal emails, team meeting notes, and briefing slides • Photos of posted organizational charts (if applicable)
4. Review and Update the Structure as Needed
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When to Review:
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• During management review or internal audits
• Following changes in leadership or operations
• After non-conformance related to roles/responsibilities
Evidence to Maintain:
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• Dated and version-controlled org charts
• Change logs or approval history
• Updated job descriptions and SOPs
- • During management review or internal audits • Following changes in leadership or operations • After non-conformance related to roles/responsibilities
- • Dated and version-controlled org charts • Change logs or approval history • Updated job descriptions and SOPs
Common Audit Findings & Recommended Fixes
| Audit Finding | Recommended Action |
|---|---|
| Outdated or missing organizational chart | Maintain current org chart and review quarterly |
| Undefined food safety roles | Assign and document clear responsibility for food safety oversight |
| Staff unaware of reporting lines | Include org structure in onboarding and regular training sessions |
| Lack of evidence of senior management review | Document leadership review of structure during management meetings |
