6-Traceability and Mock Recalls PDF

TRACEABILITY AND MOCK RECALLS
Penn State Cooperative Extension

Penn State University
Traceability
Ability to track food through the food system back to
their source and forward to the next destination
DOES NOT prevent a foodborne outbreak
CAN quickly identify the source of a product and
speed an investigation
CAN limit damage to the consumer
CAN prevent damage to the innocent grower
Penn State Extension 2012
Two-way information flow

Trace-back
Field
Grower
Packer
Distribution
center
Trace-forward
Retailer
(Store, restaurant,
hospital, etc.)
Consumer
Product Recalls
Recalls are actions taken by a firm to remove a
product from the market.
They may be conducted
on your own initiative,
By request of your buyer,
by FDA request, or
by FDA order under court order.
How to make your products traceable

Keep records of
name of the product,

the grower
the production area,
harvest dates (or group of dates), and
where it was sent.
Use crop production records, farm maps,

transportation bills, weight tickets, and storage
records to provide documentation.
Keep records for crops that are held in storage
before packing
How to make your products traceable

Step 1 - Map all production areas
Field 1
Field 2
Step 2 Label all produce containers with the date and

location of harvest
Tomatoes
Field #1
ABC Farms
1 Farm Road, Anytown, PA 16803
Field #2
Grown in Pennsylvania
072411-2
TOTAL NET WT 16 oz (1 lb)
072411-2
Means the tomatoes were harvested on July 24, 2011 from field #2
Grower and shipper information passed on to

next buyer
Fresh
Tomatoes
Shipper
information
Tomatoes
ABC Farms
072411-2
Grower
information
Box labels show grower

and shipper information
Step 3 - Include the harvest date and location on each

invoice
Tomatoes
ABC Farms
Phone: 808-123-4567
Fax: 808-123-5678
ABC Farms
072411-2
INVOICE
Date
7/25/11
Invoice #
123456
Customer ID XYZ-312
BILL TO:
SHIP TO:
XYX Distributors
123 Store Rd
Othertown, PA 16810
Same
ITEM
T-1
DESCRIPTION
Tomatoes (072411-2)
QTY
UNIT PRICE TOTAL
15 bxs
$2.00
$30.00
Invoice shows grower,

product, field, harvest
date, date shipped
Other comments or instructions
SUBTOTAL $30.00
TAX RATE
4%
S& H
$0
TOTAL
$31.20
Please include invoice number on

your check.
Thank You for Your Business

Step 4 Establish procedures to deal with a problem and

document them
Who is in charge of traceability?

Who will be contacted?
Make a buyers and suppliers list using invoices and your

contact lists.
Record contact information for
State Health Department and/or Department of
Agriculture
Attorney contact information
Newspapers, radio, TV
Extension food safety educator
Conduct a mock recall at least once per year.

Mock Recall Example . . .

This is just one very simple example of how a mock
recall might be conducted.
Variations depend on the audit: unannounced mock
recall, time limit after shipping, etc.
Work with your auditing company and customers for
specific instructions on how to conduct a mock recall.
Mock Recall Flow Chart (example only)

Day 1
Notify buyer that a mock recall will

be conducted 2 days from the
present time
Identify and record lot number to be

shipped to participating buyer
Day 2
Ship to buyer
Contact buyer and request disposition

of the previously identified product lot
number
Day 3
(e.g. how many sold/how many still at location)
Obtain written confirmation

by fax or email
Mock Recall Day 1
Grower
Buyer
Grower: Hello, this is John Smith from ABC Farms.

Our GAP program requires us to conduct a mock recall
at least once per year.
Mock Recall Day 1
Grower
Buyer
Grower: Will you help us out by participating in this years mock

recall? Remember, this is NOT a real recall notice.
We just want to see if our plan is working correctly.
Mock Recall Day 1
Grower
Buyer
Grower: We will make our usual shipment to your store tomorrow.

The day after that, I will call you and ask how much of that
shipment remains at your location.
Mock Recall Day 1
Grower
Buyer
Buyer: OK, we will expect to hear from you in 2 days.

Mock Recall Day 2
ABC
Farms
Grower
The product is shipped by the grower

Mock Recall Day 2
ABC
Farms
Buyer
The product is received by the buyer

Mock Recall Day 3
Grower
Buyer
Grower: Hello, this is John Smith from ABC Farms again.

We shipped our product to your store yesterday.
Mock Recall Day 3
Grower
Buyer
Grower: Please tell me how many boxes you have already

sold and how many boxes remain at your location
Mock Recall Day 3
Grower
Buyer
Grower: The lot number labeled on the boxes was

123456XXX
Mock Recall Day 3
Grower
Buyer
Buyer: OK, let me check my records

Mock Recall Day 3
Grower
Buyer
Buyer: According to my records, we received 20 boxes with

that lot number from you yesterday.
Mock Recall Day 3
Grower
Buyer
Buyer: We have 8 boxes on site and we have sold 12 boxes.

Mock Recall Day 3
Grower
Buyer
Grower: Thank you. Would you please fax or email this

information to me for my records?
Mock Recall Day 3
Grower
Buyer
Buyer: Yes, I will send that information to you.

Make sure the buyer faxes or emails the report using their business letterhead
Keep a record of the mock recall !
Buyer Contact List
Mock Recall Log

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TRACEABILITY AND MOCK RECALLS

Penn State Cooperative Extension

Penn State Extension 2012

Two-way information flow

Penn State Extension 2012

How to make your products traceable

name of the product,

Use crop production records, farm maps,

How to make your products traceable

Penn State Extension 2012

Step 2 Label all produce containers with the date and

Grower and shipper information passed on to

TOTAL NET WT 16 oz (1 lb)

Box labels show grower

Step 3 - Include the harvest date and location on each

TOTAL NET WT 16 oz (1 lb)

Invoice shows grower,

Other comments or instructions

Please include invoice number on

Thank You for Your Business

Step 4 Establish procedures to deal with a problem and

Who is in charge of traceability?

Make a buyers and suppliers list using invoices and your

Conduct a mock recall at least once per year.

Mock Recall Example . . .

Penn State Extension 2012

Mock Recall Flow Chart (example only)

Notify buyer that a mock recall will

Identify and record lot number to be

Contact buyer and request disposition

(e.g. how many sold/how many still at location)

Obtain written confirmation

Mock Recall Day 1

Grower: Hello, this is John Smith from ABC Farms.

Mock Recall Day 1

Grower: Will you help us out by participating in this years mock

Mock Recall Day 1

Grower: We will make our usual shipment to your store tomorrow.

Mock Recall Day 1

Buyer: OK, we will expect to hear from you in 2 days.

Mock Recall Day 2

The product is shipped by the grower

Mock Recall Day 2

The product is received by the buyer

Mock Recall Day 3

Grower: Hello, this is John Smith from ABC Farms again.

Mock Recall Day 3

Grower: Please tell me how many boxes you have already

Mock Recall Day 3

Grower: The lot number labeled on the boxes was

Mock Recall Day 3

Buyer: OK, let me check my records

Mock Recall Day 3

Buyer: According to my records, we received 20 boxes with

Mock Recall Day 3

Buyer: We have 8 boxes on site and we have sold 12 boxes.

Mock Recall Day 3

Grower: Thank you. Would you please fax or email this

Mock Recall Day 3