Food Safety : Food Sampling Policy and Procedure

Aims and Objectives

The aim of this document is to ensure the effective and consistent operation of this authority's system of food sampling. This system will ensure that food is inspected in accordance with relevant legislation, the Food Law Code of Practice (Scotland) and centrally issued guidance, to ensure that it meets the legally prescribed standards.

The objective is to introduce a system that will make effective use of the Business Regulation Service's resources by integrating areas such as enforcement inspection, approved premises sampling, routine sampling, formal sampling, complaints, special investigations and surveys into a cohesive plan that is easily understood by both food businesses and consumers.

This policy covers all samples including those not taken in accordance with the revised Food Law Code of Practice (Scotland).

Review

This document will be kept continuously under review by the Business Regulation Service Manager and will be reviewed at least once per year in conjunction with other operating policies of the Service at the Management Review Meeting.

Corrective Actions

If it is established that the policy document is not being adhered to, it will be reviewed with a view to changing it to reflect more accurately the activities being carried out, or to implement staff training on the expected standard of service delivery.

The Policy and Procedure

It shall be the policy of North Lanarkshire Council to :-

·       Provide the financial and staff resources necessary to carry out the food sampling programme

·       Provide all the required equipment necessary to carry out the food sampling programme

·        Devise an annual sampling plan based on the following factors:

-         Local business profile

-         Trends in results from previous sampling

-         FSA guidance

-         Advice from SFELC and LACORS

-         Surveillance programmes agreed by the West of Scotland Food Liaison Group, SFELC or FSA

-         The risk to public health of potential failure of a businesses HACCP plan or quality control systems

-         Local knowledge

-         Available resources

-         The LACORS Home Authority Principle in respect of premises where North Lanarkshire Council is either the "home authority" or the "originating authority".

·        Take particular cognisance of local manufacturers and processors, especially those whom North Lanarkshire Council has approved in terms of product specific legislation.

·        Have particular regard to food sold and produced by local businesses.

·        Carry out sampling in accordance with the Protective Services Division's ISO 9001: 2000 quality assurance procedures relating to:-

-         Service Delivery – Food and Water Monitoring, Surveillance & Control. (QAP5.3 – Section 3)

-         Sampling (QAP 4)

·        Take enforcement action in accordance with North Lanarkshire Council's Enforcement Policy which promotes action which is consistent, fair, and proportionate to the food safety risk identified.

·        Monitor the operation of the sampling plan throughout the year.

·        Submit samples for analysis and examination to the appointed public analyst and food examiner.

·        Keep customers advised of the results of all official samples and any intended course of action.

Chemical Sampling

The appointed Public Analyst for North Lanarkshire Council is:

Glasgow Scientific Services, Colston Laboratory, 64 Everard Drive, Glasgow G21 1XG.

1.1             Approved Premises 

North Lanarkshire Council does not presently have any formal home authority agreements with businesses within its area. The Authority recognises however, the importance of sampling more intensively from manufacturers and processors. Accordingly approved food premises, which manufacture or process foods, shall be sampled from at least twice or thrice annually. The following table details the differing types of approved premises and the sampling visit frequency for each type.

The visit frequency of any sampling shall, at the discretion of the Business Regulation Service Manager/Food Hygiene Regulation Manager/Food Standards Regulation Manager, be increased for premises where:-

·        The area of distribution of products and the range of outlets is substantial

·        The consequences of quality failures are significant

·        The risk associated with the process is high and the efficiency of the controls important

·        The number of product lines is extensive

·        A large number of ingredients make up the final product

·        There is a history of failure to meet the required standards

·        Local knowledge of traders and trading practices indicates increased risk

·        New legislation is introduced

Samples will, wherever possible, be taken from approved premises two months prior to planned Food Standards inspections to allow the inspecting officers to have the results at their disposal. However additional samples may also be taken by inspecting officers during, or following, any inspection or other visit.

Where the sampling cycle is more frequent than the inspection frequency, adverse results will be actioned as necessary.

1.2             Routine Sampling

Non-manufacturing/approved premises, which are predominantly retailers or caterers, will be sampled at a frequency based on their food standards risk score. The sampling frequency indicated by the revised Food Law Code of Practice (Scotland) is as follows:

Wherever possible samples will be taken from non- manufacturing/approved premises approximately two months prior to planned Food Standards inspections. This will allow analysis to be undertaken and the results available to be used and discussed at the time of inspection.

However additional samples may also be taken by inspecting officers during, or following, any inspection or other visit.

Where:-

·        There is a history of failure to meet the required standards and,

·        Local knowledge of traders and trading practices indicates risk, or

·        New legislation is introduced

the sampling frequency and the number of samples taken per visit shall, at the discretion of the Business Regulation Manager/Food Hygiene Regulation Manager/Food Standards Regulation Manager, be increased as necessary.

1.3       Selecting Foods to be Sampled

Once premises have been selected for chemical sampling, appropriate food(s) or food ingredient(s) shall be sampled with regard given to the type of premises and processes undertaken. The food(s) or ingredient(s) chosen will have a statutory compositional standard or recommended compositional standard, which it can be tested against. The food should also be one which is manufactured or processed or prepared on the premises.

1.4       National, Regional and Local Co-ordinated Sampling Programmes

The Business Regulation Service shall, on occasion, participate in food surveillance programmes arranged by the Food Standards Agency, SFELC, LACORS or the West of Scotland Food Liaison Group. These samples may be taken over and above routine programme samples. However, wherever possible, such samples, will be substituted into the routine programme, if it is relevant to sample from an appropriate premises that month.

1.5             Formal Samples

In accordance with North Lanarkshire Council's Enforcement Policy, which promotes action which is consistent, fair and proportionate, formal enforcement samples will in general be taken after routine samples have been found to fail statutory requirements, and where appropriate, no satisfactory remedial action has been instigated by the producer / manufacturer or retailer.

Formal enforcement samples will be taken immediately however when:

·        The potential breech of statutory requirements is significant

·        Complaints of a serious nature have been received

·        They are deemed necessary by the Business Regulation Manager/Food Hygiene Regulation Manager/Food Standards Regulation Manager

Formal enforcement samples will be taken over and above routine samples.

1.6             Special Investigations

Where there is an incident which requires a special investigation, then appropriate samples will be taken, after consultation with Glasgow Scientific Services or Health Protection Scotland if required, to assist in the investigation.

1.7             Enhanced Remote Transit Sheds

Appropriate samples will be taken from any foodstuffs received at an ERTS in accordance with the Service's Imported Food Procedure.

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