AIB ConsolidatedStandards for

Food distributioncenters

© Copyright 1956, 1978, 1985, 1991, 1995, 2002by American Institute of Baking

ISBN 1-880877-33-3

All rights reserved. No part of the work covered by the copyrightmay be excerpted, reproduced, copied, or duplicated by anymethod whatsoever unless specifically approved by the copyrightowner. This prohibition includes, but is not limited to, recording,taping, and entering into electronic storage and retrieval systems.

(08/12/2002)

ContentsThe AIB Standards ................................................................... 1Confidentiality .......................................................................... 3Using the Standards for Self-Inspection:

The Inspection Team ............................................................ 3Types of Self-Inspection .......................................................... 3Conducting the Self-Inspection ................................................ 4Inspection Preparation.............................................................. 5Inspection Notes ....................................................................... 5Definitions ................................................................................ 6The AIB Distribution Center Rating System:

Using the Scoring Procedures .............................................. 7Category Rating Classification ................................................ 8Distribution Center Rating Classification ................................ 8Inspection Report and Remediation Plan................................. 8Public Recognition ................................................................... 9Section I

Adequacy of Food Safety Program .................................... 10Section II

Pest Control ........................................................................ 17Section III

Operational Methods and Personnel Practices .................. 23Section IV

Maintenance for Food Safety ............................................. 29Section V

Cleaning Practices .............................................................. 35Conditions for Unsatisfactory Rating .................................... 38

AppendixRating Analysis RecapMaster Cleaning ScheduleIncoming Ingredient Examination RecordRefrigerator/Freezer Control RecordPesticide Usage LogRestricted Pesticide Purchase Record

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The AIB StandardsThe AIB Consolidated Standards for Food Distribution

Centers were published as a tool to permit operators ofdistribution centers to evaluate the food safety risks withintheir operations and to determine levels of compliance to thecriteria in the Standards. These Standards contain the criteriaand rating method used to assign a numerical score (rating)to the facility. These criteria are derived from the followinggood management principles: U.S. Federal Food Drug andCosmetic Act (1938); Good Manufacturing Practices, CFRTitle 21, Part 110 (1986); U.S. Military Sanitary Standards;the U.S. Federal Insecticide, Fungicide, and Rodenticide Act;EC Directive 93/43/EEC; UK Food Safety (General FoodHygiene) Regulations 1995 (1995/1763); The UK Food Safety(Temperature Control) Regulations 1995; and CodexAlimentarius Commission Food Hygiene - Basic Texts (1999).

This document and scoring procedure should be used bythe warehouse management team to perform a self-assessmentof the facility’s compliance to the AIB Standards. The ratingprotocol should be used to assign a numerical score to thewarehouse inspection and evaluate the overall effectivenessof the food safety programs.

Section IAdequacy of the Food Safety ProgramThis section outlines management’s responsibility for

formally documented programs necessary to establish andmaintain an effective food safety program. These programsare specifically detailed in Sections II through V of thisdocument. Successfully implementing these programs willreduce the potential for food contamination in the facility.The effectiveness of the food safety program is evaluated bythe self-inspection and corrective action process whichdocuments the maintenance and continuous improvement ofthe required programs for food safety.

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Section IIPest Control

This section describes those elements of a formalized,written food adulteration prevention program that are requiredto conform with this consolidated standard. It notes and definesseveral types of programs, lists required records, and givesspecific procedures to be followed to prevent food adulterationby pests, pest evidence, or pesticides.

Section IIIOperational Methods and Personnel

PracticesThis section lists programs and techniques to protect food

from adulteration during storage. It addresses receiving andstoring ingredients and finished goods; operationalappearance; and operational, delivery, and personnel practices.

Section IVMaintenance for Food Safety

This section requires the facility to have an establishedand implemented preventive maintenance program;documented maintenance work order system; and sanitary/hygienic design criteria for the building and equipment toprevent stored product adulteration from these sources.

Section VCleaning Practices

This section contains requirements for scheduled cleaningof the building and grounds, the use of chemicals for cleaning,defines cosmetic and deep cleaning, and outlines specificcleaning criteria for distribution center personnel.

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ConfidentialityAll information obtained by AIB International during the

warehouse inspection will be treated as confidential betweenAIB International and the client. The inspection report willbe provided to the client under an AIBI assigned code number.Except as required by law, AIB International will not releaseany information or report of the inspection to a third partywithout written authorization from the client.

Using the Standards for Self-Inspection:The Inspection Team

The facility management should inspect the facility aminimum of once a month. A formal documented report shallbe made of the inspection observations. A food safety teamshould be organized to perform these inspections. The purposeof the team concept is to have team members with differentlevels of education, experience, and accountability workingtogether to focus on food safety concerns during the audit.This will have several benefits:

1. The team is a highly visible representation ofmanagement’s commitment to food safety issues. Itstresses that this activity is important and an integralfunction of the facility’s responsibility to provide excellentproduct storage programs.

2. The team helps cross train members to look for and reactto food safety issues, and helps the team focus on howthe management system, distribution center policy, andemployee training can and does affect the food safetysystem.

Types of Self-InspectionThere are two types of self-inspection. The first type is

the daily inspection conducted by each supervisor in his orher area of responsibility. A short list of defects noted should

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be recorded for immediate follow-up, as required. The secondtype should be the periodic formal warehouse inspection bythe multidisciplinary management team, supervisors, andemployees in their areas of responsibility.

The inspection time should be short and focused formaximum benefit. It is better to have an inspection that istwo hours long that is highly focused on one area rather thana lengthy inspection that interferes with team members’ otherduties or causes team members to lose focus or interest. Aspreviously noted, the team should include supervisors in theirareas of responsibility. The inspection should also be used totrain employees in good procedures and practices for foodsafety. It must be documented and list noted discrepancies.For each discrepancy, provide the course of corrective actionrequired, person(s) responsible, estimated date of correction,and actual completion date. Upper level management isresponsible for reviewing and providing resources to correctinspection findings that pose a program failure or food safetyrisk in the marketplace.

Conducting the Self-InspectionThe distribution center inspection team should conduct

the self-inspection on a minimum frequency of once a month.If the distribution center is small, the entire facility should becompleted during the inspection. If the distribution center islarge, it may be necessary to divide the facility into two, three,or four inspection zones. One zone should be inspected eachweek, meaning the entire distribution center will be inspectedby the end of a single two-, three-, or four-week cycle. If thedistribution center is divided into sections, the warehouse areasshould be defined and inspected together in a logical way.Examples are: receiving area; dry storage; cooler storage;freezer storage; outside grounds and roof, or other divisionsas dictated by area of management responsibility. This willhelp to associate food safety hazards found during theinspection with the inspected area and responsible personnel.

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Inspection PreparationMembers of the self-inspection team should prepare in

advance for the inspection by thoroughly reviewing therequirements in these standards and by examining previousinspection reports. This activity should not be interrupted.Team members should focus exclusively on the inspectionthroughout its duration. If the facility is large, then theinspection should focus on selected areas, and these areasshould be thoroughly inspected. It is important that the teambe thorough in the inspection, using the criteria in the AIBStandards.

Team members should be attired in company approvedgarments with all the proper inspection equipment includingflashlight, spatula, tools to disassemble equipment, ifnecessary, tape recorder or paper to take notes, and safetyequipment. They should follow all applicable facility policies.

Inspection NotesOne person should be assigned to take the inspection notes

for the team. This person is designated throughout the rest ofthis document as the scribe. The inspection should besystematic, beginning in one area such as receiving, thenmoving through the warehouse area by area. The notes shouldbe written so they relate directly to the area being inspected.This will allow the management team to use them to focus onfacility areas or practices that pose the greatest stored productsafety risks.

It is important that the inspection team scribe write downall observations made by the team. The team should discussthe observations so all team members understand the hazardobserved, correction needed, and what changes can be madeto the management system to prevent recurrence of theproblem or hazard. Each written observation should be codedwith the appropriate AIB category as follows:

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1. (AP) Adequacy of the Food Safety Program

2. (PC) Pest Control

3. (OP) Operational Methods and Personnel Practices

4. (MS) Maintenance for Food Safety

5. (CP) Cleaning Practices

6. (COM) Comment - Not a deficiency, but generally astatement of fact, not requiring any action

The scribe should also code each observation with theword designation “Serious” or “Unsatisfactory” or“Improvement Needed” if the inspection observation fits thedefinition in the AIB Standards.

DefinitionsUnsatisfactory: Imminent food safety hazard, program

failure, or departure from the GoodManufacturing Practices

Serious: Important potential food safety risk orrisk of program failure

Improvement: A potential hazard, partial programNeeded omission or food safety finding that is

inconsistent with the Good Manufactur-ing Practices (GMPs). If this hazard,omission or finding is not corrected, itcould lead to a program failure.

Shall: A requirement according to the AIBStandards

Should: A recommendation according to the AIBStandards

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The AIB Food Distribution Center RatingSystem: Using the Scoring ProceduresUpon completion of the inspection, the scribe should

number all inspection observations and transcribe them (reportitem numbers) to the AIB Rating Analysis Recap Form (seeAppendix). Item numbers should be entered on the RecapForm in the proper category. Any items with a designation of“Serious” or “Unsatisfactory” should be noted in theclassification box under the corresponding designation.

The scribe and team should reread the inspectionobservations in the report to assure that the correct categoryand classification have been assigned. These steps will enablethe scribe and the inspection team to analyze the inspectionnotes according to the criteria in the AIB Standards and totranslate them into numerical scores.

The scribe should then assign each category a point valuewithin the range given for the category rating classes noted inthe section below. This point value should relate to the worstfood safety item in each category. For example, the inspectionnotes may indicate that a hazard should be classed as an“Unsatisfactory” item, a “Serious” item, an “ImprovementNeeded/Potential Hazard,” or a “Minor Improvement” item.

The total number of items and the level of severity of theworst item(s) will determine whether the category score is atthe upper or lower end of the scoring range in each category.Category scores should be in five point increments. If acategory item is coded as “Serious” or “Unsatisfactory,” thepoints assigned to that category must fall within that range.

Scores for the category “Adequacy of the Food SafetyProgram” must be consistent in assessment criteria,results, and point value with the observations and analysesrecorded for the other four categories. This is important,since it will enable an objective analysis of the programs orpractices that allowed or caused the deficiencies observed

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during the inspection. The total warehouse inspection scoreis the sum of all the category scores.

Category Rating ClassificationThe following range descriptors will be used to assign

category scores:

Minor improvements needed,no potential for contamination ................. 180 - 200

Some improvement needed,potential hazards ...................................... 160 - 175

Serious deficiencies (see definition) .............. 140 - 155

Unsatisfactory deficiencies (see definition) ... < 140

If an unsatisfactory item has been identified, if amanagement program is unsatisfactory by definition, or if oneof the categories has a score below 140 points, the total scoreclassification will be “Unsatisfactory” regardless of the pointtotal.

Distribution Center Rating ClassificationThe distribution center shall receive a total score

classification based on the numerical ranges below:

Superior ...................................................... 900 - 1000

Excellent ...................................................... 800 - 895

Satisfactory ................................................. 700 - 795

Unsatisfactory ................................................. < 700

Inspection Report and Remediation PlanAfter the score has been assigned and the report discussed,

a plan for abatement of the food safety risks should beimplemented. This plan should focus not only on correctionof the deficient item(s), but also on improving the managementsystem that will prevent recurrence of the deficiency ordeficiencies.

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Public RecognitionA Certificate of Achievement will be awarded following

each inspection that results in a “Superior” or “Excellent”rating according to the criteria and rating system described inthe AIB Consolidated Standards for Food Distribution Centers.

A Certificate of Participation will be issued to distributioncenters achieving a “Satisfactory” rating according to the AIBcriteria and rating system.

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I. Adequacy of Food Safety ProgramA. Responsibility and authority for assuring compliance

with federal, state, governmental and/or any otherappropriate regulatory law or guideline shall be clearlyassigned to a competent supervisory-level person orpersons, and a functional organizational chart shall bemaintained. The competent supervisory-level personshall ensure that all employees are aware of theirresponsibilities and mechanisms are in place to monitorthe effectiveness of their operation.

B. The department or departments responsible forimplementing the distribution center’s food safetyprograms shall establish written procedures and maintainoutlines or job descriptions delineating specificresponsibilities of each department member in anoperations or procedure manual. Included in the manualshall be a statement defining the company’s intention tomeet its obligations to keep the products safe.

C. Each distribution center shall establish a formaldistribution center food safety committee. This committeeshould be multidisciplinary in membership and operateon a predetermined frequency, conducting completeinspections of the entire facility no less than once permonth. Records of each inspection are an integral part ofthis requirement, and documentation of specificassignments and actual accomplishments shall bemaintained. Follow-up inspections should be done toensure that items are corrected.

D. All departments of the distribution center directlyinvolved in implementing food safety shall establish anappropriate budget and support to maintain the properand timely acquisition of appropriate tools, materials,equipment, monitoring devices, chemicals, pesticides andtraining.

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E. A Master Cleaning Schedule (see Appendix) for periodiccleaning assignments and a daily housekeeping scheduleshall be undertaken as a formalized written plan. It mustspecify frequency, responsibility, and post-cleaningevaluation and shall be up-to-date. This schedule shouldinclude the outside grounds, building, drains, andequipment, including refrigeration equipment. Dailycleaning schedules should be established to ensureprompt cleaning of any product spillage and daily debris.

The cleaning tasks should be divided into three generalareas and included on the appropriate schedule:

Type of Task Appropriate Schedule

Periodic “deep cleaning” tasks,performed other than daily

Maintenance cleaningDaily “housekeeping” tasks

F. Detailed cleaning procedures shall be developed forpersonnel training and maintaining the hygiene/sanitationlevel of the distribution center. These written cleaningprocedures shall be developed and utilized for cleaningof all equipment used for food storage, for all buildingareas and for the outside grounds.

G. Inspection and documentation of incoming materials:

1. The appropriate department shall maintaindocumented procedures for inspection of all incomingproducts.

2. In order to assure product integrity, trained personnelutilizing the appropriate equipment shall inspect allincoming materials and vehicles. These incominggoods inspections shall include checks for thepresence of pest infestation and other objectionablematerials.

3. Receiving records indicating date of receipt, carrier,seal numbers, amount, product condition and any

Master Cleaning Schedule

Master Cleaning ScheduleHousekeeping Schedule

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evidence of pests or other objectionable materialsshall be maintained. Where seals are present ontrailers or shipping containers, the seal number shouldbe checked against the seal number on the bill oflading to ensure that the two numbers match. Lotcodes, expiration dates, manufacturing dates or othermethod of identifying products shall be recorded tofacilitate recall, if necessary.

4. For frozen and refrigerated shipments, trailertemperatures shall be recorded. Product temperaturesshould be taken to verify product condition or asrequired by the customer.

H. All distribution centers should conduct an analysis of thehazards inherent to the items being stored or shipped fromthe center. Steps 1-7 below should be followed for anyproduct being stored.

Each distribution center that handles seafood, fish or otherregulated products in the United States OR exportsseafood, fish or other regulated products to the US shallestablish a Hazard Analysis Critical Control Point(HACCP) program. The HACCP program shall havesenior management commitment. A multi-disciplinaryteam shall be established and the team leader shall bespecifically trained in seafood, fish or other regulatedproducts HACCP. HACCP team members shall haveadequate training and experience.

Prior to HACCP plan development, each distributioncenter shall have implemented and documented the pre-requisite programs and verified their effectiveness throughthe self inspection program. These programs include, butare not restricted to, cleaning and sanitation/hygiene,GMPs and personnel practices, pest control, preventivemaintenance, chemical control, food safety customercomplaints, recall and traceability, supplier specificationsand control, and receiving, storage and shipping.

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A flowchart for the warehouse process shall be maintainedand verified as accurate.

The HACCP system shall be specific to the application,practical to implement and effective in controlling theidentified hazards of the operation. Through this system,the company shall be able to demonstrate effective controlof all operations undertaken. The seven principles ofHACCP shall be followed and consist of the followingpoints:

1. Describe the intended use for each product stored andidentify food safety (biological, chemical and/orphysical) hazards inherent to the items being storedor shipped. An assessment of risk shall be includedand shall identify which hazards are likely to occur.The assessment shall include identification of processsteps of such a nature necessary to prevent, eliminate,or reduce known hazards to an acceptable level. Thefollowing should be considered, wherever possible,when conducting the hazard analysis:

a. The likely occurrence of hazards and severity oftheir adverse health effects.

b. A qualitative and/or quantitative evaluation for thepresence of biological, chemical, and/or physicalhazards.

c. Survival and multiplication of micro-organismsof concern.

d. Any conditions leading to the above.

For seafood, fish or other regulated products, a hazardanalysis summary sheet shall be available for reviewfor all such products, both old and new, to identifyand assess all potential food safety hazards andassociated risks. The responsibility for conducting thehazard analysis shall be clearly identified in theorganization.

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2. Determine the critical control points (CCPs) andidentify the procedure for controlling the hazard.

3. Identify the critical limits associated with each CCPnecessary to control each hazard identified. CCPs,identified in relation to the operation, shall becontrolled and monitored within predeterminedscience-based critical limits.

4. Specify monitoring frequencies, predeterminedcorrective actions needed and designate person(s)responsible for conducting the CCP checks andverifying the CCP record as accurate shall bemaintained and documented.

5. Establish and document deviation procedures, identifythe record of product disposition, and who isresponsible for these activities.

6. Establish and document verification and validationprocedures. Verification and validation activitiesinclude but are not limited to auditing HACCPprocedures and HACCP recordkeeping such ascorrective actions, CCP monitoring records, deviationreports, scientific review by independent auditors,customer complaint review, and maintainingregulatory compliance for the HACCP plan.

7. Maintain documentation of procedures, records ofconformance and effective corrective actions resultingfrom non-conformance.

All seafood, fish or other regulated products shall becovered by the HACCP system and each HACCP planshall be appropriately reviewed. This review shall occurat least yearly.

I. A responsible, competent person shall create specific,written procedures for providing food safety training toall personnel, including new employees, and maintain arecord of training completion. This training will includethe written employee policies that have been established

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for the company. Refresher training should be done onan annual basis. Prior to beginning work, temporarypersonnel and contractors shall be trained as appropriate,and shall be adequately supervised throughout theworking period.

J. A formalized written program for evaluating customercomplaints should be established. Complaint informationshould, where appropriate, be used to avoid recurrenceand implement ongoing improvements to product safety.

K. A formal recall program shall be on file. A writtenprocedure shall be on file and shall be regularly reviewed,and if necessary, revised to ensure it is current.Distribution records shall be maintained to identify theinitial point of distribution to facilitate segregation andrecall of specific lots. The recall program should be testedevery six months and the tests should be documented.

L. Clear procedures for the control of damaged or returnedproduct shall be in place and understood by all personnelworking with these products. All damaged or returnedproduct shall be handled or disposed of according to thenature of the problem and/or the specific requirementsof the customer. Adequate documentation shall be keptof the action taken and proper adjustments shall be madeto the product inventory records to accurately accountfor the damaged or destroyed materials.

M. Each distribution center shall establish a procedure forhandling governmental or regulatory inspectors and thirdparty auditors. This procedure should include:

1. Person or persons delegated to accompany allinspectors

2. Company policy regarding photographs

3. Company policy regarding records and samples

N. A glass policy shall be written and implemented. Thepolicy shall state that no glass is to be used in the operation

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of the distribution center, except where absolutelynecessary or where removal is not immediately feasible.The policy shall also state that the only glass to be broughtinto the facility is glassware for sale and none shall bebrought in with employees’ personal effects. Included inthe policy shall be a procedure for handling any breakageof glass, including any stored glassware, which occurs inthe facility. Where essential glass remains, such as inhighly placed light fixtures, a register of the glass presentshall be maintained and an audit of that essential glassshall be conducted on a regular basis to check foraccidental breakage or damage to the fixture(s).

O. A preventive maintenance program and work order systemshall be in use to prioritize the elements of identifiedstructural or equipment maintenance problems that couldcause food adulteration. The company shall ensure thatthe stored product is properly protected duringmaintenance operations.

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II. Pest ControlA. A formalized preventive pest control program shall be

maintained in the facility. The pest control program maybe undertaken by trained in-house personnel or beprovided by an outside pest control contractor. The facilityshall maintain written procedures outlining therequirements of the program to reduce the potential forproduct contamination from pest activity or the use ofmaterials and/or procedures designed to control pestactivity. Pest control activities shall at all times beconducted in total compliance with the regulatoryrequirements of the agency controlling such procedures.In addition, specific programs and procedures will includeas a minimum:

1. Pesticide applications made within a facility or onthe grounds of a facility will be undertaken by alicensed pest control contractor or properly licensedor trained in-house employee, where such licensingprovisions are required by government codes. In theabsence of such regulatory requirements, techniciansmust demonstrate they have received proper trainingin the proper and safe use of pest control materialsby attendance at a recognized seminar or havedocumented training and be under the supervision ofa licensed technician, where required by governmentcodes. Pesticides designated for “Restricted Use”shall only be used by trained, licensed pest controltechnicians, where a license is required bygovernment codes.

2. The facility serviced by in-house personnel (licensedor trained pesticide technician or technicians) shall:

a. Maintain a file of sample labels and chemicalsafety data information for each pesticide usedand shall maintain pesticide usage records as well

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as records on maintenance of the safety andprotective equipment used.

b. Maintain and enforce written procedures for theapplication of all pesticides.

c. Maintain accurate records of application ofpesticides as outlined in section 3. d. below.

3. Facilities serviced by a contracted licensed pestcontrol company shall maintain the following:

a. A contract describing the specific services to berendered, including materials to be used,methods, precautions, and chemical safety datainformation required by government regulations.

b. Sample labels for all pesticides used. Samplelabels shall be kept on file for the time specifiedby regulatory codes.

c. Accurate and complete service recordsdescribing current levels of pest activity andrecommendations for additional efforts neededto correct conditions allowing a potential for pestactivity.

d. Accurate documentation of all pesticideapplications, including rodenticides, made in oraround the facility. Documentation shall bemaintained in accordance with governmentregulations and must document, at a minimum:

i. Materials applied

ii. Target organism

iii. Amount applied

iv. Specific area where pesticide was applied

v. Method of application

vi. Rate of application or dosage

vii. Date and time treated

viii. Technician’s signature

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e. A copy of the current liability insurance andevidence of a current technician’s license, wherea license is required.

B. All facilities shall establish effective preventive programsfor the elimination of pest activity. The effectiveness ofthe programs will be measured by the lack of observationof pest activity and evidence. Specific procedures includebut are not limited to:

1. Outside bait stations for the control of rats and mice.These bait stations should meet tamper resistancestandards and shall be properly positioned, anchoredin place, locked, and properly labeled in compliancewith regulatory requirements. The bait stations shallbe installed around the exterior perimeter of the facilityat 50-100 foot (15-30 meter) intervals. Where allowedby local ordinance, the stations should also be installedalong the fence line in accordance with industry bestpractice. Properly maintained mechanical rodentcontrol devices may also be used, where allowed bygovernment regulations.

Lids to the bait stations shall be locked with devicessupplied by or recommended by the manufacturer. Theuse of reusable plastic ties or other easily cut ortampered with materials shall not be used.

Baits used shall be approved registered rodenticideor monitoring (non-toxic) feeding blocks.

Service conducted on the monitoring devices shall bein line with levels of rodent activity in the stations.However, all stations shall be inspected and servicedno less than once per month. Each service and theresults of the service will be documented for eachstation or device and maintained on file.

2. Internal measures shall comply with governmentregulations. Unless prohibited by regulatory

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requirements, internal control programs shall consistof the use of mechanical traps, extended trigger traps,or glue boards, but should not include feeding stationsof any kind.

In countries where mechanical traps and/or glueboardsare prohibited by law, internal feeding stationscontaining non-toxic bait may be used for monitoringpurposes. These feeding stations shall be used in amanner consistent with the label directions for the baitand in a manner that minimizes the potential forcontamination of the food products or materials instorage. These stations shall contain only non-toxicbait, unless evidence of rodents has been documentedin the recent past. If activity has been found, toxicbait can be used until the activity is eliminated. Non-toxic bait should then be reinstalled in the stations forroutine monitoring purposes.

The feeding stations should be constructed of a durablematerial such as hard plastic and should be kept lockedand secured to keep them in place. Measures takenshould be in response to the level of activity present.

It is recommended that the internal devices used forroutine monitoring purposes be positioned at 20-40foot (6.5-13 meter) intervals along exterior perimeterwalls. Where possible, rodent control devices shouldbe installed at each side of exterior overhead andpedestrian doors or where there is a potential for rodententry into the facility. In any area where there is apotential for rodent activity, such as raw materialstorage areas within a facility, rodent control devicesshould be installed along interior walls. The contractoror facility personnel shall inspect and clean the devicesat least once a week.

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3. Maps or schematics showing the locations of therodent control devices shall be maintained and keptcurrent. A record of the service and cleaning of eachrodent control device shall be maintained in eachdevice. The service documentation should include thefindings from the device inspections.

4. Rodent burrows, rodent runs, and any conditionsattracting rodents or other pests both inside and outsidethe facility shall be eliminated.

5. Electric flying insect monitors should be used asneeded to identify flying insect entry into the facility.Units should be installed so that insects are notattracted from outside the building. Units should notbe placed within 10 feet (3 meters) of exposed product.All units should be listed on the Master CleaningSchedule for cleanout on a weekly schedule duringpeak insect season. They can be cleaned monthlyduring off-peak season. Installation and use mustfollow all local regulations. The light tubes should bechanged on an annual basis and records of thismaintained.

6. Birds shall be controlled by exclusion: netting,screening, mechanical traps or avicides, if legal andpractical. The use of avicides is not permitted insidethe facility.

7. All pesticide containers and application equipmentshall be properly labeled to identify the contents.Insecticides or herbicides each require separateequipment for application. All equipment used forpesticide application shall be properly maintained inserviceable condition.

8. Pesticides stored in a facility shall be stored in a lockedenclosure, preferably in an outside building away fromfood storage areas. Easily understandable labelingwarning of the contents and limiting access shall be

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posted on the exterior entrances to this enclosure. Thestorage enclosure shall be adequate in size andconstruction and well ventilated. The enclosure shallcontain the necessary materials to control spills orleakage and to avoid injury to personnel.

9. Disposal of pesticides, pesticide containers andpesticide residues shall be done in a manner that meetsall regulatory guidelines and must be consistent withthe instructions included on the label for the material.

C. Pest monitoring devices and appropriate integrated pestmanagement strategies should be properly used to provideongoing monitoring for pest activity and to design aneffective control program to eliminate pests and thepotential for pest activity.

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III. Operational Methods and PersonnelPractices

A. The procedures for receipt, storage, and handling of rawmaterials shall be established and comply with the GoodManufacturing Practices. The procedures shall includethe following criteria:

1. Receipt and Storage of Materials:

a. Damaged and/or badly soiled or infestedcontainers should not be accepted. If they mustbe received under consignment, they should beimmediately placed in a salvage area pendingdisposition.

b. Materials shipped in damaged, dirty, or infestedvehicles shall be rejected. Proper documentationshall be maintained specifying defects andreasons for rejection.

c. All receiving dates shall be placed on the bottomunit of the pallet or individual container and bereadily visible. The placing of receiving dates onstretch-wrap should be discouraged. Bar codingsystems that use computer maintained pickinglists that specify product to be shipped will alsofulfill this requirement.

d. Storage practices shall be appropriate to the itembeing stored. Ingredients, finished goods,packaging and other items shall be stored off thefloor and at least 18 inches (50 cm) away fromwalls and ceilings. Storage off the floor can be onpallets, slipsheets or stands. Adequate space forcleaning shall be maintained between rows ofstored products. The recommended space is 14inches (40 cm) between every two pallet rows.Storage slots and traffic lanes should also beprovided for items stored at floor level. If an 18-inch (50 cm) clearance is impossible due to

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aisleway widths and the turning radius of forklifts,the rack system can be installed against the wall.In this instance, a bottom rail must be installed18 inches (50 cm) off the floor so that no palletsare stored on the floor. This will allow forcleaning, inspection and monitoring for pests.

e. Perishable materials shall be stored at or below40°F (4°C). Frozen products shall be kept at orbelow 0°F (-18°C) during storage. Freezers andcoolers should be equipped with vinyl strip doorsor self-closing devices to maintain temperatures.

f. Proper rotation of all ingredients, packagingsupplies, and other materials shall be undertakenon a “first-in, first-out” (FIFO) basis or otherverifiable method to ensure stock rotation.

g. Inventories should be maintained at reasonableand appropriate volumes to avoid excessive ageand insect infestation. Materials in storage formore than four weeks shall be inspected and thencleaned and repalletized as necessary, and theinspection date shall be affixed near the originalreceiving date.

h. Pallets and skids shall be kept clean and in goodrepair. When pallets or other wooden surfaces arewashed, they should be properly dried before use.Slip-sheets should be used between pallets andbags of ingredients and between double-stackedpallets to protect ingredients from damage by thepallet.

i. All toxic chemicals, including cleaning andmaintenance compounds, and all nonproductrelated materials, such as parts and equipment,shall be completely segregated from all foodingredients and packaging supplies.

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j. Where iced-down product must be stored over likeor dissimilar products, protective measures shallbe provided to keep the melting ice run-off fromcontaminating the product below. Adequatecatchpans or other devices may be used under theiced-down product to collect the run-off.

B. Transfer and Handling of Materials:

1. Personnel should quickly eliminate spillage, leakage,waste and forklift damaged stock at all times.

2. All stock selected and staged for shipment should beexamined prior to loading.

3. Rubbish, trash, or inedible waste shall be stored inproperly covered labeled containers and emptied atleast daily. When rubbish or inedible waste istransported, it must not come in contact with stock instorage. Waste disposal shall meet regulatoryrequirements.

4. Hand trucks, hand jacks, and forklifts, as well as othertransporting equipment, should be maintained in aclean condition.

5. Frozen food should not be on the dock for more than30 minutes, if the dock is refrigerated to hold an airtemperature not exceeding 40°F (4°C). If the dock isnot refrigerated, product should not be on the dockfor more than 15 minutes.

6. A designated morgue and/or salvage area for alldamaged and recoup materials shall be provided andfully segregated from usable stock to prevent possiblecontamination. Repacking of salvage shall beundertaken weekly or as necessary to keep quantitiesat minimal levels. Repacked materials shall beidentified so as to maintain traceability. Damaged,adulterated materials should be disposed of in amanner to prevent their entry into the market.

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C. Operational Practices:

1. All washrooms, showers, and locker rooms shall bemaintained in a sanitary manner and kept free ofinsects, rodents, and mold. Monthly inspectionsshould be undertaken of all company ownedemployees’ lockers for sanitary controls. Open foodor drink in lockers shall be strictly prohibited. “WashHands” signs shall be properly displayed in all restrooms, lunchrooms and smoking areas. Whereapplicable, the signs shall also appear over sinks orentryways to storage areas. Hot and cold runningwater, soap, and hand dryers or hand drying towels(either paper or cloth roller towels) shall be providedin hand washing areas.

2. Single-service containers shall not be reused and mustbe properly disposed of after being emptied andrendered unserviceable.

D. Delivery Practices:

1. Distribution records shall be maintained to identifythe initial point of distribution as per governmentalregulations.

2. All products shall be handled and transported in sucha way that prevents actual or potential adulteration.It is recommended that detergents and other non-foodchemicals be segregated during transport from foodproducts.

3. All shipping vehicles shall be inspected prior toloading for cleanliness and structural defects thatcould jeopardize product integrity. These inspectionsshall be documented when issues are found.Company-owned vehicles used to transport foodsshall be visually examined, cleaned, and maintainedto prevent product adulteration. All local deliverytrucks shall be internally inspected and cleaned, atleast weekly, to identify possible sources of

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contamination from pests and/or foreign materials.Common carriers and customers should beencouraged to maintain their respective deliveryvehicles in a hygienic condition and in reasonablerepair.

4. All perishable and/or frozen products shall be loadedinto a precooled vehicle designated and maintainedto sustain required temperatures during delivery.Temperatures of the pre-cooled vehicles shall bechecked prior to loading. The temperatures shouldbe recorded as an additional safeguard for the product.Temperatures of perishable and/or frozen productsshall be taken and recorded as necessary or asrequired by the customer upon loading of trucks.Procedures shall, where appropriate, be in place inthe case of transportation breakdown. Theseprocedures shall ensure product safety, legality andquality. Transport refrigeration units should haverecording devices and should be turned on and thedoors closed when loading and unloading is not beingcarried out, if applicable.

5. Adequate free air circulation all around the load isessential during refrigerated/frozen transportation.Slip sheets should be supported on a pallet or othermeans to allow adequate air circulation under theload. If the transport has a channeled floor, palletsare not necessary to maintain air circulation.

6. For frozen food, the thermostat on the vehicle’srefrigeration unit should be set to maintain an airtemperature of 0°F (-18°C) or lower.

E. Personnel Practices:

1. Employees shall be encouraged to practice goodpersonal hygiene habits at all times.

2. Eating food, drinking beverages, chewing gum, andusing tobacco products shall be restricted to

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designated areas only, away from stored foodproducts.

3. Employee lunches and/or personal effects shall notbe stored or placed in stock storage areas. Exampleswould include sweaters, jackets, shoes, smokingmaterials, etc. All personal property should be storedin an area defined by company management. Suitableand sufficient break areas should be provided for allstaff.

4. All employee health cards shall be kept current andproperly posted, if required by local or national law.

5. Noncompany personnel shall be required to conformto company food safety/hygiene policies and theGood Manufacturing Practices as they apply towarehouses. These would include, but not be limitedto: visitors, regulatory authorities, outside contractors,tour groups, and employees’ family and friends.

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IV. Maintenance for Food SafetyA. The site shall be located and maintained so as to prevent

contamination and enable the storage of safe and legalproducts. Consideration should be given to localactivities that may have potentially adverse impact, andmeasures taken to prevent product contamination. Thesite boundaries should be clearly defined. Measuresnecessary to protect the site from any potentialcontaminants should be in place and periodicallyreviewed to ensure they continue to be effective.

B. Building Structure:

1. The grounds around any food distribution center shallbe maintained in a manner that will prevent thepossibility of food adulteration. The methods foradequate grounds maintenance include, but are notlimited to:

a. Proper storage of equipment away from walls andoff the ground to prevent harborage and allowinspection. Storage out of doors should be keptto a minimum. Where pallets must be storedoutside, the storage should be off the ground aminimum of 18 inches (50 cm) and away fromthe building to prevent the creation of a pestharborage.

b. Removal of litter and waste, removal of weedsor tall grass from within the immediate vicinityof the building.

c. Maintenance of roads, yards, and parking areasto keep them free of dust, standing water or otherpotential contaminants.

d. Provision of adequate drainage from grounds,roof or other areas.

e. Installation and maintenance of outside wet and/or dry waste or scrap compactors, modules, and

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dumpsters to minimize leakage or to contain suchleakage, permitting the container to be easilyremoved and the area cleaned. External wastecollection containers and compactors should beclosed and/or covered and kept in good repair andshould be located on a concrete pad or similarinstallation to prevent pest attraction or harborage.

f. Measures should be in place to maintain sitesecurity.

2. The food distribution center construction and designshall be suitable in size, layout, and/or partition tofacilitate maintenance and sanitary operations for foodstorage.

3. Sufficient space should be provided for properplacement of equipment and storage of materials.Adequate aisles or a work space shall be maintainedbetween equipment and/or structures to allowadequate cleaning.

4. Floors, walls, and ceilings shall be of suchconstruction as to be adequately cleanable and keptin good repair. The following are further guidelinesto assist in this:

a. Walls should be designed, constructed, finishedand maintained to prevent the accumulation ofdirt, reduce condensation and mold growth, andfacilitate cleaning.

b. Wall/floor junctions and corners should be covedto facilitate cleaning. Cavities in the surface ofwalls and floors should be filled or sealed toprevent debris from lodging and to avoid pestharborage.

c. Floors should be designed to meet the demandsof the process and withstand cleaning materialsand methods. They should be impervious and

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maintained in good repair. Floors in producecoolers should have adequate sloping to directthe flow of any water or effluent towards suitabledrainage.

d. Adequate floor drains with grates shall beinstalled, maintained and operational in all wetstorage areas. All floor drain grates shall be easilyremovable for cleaning and inspection. Thedrains should be easily accessible for cleaningand drains in meat, dairy and produce areasshould be routinely sanitized.

e. Where hollow or suspended ceilings are used,adequate access to the void shall be provided tofacilitate cleaning, maintenance of services andinspection for pest activity. Ceilings andoverheads should be designed, constructed,finished and maintained to prevent theaccumulation of dirt, reduce condensation andmold growth, and facilitate cleaning.

f. Roof leaks shall be promptly identified andrepaired.

5. Fixtures, ducts, and pipes, including plumbing, shallbe in good condition and installed in such a mannerthat drips or condensate do not contaminate stock instorage.

6. Adequate lighting should be provided in all areas toallow for adequate observation of storage andhandling areas. It is strongly recommended that lightbulbs, fixtures, windows, mirrors, skylights, or otherglass suspended over storage areas should be of thesafety type or otherwise protected to preventbreakage. Light bulbs, fixtures, windows, mirrors,skylights, or other glass suspended over any areawhere there is exposed product, such as producestorage areas, recoup areas, or similar areas, shall be

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of the safety type or otherwise protected to preventbreakage. Emergency lighting and the headlights andother lights and gauges on forklifts should also beprotected. Where full protection cannot be provided,the glass policy shall take this into account througha glass register and regular glass audits.

7. Adequate ventilation should be provided in stockstorage areas to minimize odors, fumes, and vapors.Air makeup units shall be fitted with clean filtersand maintained free of mold and algae.

a. Air return ducts for heating and air conditioningsystems or air makeup units shall be providedwith cleaning and inspection hatches. Fans,blowers, filters, cabinets, and plenums shall beplaced on a preventive maintenance schedule toprevent possible development of mold or insects,or the collection of foreign material.

b. Windows and skylights should be non-opening.Where windows and doors must be kept open forventilation, they shall be screened to preventaccess by pests.

8. An 18-inch (50 cm) inspection line should be paintedon floor-wall junctions around the perimeter andalong interior partition walls of the food distributioncenter storage areas to aid in the detection of pestactivity.

9. The physical building shall be maintained to providenecessary barriers for effective protection againstbirds, animals, vermin, and insects, and themaintenance department shall be responsible for theelimination of cracks and crevices as well as otherinsect or rodent harborages. Where external doors tostock storage areas are kept open, suitable precautionsshall be taken to prevent pest ingress. Doors in theseareas shall be close-fitting or adequately pest-

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proofed. Appropriate material should be installed onthe wall under the dock leveler pits or around thedock leveler plates to prevent rodents from climbingup the wall onto the dock.

C. Equipment:

1. All distribution center equipment shall be designedand of such material and workmanship as to beadequately cleanable and shall be properlymaintained.

2. Any company-owned transport with holes or in badrepair shall be repaired or placed “on hold” untilrepairs are completed. Common carriers not meetingthe minimum standards shall be rejected. Door sealson transports shall be intact, and dome lights shallbe protected against breakage.

3. A continuous recording thermometer or an indicatingthermometer shall be used in all rooms or areas whereperishable or frozen foods are stored or handled.Mechanical monitoring systems utilizing continuoustemperature recording systems are recommended.Freezers and coolers equipped with mechanicalmonitoring systems shall be equipped with atemperature alarm system that triggers an alarm whentemperatures exceed limits. Where indicatingthermometers are used, they shall be monitored on afrequency often enough to ensure safe storage. Properdocumentation shall be maintained and readilyavailable.

Recording controls, thermometers, or othertemperature measuring devices shall be routinelycalibrated on any equipment used to maintaintemperatures in refrigerated and frozen storage areas.This calibration should be traceable to a nationalstandard.

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4. Hand jacks, forklifts, and other transportingequipment should be in good repair and maintainedin such a manner that prevents the adulteration ofproducts being transported.

5. Only clean repair parts and equipment should bestored in the parts storage areas.

D. Services:

1. All establishments shall have a potable water supplyfrom an approved source. For underground well watersupplies, sampling of the water shall be undertakenon a frequency consistent with local healthdepartment codes and governmental law. Properdocumentation shall be readily available.

2. All water installations and equipment shall beconstructed and maintained to prevent backsiphonage and/or backflow.

3. The sewage disposal system shall be adequate andappropriate for the process and shall be maintainedto prevent either direct or indirect contamination offood.

4. All washrooms, hand sinks, and locker rooms shallhave both hot and cold running water readilyavailable. Mix valves to adjust water temperaturesshall also be provided. Toilet rooms shall not opendirectly into areas where exposed product may bestored. Toilet rooms should be maintained in goodrepair.

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V. Cleaning PracticesA. Cleaning operations shall be performed in a manner to

prevent contamination of materials and products.Cleaning or replacing light fittings and glass shall be donein a manner to minimize the potential for productcontamination.

B. General-purpose cleaning compounds shall be used in amanner that prevents food product contamination.

C. When not in use, all cleaning compounds and sanitizersshall be properly labeled and stored in a lockedcompartment, away from food storage areas.

D. Cleaning equipment and tools shall be supplied and bereadily available for use. All cleaning equipment shallbe maintained, kept clean and stored in such a way as notto contaminate stored products. Janitorial cleaningequipment and supplies shall be segregated fromwarehouse cleaning equipment and supplies and shall bestored separately.

E. Cleaning Definitions:

1. “Deep Cleaning”

a. “Deep cleaning” shall be assigned to theappropriate department(s) and shall beaccomplished by and consistent with a MasterCleaning Schedule or its equivalent.

b. Examples of “Deep Cleaning” would include:

i. Overhead areas shall be cleaned frequentlyenough to prevent insects or filth fromcontaminating food products in storage.

ii. Dock levelers shall be cleaned on a schedulefrequent enough to prevent excessive soil/litter accumulations.

iii. Racks and storage shelves shall be cleanedfrequently enough to remove spillage and

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dirt buildup and to assure against pestdevelopment.

iv. Painted perimeter lines shall be cleaned andmopped each month or more frequently, ifneeded.

v. Recoup or salvage areas shall be cleanedon a schedule frequent enough to preventdevelopment of insects or mold and toensure against their becoming a pestattractant. Recoup modules or totes shouldbe washed out every week or morefrequently, if needed.

2. Daily “Housekeeping or Cosmetic Cleaning” shallbe assigned to the appropriate departments and shallbe undertaken to ensure work and support areas aremaintained during normal working hours. All suchoperations shall be undertaken in a manner to preventcontamination. Examples of housekeeping taskswould include:

a. Floor, walls and ceilings shall be cleaned on aregular basis and as often as necessary to eliminatefood residues and maintain a good cosmeticappearance.

b. Toilet rooms, locker rooms, and employee breakareas shall be cleaned, as necessary, to maintainproper levels of sanitation/hygiene and discouragepest development.

3. Maintenance Cleaning:

a. Nonsealed electrical panels and boxes should becleaned and/or inspected periodically.

b. Maintenance mess and debris created duringrepairs or alterations shall be promptly removed.

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c. Grease smears and excess lubricant should bepromptly removed from forklift equipment andfloors.

d. Forklifts, hand jacks, and similar equipmentshould be scheduled for preventative maintenanceand cleaning.

e. Maintenance storage areas should be kept cleanand organized with no parts or materials storedon the floor.

4. Outside Grounds Cleaning:

a. The outside grounds shall be maintained free oftrash and debris.

b. Dumpsters and waste containers shall be cleaned,as necessary, to prevent fly development. Wastecontainers should be designed to allow propercleaning. They should be covered and located ona concrete pad or similar installation to assureagainst pest attraction or harborage.

c. Truck bays and garage areas shall be kept cleanto prevent attracting and/or supporting pestactivity.

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Conditions for Unsatisfactory RatingPer AIB Standards, an Unsatisfactory rating will be

assigned when an item or items during the audit represents aviolation of the following types:

I. If an imminent food safety hazard exists.

II. If food safety programs are nonexistent or deficientin such a way that they do not comply with the GoodManufacturing Practices.

III. If food is adulterated such that:

a. It bears or contains an added poisonous ordeleterious substance;

b. It consists in whole or in part of any filth, putrid,or decomposed substances, or if it is otherwiseunfit for use as food;

c. It has been prepared, packed, or held underinsanitary conditions, whereby, it may have beencontaminated with filth, or whereby, it may havebeen rendered injurious to health.

IV. If a violation of the Good Manufacturing Practicesis noted that is an imminent food safety risk.

V. If a violation of local or national pesticide regulationsis noted that would represent a significant departurefrom the regulations or would cause an imminentfood safety risk.

Examples of a few conditions most commonly foundwhich will require an unsatisfactory ratingassignment have been listed below. The followingonly represent examples of conditions forunsatisfactory rating assignments and are by no meansinclusive. Similar items not specifically stated will bedealt with by the auditor in view of existing conditionsand are always subject to review by AIB Internationalheadquarters personnel.

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1. An effective sanitation program or pest control programnot in place

2. Evidence of resident birds or bird excreta on stock insidethe distribution center

3. Any significant insect infestation, either internally or onthe surface of the stored product

4. Presence of live rodents, rodent gnawed bags or rodentevidence on pallets of stored stock

5. Cockroach infestation in the food distribution center thatcould cause regulatory action or adulterate product

6. Stored product contaminated with poisonous orhazardous chemicals, such as pesticides, motor oil, etc.

7. Perimeter floor-wall junctions and storage areascompletely restricted, preventing cleaning, inspection,and pest control procedures

8. No internal rodent control program. As an example,mechanical traps, snap traps, or glue boards not present,evidence of decomposed rodents in traps, or aninsufficient number of traps present

9. Rodent bait stations containing toxic rodenticide usedfor routine monitoring inside the stock storage area ofthe food distribution center

10. Dock and pedestrian doors not rodent proofed and rodentevidence noted inside the food distribution center

11. Roof leaks that may have contaminated product instorage

12. Insect or rodent infested transport vehicles

13. Freezers and coolers without thermometers ortemperatures above required minimums, except duringperiods of heavy traffic or during defrost cycle

14. Poor personnel practices, such as eating and smoking inundesignated areas

15. Pesticides not used in accordance with the labeling

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16. Transporting food ingredients and product in the sametrailer or railcar with toxic chemicals, except when theyare physically separated on the load. Separation can beby partition or location, provided that leakage or spillagecould not contaminate stock in the transport trailer.

17. Leaking iced-down produce stored over any otherproducts.

18. Lack of evidence of compliance with regulated HACCPrequirements, such as required for seafood and fishproducts.

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AIBI Department of Food Safety & Hygiene1213 Bakers Way, PO Box 3999, Manhattan, KS 66505-3999

PO Box 11, Leatherhead, Surrey KT22 7YZ UK