traceability, record keeping, and good practices of meat packers (at a glance)

Traceability, Record Keeping, and Good Practices of Meat Packers (At a Glance)

Robocom Systems International

Copyright ©2015 Robocom Systems International. All Rights Reserved

Traceability Challenges in the Industry

What is Traceability?

• The ability to follow a product through all stages of the food supply chain. Good traceability provides an effective means of tracking identified products as they move from location to location.

• Traceability systems fall anywhere from paper-based recording to complex warehouse management and enterprise resource planning (ERP) systems.

• Good traceability measures help establishments meet market requirements, conduct efficient and effective recalls, and ensure public and government confidence.


Disclaimer:

The information within this presentation should not be used as an alternative to governmental

regulatory or legal advice from an appropriately qualified professional. For answers to specific

questions about any governmental regulatory or legal matter, consult an appropriately qualified

professional.


The Challenges of Achieving Effective Traceability for Meat Packers:

• Traceability for meat packers is a complex process. Lot tracking can be difficult when there are potentially multiple raw meat sources both domestic or imported, multiple processors, multiple distributors, and multiple retailers in one’s respective supply chain.

• The number of steps required to take an animal from farm to table also adds complexity, as there are a number of singular events and lot combinations to be tracked – from initial processing and cutting, through various grading and categorization processes, then to blending, cooking, packaging, freezing and distribution.

• Consequently, there are many events or core transactional business processes (referred to as CTEs, for Core Transaction Events) in a meat packer’s supply chain. Any events that occur at a specific date and time along the supply chain -- such as receiving meat, pallet configuration, processing or packaging -- are all CTEs. As a meat packer, your traceability system must be powerful enough to handle the events that occur within your manufacturing processes and supply chain, tracing the events both forward and backward.



The Challenges of Achieving Effective Traceability for Meat Packers (Cont...):

• Many supply chain events are often far from reach. Raw materials are used to create a product that then needs to be packaged and labeled. This product has to be shipped, received, then consumed and disposed of. Because businesses often only have complete control over one or two steps in this process, it is important for an organization to work with their partners to ensure accurate traceability up and down the supply chain. The more data that can be shared between supply chain links, the better.

• Lastly, product prices, packages, sizes and weights are extremely varied. A good warehouse management (WMS) system will be able to handle multiple weights, and multiple points of data collection.

Barcodes

• Labels or barcodes that machines can read are now a necessity for the meat and poultry industry. Warehouse Management and ERP systems allow for information scanned from barcodes to be stored in an automated fashion, simplifying data recording, improving accuracy and information access. Catchweight management for example, is simplified by the use of barcode scanning whenever products with different weights are touched. Visit www.robocom.com and request for access to our full white paper and read more on other topics pertaining to traceability such as UPC’s and Manufacturing Processes.


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Remember

• Automating your operations in the meat packing industry can significantly increase the accuracy and efficiency of your supply chain, as well as your organization’s preparedness in the event of a recall. When investigating software systems, look for a Warehouse Management System that can handle the unique business process and supply chain complexity that meat packers face, including the ability to handle multiple weights, CTE’s, as well as scanning and labeling functionalities.


Recalls for Meat Packers and the Importance of WMS

Recalls

• There is no instance where traceability is more valuable than in the event of a recall; the most dreaded challenge for any meat packer. There are a multitude of different circumstances that can trigger a recall in the meat packing industry, from labeling and packaging problems to different kinds of contaminations. Increased regulatory requirements, complexities in the meat packing supply chain like never before, and increased detection methods of potential breakouts all necessitate your organization to be exhaustively prepared for a potential recall. Doing so involves a number of crucial preventative measures and protocols. Written recall plans, notification templates, complete records, and frequent fire drills are just some of the tools your organization can employ to manage the fallout from a recall quickly and efficiently in order to reduce costs and protect your public reputation.


Record Keeping

Record Keeping Best Practices

• Firms should use a system of product coding where positive product identification can be conducted quickly and accurately through the length of the whole supply chain, in order to minimize the damage of a recall.

• A company’s records should be maintained for a period of time that exceeds the shelf life and expected use of the product, and at least the length of time specified in the FSIS regulations concerning record detention.

• Records are vital for tracing products up and down the supply chain, and should include invoices, bills of sale, and shipping documents.


Record Keeping

• Here is a non-exhaustive list of different types of records a firm should have on hand to facilitate an effective recall:

• Records for enabling positive ID of product (labels, lot numbers, Julian codes)

• Companies should have access to all distribution information of products, such as method of shipment and shipment date, as well as names, addresses, and consignees.

• Product records that facilitate ingredient trace back in the supply chain are also crucial. These will facilitate the trace back of any contamination to its source, effectively identifying the scope of a recall.

• Connected with ingredient trace back is detailed records of the supplier and supplier’s lot numbers for all raw materials and components.

• Your organization needs to track the name of each supplying company, the supplier’s lot number, and the production date of the product. Having product images available is also beneficial.


Record Keeping

Remember

• Electronic Warehouse Management and ERP solutions add so much visibility and transparency that a firm can execute a product recall within hours and with high precision. The alternative of paper recording can involve a lot of guess work and time. Ultimately being unable to identify affected lots quickly and accurately means that the majority or all products will need to be recalled, subsequently costing a firm exponentially more money and brand reputation. The lot record keeping and analysis functionalities of a strong Warehouse Management and ERP system that manages your supply chain can exponentially reduce this risk. Powerful systems should allow you to identify where the raw materials and packaging came from, how you have transformed them, how the raw materials were used, and where you shipped the finished product.

• Visit www.robocom.com and request for access to the full white paper and read more on other topics pertaining to recalls in the meat packing industry such as preventative measures, recall planning, and product removal and replenishment.



Recall Communication

How to Communicate a Recall with Customers, Partners, and the Public

• When issuing a recall, a notice should distributed to consignees as soon as possible. A clearly visible notice indicating the importance of the respective communication is a necessity if a notice is written, in order to prevent the attempt to contact being overlooked.

• If communication is over the phone, it should be followed by an email, fax, or letter.

• When notifying consignees, consider the following:

1. When contacting consignees be to the point and brief; time is of the essence.

2. Explain why the recall is being executed, and the potential danger or hazard associated.



3. Clearly describe the product (providing product images is helpful as well) and provide information exhaustive enough to enable the accurate and immediate identification of the affected products, not limited to but including:

• Product/brand name, Product code, Package/case size, Package/case date code, Lot number/expiration date, UPC code

4. Provide an explanation of the risk involved if product is used, such as the effects of ingesting contaminated product.

5. Request an official written response that notification of the recall has been received from the consignee firm, or send a receipt form to be completed.



6. Provide instructions on what to do with recalled products, including send back or disposal, if applicable.

• The recalling establishment can also provide a product image and description, plant and recall coordinator contact information, as well as when the product was shipped, its quantity and its weight.

• A lack of customer contact information or current contact information can contribute to a slow recall time. Maintaining accurate customer contact information is essential for an effective recall.



Remember

• One of the most important uses of a highly sophisticated Warehouse Management and ERP system is the speed, efficiency, and accuracy in which an establishment can recall a product. With so much at risk for a company, an inadequate or mediocre system demonstrates a lack of company dedication to its customers and safety requirements, and puts into question the long-term viability of the company.

• Visit www.robocom.com and request access to the full white paper and read more on other topics pertaining to recalls in the meat packing industry such as preventative measures, record keeping, and product removal and replenishment.



traceability, record keeping, and good practices of meat packers (at a glance)

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