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TRACEABILITY AND MOCK RECALLS Penn State Cooperative Extension Penn State University

TRACEABILITY AND MOCK RECALLS

Penn State Cooperative Extension Penn State University

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

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Two-way information flow

Two-way information flow Trace-back Distribution center Retailer (Store, restaurant, hospital, etc.) Field Grower

Trace-back

Two-way information flow Trace-back Distribution center Retailer (Store, restaurant, hospital, etc.) Field Grower
Two-way information flow Trace-back Distribution center Retailer (Store, restaurant, hospital, etc.) Field Grower
Two-way information flow Trace-back Distribution center Retailer (Store, restaurant, hospital, etc.) Field Grower
Two-way information flow Trace-back Distribution center Retailer (Store, restaurant, hospital, etc.) Field Grower
Two-way information flow Trace-back Distribution center Retailer (Store, restaurant, hospital, etc.) Field Grower

Distribution

center

Retailer

(Store, restaurant, hospital, etc.)

Field
Field

Grower

Packer

Consumer

center Retailer (Store, restaurant, hospital, etc.) Field Grower Packer Consumer Trace-forward Penn State Extension 2012
center Retailer (Store, restaurant, hospital, etc.) Field Grower Packer Consumer Trace-forward Penn State Extension 2012
center Retailer (Store, restaurant, hospital, etc.) Field Grower Packer Consumer Trace-forward Penn State Extension 2012
center Retailer (Store, restaurant, hospital, etc.) Field Grower Packer Consumer Trace-forward Penn State Extension 2012
center Retailer (Store, restaurant, hospital, etc.) Field Grower Packer Consumer Trace-forward Penn State Extension 2012
center Retailer (Store, restaurant, hospital, etc.) Field Grower Packer Consumer Trace-forward Penn State Extension 2012
center Retailer (Store, restaurant, hospital, etc.) Field Grower Packer Consumer Trace-forward Penn State Extension 2012
center Retailer (Store, restaurant, hospital, etc.) Field Grower Packer Consumer Trace-forward Penn State Extension 2012

Trace-forward

center Retailer (Store, restaurant, hospital, etc.) Field Grower Packer Consumer Trace-forward Penn State Extension 2012

Penn State Extension 2012

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.

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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

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How to make your products traceable

Step 1 - Map all production areas

How to make your products traceable Step 1 - Map all production areas Field 1 Field

Field 1

Field 2

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Step 2 Label all produce containers with the date and

location of harvest

Field #1

Field #2

Tomatoes

ABC Farms

1 Farm Road, Anytown, PA 16803

Grown in Pennsylvania

072411-2

TOTAL NET WT 16 oz (1 lb)

in Pennsylvania 072411-2 TOTAL NET WT 16 oz (1 lb) 072411-2 Means the tomatoes were harvested

072411-2

Means the tomatoes were harvested on July 24, 2011 from field #2

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Grower and shipper information passed on to next buyer Fresh Tomatoes Tomatoes ABC Farms 1

Grower and shipper information passed on to next buyer

Fresh Tomatoes Tomatoes ABC Farms 1 Farm Road, Anytown, PA 16803 Grown in Pennsylvania 072411-2
Fresh
Tomatoes
Tomatoes
ABC Farms
1 Farm Road, Anytown, PA 16803
Grown in Pennsylvania
072411-2
TOTAL NET WT 16 oz (1 lb)

Grower

information

Shipper

information

Box labels show grower

and shipper information

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Step 3 - Include the harvest date and location on each invoice

Tomatoes

ABC Farms

1 Farm Road, Anytown, PA 16803

Grown in Pennsylvania

072411-2

TOTAL NET WT 16 oz (1 lb)

ABC Farms INVOICE Date 7/25/11 1 Farm Road, Anytown, PA 16803 Phone: 808-123-4567 Fax: 808-123-5678
ABC Farms
INVOICE
Date
7/25/11
1 Farm Road, Anytown, PA 16803
Phone: 808-123-4567
Fax: 808-123-5678
Invoice #
123456
Customer ID XYZ-312
BILL TO:
SHIP TO:
XYX Distributors
123 Store Rd
Othertown, PA 16810
Same
ITEM
DESCRIPTION
QTY
UNIT PRICE
TOTAL
T-1
Tomatoes (072411-2)
15 bxs
$2.00
$30.00
SUBTOTAL
$30.00
TAX RATE
4%
S& H
$ 0
TOTAL
$31.20
Other comments or instructions
Please include invoice number on
your check.
Thank You for Your Business

Invoice shows grower, product, field, harvest date, date shipped

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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.

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Mock Recall Example • This is just one very simple example of how a mock

Mock Recall Example

Mock Recall Example • This is just one very simple example of how a mock recall

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.

your auditing company and customers for specific instructions on how to conduct a mock recall. Penn
your auditing company and customers for specific instructions on how to conduct a mock recall. Penn

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Mock Recall Flow Chart (example only)

Day 1

Day 2

Day 3

Mock Recall Flow Chart (example only) Day 1 Day 2 Day 3 Notify buyer that a
Mock Recall Flow Chart (example only) Day 1 Day 2 Day 3 Notify buyer that a
Mock Recall Flow Chart (example only) Day 1 Day 2 Day 3 Notify buyer that a

Notify buyer that a mock recall will be conducted 2 days from the present time

a mock recall will be conducted 2 days from the present time Identify and record lot

Identify and record lot number to be shipped to participating buyer

and record lot number to be shipped to participating buyer Ship to buyer Contact buyer and

Ship to buyer

number to be shipped to participating buyer Ship to buyer Contact buyer and request disposition of

Contact buyer and request disposition of the previously identified product lot number

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

lot number (e.g. how many sold/how many still at location) Obtain written confirmation by fax or

Obtain written confirmation

by fax or email

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Mock Recall Day 1

Grower
Grower
Buyer
Buyer
Mock Recall – Day 1 Grower Buyer Grower : “ Hello, this is John Smith from

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

Our GAP program requires us to conduct a mock recall

at least once per year.“

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Mock Recall Day 1

Grower
Grower
Buyer
Buyer
Mock Recall – Day 1 Grower Buyer Grower : “ Will you help us out by

Grower: “Will you help us out by participating in this year’s mock recall? Remember, this is NOT a real recall notice.

We just want to see if our plan is working correctly.”

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Mock Recall Day 1

Grower
Grower
Buyer
Buyer
Mock Recall – Day 1 Grower Buyer Grower : We will make our usual shipment to

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.

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Mock Recall Day 1

Grower
Grower
Buyer
Buyer
Mock Recall – Day 1 Grower Buyer Buyer : “OK, we will expect to hear from

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

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Mock Recall Day 2

Grower
Grower
ABC Farms
ABC
Farms

The product is shipped by the grower

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Mock Recall Day 2

ABC Farms
ABC
Farms
Buyer
Buyer

The product is received by the buyer

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Mock Recall Day 3

Grower
Grower
Buyer
Buyer
Mock Recall – Day 3 Grower Buyer Grower : Hello, this is John Smith from ABC

Grower: Hello, this is John Smith from ABC Farms again. We shipped our product to your store yesterday.

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Mock Recall Day 3

Grower
Grower
Buyer
Buyer
Mock Recall – Day 3 Grower Buyer Grower : “Please tell me how many boxes you

Grower: “Please tell me how many boxes you have already sold and how many boxes remain at your location”

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Mock Recall Day 3

Grower
Grower
Buyer
Buyer
Mock Recall – Day 3 Grower Buyer Grower : “The lot number labeled on the boxes

Grower: “The lot number labeled on the boxes was

123456XXX”

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Mock Recall Day 3

Grower
Grower
Buyer
Buyer
Mock Recall – Day 3 Grower Buyer Buyer : “OK, let me check my records” Penn

Buyer: “OK, let me check my records”

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Mock Recall Day 3

Grower
Grower
Buyer
Buyer
Mock Recall – Day 3 Grower Buyer Buyer : “According to my records, we received 20

Buyer: “According to my records, we received 20 boxes with that lot number from you yesterday.”

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Mock Recall Day 3

Grower
Grower
Buyer
Buyer
Mock Recall – Day 3 Grower Buyer Buyer : “We have 8 boxes on site and

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

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Mock Recall Day 3

Grower
Grower
Buyer
Buyer
Mock Recall – Day 3 Grower Buyer Grower : “Thank you. Would you please fax or

Grower: “Thank you. Would you please fax or email this information to me for my records?”

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Mock Recall Day 3

Grower
Grower
Mock Recall – Day 3 Grower Buyer Buyer : “Yes, I will send that information to
Buyer
Buyer
Mock Recall – Day 3 Grower Buyer Buyer : “Yes, I will send that information to

Buyer: “Yes, I will send that information to you.“

Make sure the buyer faxes or emails the report using their business letterhead

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Keep a record of the mock recall !

Keep a record of the mock recall ! Penn State Extension 2012

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Buyer Contact List

Buyer Contact List Penn State Extension 2012

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Mock Recall Log

Mock Recall Log Penn State Extension 2012

Penn State Extension 2012