IFS_Food_V5_en

I n t e r n a t i o n a lF o o d S t a n d a rd

Standard for AuditingRetailer and WholesalerBranded Food Products

Version 5August 2007© IFS, August 2007

The IFS publishes information, opinions and bulletins to its best knowledge, but cannot takeany responsibility for any mistakes, omissions or possibly misleading information in its publications, especially in this document.

The standard owners of the present document are:

© HDE – Hauptverband des Deutschen Einzelhandels e.V. (Germany)© FCD – Fédération des entreprises du Commerce et de la Distribution (France)

The standard owners thank the Italian retail federation Federdistribuzione as well as Associazione Nazionale Cooperative Consumatori (ANCC) and Associazione Nazionale Cooperative traDettaglianti (ANCD), who joined the IFS, for their involvement and their active cooperation forthe development of IFS Version 5.

All rights reserved. All publications are protected under international copyright laws. Withoutthe expressed written consent of the IFS standard owners any kind of unauthorised use is prohibited and subject to legal punishment. This also applies to the reproduction with a photocopier, the inclusion into an electronic database, or the reproduction on CDRom.

No translation may be made without official permission by the IFS standard owners.

The IFS Food can be ordered online via www.ifs-online.eu

Or by Mail, Fax and E-mail

HDE Trade Services GmbHAm Weidendamm 1A10117 BerlinGermany

Phone: +49(0)3072625074Fax: +49(0)3072625079Email: info@ifsonline.eu

On behalf of the IFS standard owners, the HDE Trade Services GmbH is assigned to take overthe commercial administration of the IFS, it cooperates with the IFS Working Group.

CONTACT DETAILS OF THE IFS OFFICES

IFS Office BerlinHDE Trade Services GmbHMrs. Steffi BeckerAm Weidendamm 1A10117 BerlinGermany

Phone: +49(0)3072625074Fax: +49(0)3072625079Email: [email protected]

IFS Office ParisFCDMrs. Stéphanie Monnet12, rue Euler75008 ParisFrance




Version 5August 2007

International Food Standard · Version 5 3

ACKNOWLEDGEMENTS

The IFS would like to thank to all participants who responded to the global questionnairesurvey carried out in 2006, which was the basis for the development and improvement of thenew version of the IFS Food Standard. Your input and opinions were a big support to the IFS.We appreciate the time you have taken to positively respond to the questionnaire.

The IFS is grateful to the members of the IFS Working Group and the associated sub-workinggroups, as well as the review committee who prepared the existing document.

Members of the IFS Working GroupAndrea Artoni CONAD, ItalyMagali Bocquet Provera Alimentaire, FranceYvan Chamielec EMC Distribution – Groupe Casino, FranceRoberta Denatale Al Campo on behalf of Federdistribuzione, ItalyCécile Gillard Groupe Carrefour, FranceMarguerite Knefel Système U, FranceDr. Kerstin Kunz real,- SB-Warenhaus GmbH, GermanyDr. Horst Lang Globus SB-Warenhaus Holding GmbH & Co. KG, GermanyArnaud Popille Metro Group Cash & Carry, FranceFlorian-Fritz Preuss Metro Group Buying International GmbH, GermanyUlrich Schopohl REWE Group; REWE-Zentral-AG, GermanySergio Stagni COOP, ItalyAndreas Swoboda tegut… Gutberlet Stiftung & Co., GermanyBéatrice Thiriet Auchan, FranceKarin Voss Marktkauf Holding GmbH, Germany

The IFS is also pleased to acknowledge the helpful contributions provided by thefollowing persons:Fayçal Bellatif Eurofins certification, FranceJavier Bernal IFS ExpertDr. Anna K. Boertz IFS ExpertJutta Brendgen REWE Group, REWE-Zentral-AG, GermanySandrine Dupin COFRAC (Comité Français d’Accréditation), FranceGianni di Falco Federdistribuzione, ItalyJean Francois Feillet Mer Alliance on behalf of FEEF (Fédération des Entreprises et Entrepreneurs de France), FranceChristine Floeter TÜV Nord Cert GmbH, GermanyIsabelle Formaux Scamark – Groupement Leclerc, FranceDr. Lutz Hoehne DAP (Deutsches Akkreditierungssystem Prüfwesen GmbH), GermanyMarco Jermini IFS ExpertPhilippe Leveau OFIS Qualité, FranceMarek Marzec Metro Group Buying International, PolandJoachim Mehnert DQS GmbH, GermanyAnne Mousset Groupe Aoste on behalf of ANIA (Association Nationale des Industries Alimentaires), FranceViola Obladen Franz Zentis GmbH & Co. KG, GermanyCarole Payne EFSIS Ltd., United KingdomFrancesco Santini SINCERT (Sistema Nazionale per l’Accreditamento degli Organismi di Certificazione), ItalyNathalie Savéant COFRAC (Comité Français d’Accréditation), FranceUlrich Singer Silliker Group Europe, FranceAlain Soroste IFS ExpertKevin Swoffer KPS Resources Ltd., United KingdomYvonne Van Heck ISA Cert B.V., NetherlandsEmma West EFSIS Ltd., United KingdomRoman Wissner Haribo GmbH & Co. KG, Germany

IFS ManagementStephan Tromp IFS Managing Director, HDEAlexander Rogge IFS Managing Director, FCDSteffi Becker IFS Project Manager, HDEStéphanie Monnet IFS Project Manager, FCD

© IFS, August 2007

4 International Food Standard · Version 5

As part of the review process of the Standard, test audits havealso been performed. We would like to thank the followingcompanies for their involvement:

– Berthold Kleff Fleischgroßhandel, Germany– CODAP, Italy– DELPEYRAT TRAITEUR SAS, France– DE-VAU-GE, Germany– Franz Zentis GmbH & Co. KG, Germany– Groupe ALMA, Saint-Martin de Gurçon site, France– HARIBO France, France– Spezialzucker-Raffinerie Lage GmbH & Co. Betriebs-KG, Germany– Westfälische Fleischwaren Vogt & Wolf GmbH, Germany– ZA BE Paittone, Italy

© IFS, August 2007


Table of Contents

Part 1: Audit Protocol

1 The History of the International Food Standard . . . . . . . . . . 11

2 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2.1 Purpose and contents of the audit protocol . . . . . . . . . . . . . . . 13

2.2 General requirements for the quality management system 13

3 Types of Audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

3.1 Initial audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

3.2 Follow-up audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

3.3 Renewal audit (after expiry of the previous audit) . . . . . . . . 15

4 Scope of the Audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

5 The Certification Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

5.1 Preparation of an audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

5.2 Certification body selection – contractual arrangements . . 17

5.3 Duration of an audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

5.4 Drawing up an audit plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

5.5 Evaluation of requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195.5.1 Scoring a requirement as a deviation . . . . . . . . . . . . . . . . . . . . 195.5.2 Scoring a requirement as a non-conformity . . . . . . . . . . . . . . 205.5.2.1 Major . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205.5.2.2 KO (Knock out) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205.5.3 Scoring a requirement with N/A (not applicable) . . . . . . . . . . 22

5.6 Determination of the audit frequency . . . . . . . . . . . . . . . . . . . . 22

5.7 Audit report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225.7.1 Structure of the audit report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225.7.2 The different steps for the audit report completion . . . . . . . 235.7.2.1 Drawing up the pre-report of the audit and the outline

of the action plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235.7.2.2 Company’s completion of the corrective action plan . . . . . . 245.7.2.3 Auditor validation of the action plan . . . . . . . . . . . . . . . . . . . . . 255.7.3 Further rules about the audit report . . . . . . . . . . . . . . . . . . . . . . 255.7.3.1 Link between two consecutive audit reports

(initial and renewal audits) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255.7.3.2 Translation of the audit report . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

5.8 Scoring, conditions of issuing audit report and certificate . 27

© IFS, August 2007


6 Awarding the Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

6.1 Deadlines for awarding certificate . . . . . . . . . . . . . . . . . . . . . . . . 27

6.2 The different steps of the certification process . . . . . . . . . . . . 28

6.3 The different steps of the certification process if a Majorhas been issued and a follow up audit has taken place . . . . 29

7 Distribution and Storage of the Audit report. . . . . . . . . . . . . . 29

8 Supplementary Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

9 Appeal Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

10 Complaints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

11 Ownership and Usage of the IFS Logo . . . . . . . . . . . . . . . . . . . 30

12 Review of the Standard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

13 Assessment of the Certification Bodies by the Companies 32

ANNEX 1Scope Determination between IFS Food and IFS Logistic . . . . . . . . . 33

ANNEX 2Certification Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

ANNEX 3Product Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

© IFS, August 2007


Part 2: Requirements

1 Senior Management Responsibility . . . . . . . . . . . . . . . . . . . . . . 37

1.1 Corporate policy/Corporate principles . . . . . . . . . . . . . . . . . . . . 37

1.2 Corporate structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

1.3 Customer focus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

1.4 Management review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

2 Quality Management System . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

2.1 HACCP (based on the Codex Alimentarius – CA) . . . . . . . . . . 392.1.1 HACCP system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392.1.2 Assemble HACCP team (CA Step 1) . . . . . . . . . . . . . . . . . . . . . . 402.1.3 HACCP analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

2.2 Documentation requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

2.3 Record keeping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

3 Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

3.1 Human resources management . . . . . . . . . . . . . . . . . . . . . . . . . . 43

3.2 Human resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433.2.1 Personnel hygiene . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433.2.2 Protective clothing for personnel, contractors and visitors 433.2.3 Procedures applicable to infectious diseases . . . . . . . . . . . . . 44

3.3 Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

3.4 Sanitary facilities, equipment for personnel hygieneand staff facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

4 Production Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

4.1 Contract review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

4.2 Product specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

4.3 Product development . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

4.4 Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

4.5 Product packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

4.6 Factory environment standards . . . . . . . . . . . . . . . . . . . . . . . . . . 494.6.1 Choice of location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494.6.2 Exteriors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494.6.3 Plant layout and process flows . . . . . . . . . . . . . . . . . . . . . . . . . . . 494.6.4 Buildings and facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504.6.4.1 Constructional requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504.6.4.2 Walls and partition walls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504.6.4.3 Floors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504.6.4.4 Ceilings/Overheads . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514.6.4.5 Windows and other openings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514.6.4.6 Doors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514.6.4.7 Lighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

© IFS, August 2007


4.6.4.8 Air conditioning/Ventilation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 524.6.4.9 (Drinking) Water supply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

4.7 Housekeeping and hygiene . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

4.8 Waste/Waste disposal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

4.9 Risk of foreign bodies, metal, broken glass and wood . . . . 54

4.10 Pest monitoring /Pest control . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

4.11 Receipt of goods and storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

4.12 Transport . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

4.13 Maintenance and repair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

4.14 Equipments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

4.15 Process validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

4.16 Traceability (including GMOs and allergens) . . . . . . . . . . . . . . 58

4.17 Genetically modified organisms (GMOs) . . . . . . . . . . . . . . . . . 59

4.18 Allergens and specific conditions of production . . . . . . . . . . 59

5 Measurements, Analysis, Improvements . . . . . . . . . . . . . . . . . 60

5.1 Internal audits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

5.2 Site factory inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

5.3 Process control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

5.4 Calibration and checking of measuring and monitoringdevices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.5 Quantity checking (quantity control/filling quantities) . . . . . 61

5.6 Product analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.7 Product quarantine and product release . . . . . . . . . . . . . . . . . . 62

5.8 Management of complaints from authoritiesand customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

5.9 Management of incidents, product withdrawal,product recall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

5.10 Management of non-conforming products . . . . . . . . . . . . . . . 63

5.11 Corrective actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

ANNEXGlossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

© IFS, August 2007


Part 3: Requirements for Accreditation Bodies, CertificationBodies and Auditors

IFS accreditation and certification process

0 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

1 Requirements for the Accreditation Bodies . . . . . . . . . . . . . . 69

1.1 General requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

1.2 The training of the accreditation committee (or competentperson) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

1.3 Competences of the assessor of the accreditation body . . . . 70

1.4 Frequency of the assessments of certification bodies . . . . . 70

1.5 Accreditation of an internationally-active certificationbody . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

2 Requirements for the Certification Bodies . . . . . . . . . . . . . . . . 71

2.1 EN 45011 IFS accreditation process . . . . . . . . . . . . . . . . . . . . . . 71

2.2 Signing of contract with the proprietors of the IFS . . . . . . . . 71

2.3 Certification decision . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

2.4 Certification bodies’ responsibilities for IFS trainersand the IFS auditors (including freelancers) . . . . . . . . . . . . . . 72

2.5 Specific requirements for IFS trainers . . . . . . . . . . . . . . . . . . . . 73

2.6 “Train the Trainer” course . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

3 Requirements for IFS Auditors . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

3.1 Requirements before applying for the IFS examinations . . 74

3.2 General requirements for auditors when applyingfor the IFS examinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

3.3 IFS examination process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

3.4 Scope extension for IFS-approved auditors . . . . . . . . . . . . . . . 77

ANNEX 1Product Scopes for Auditors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

© IFS, August 2007


Part 4: Reporting, AuditXpress Softwareand the IFS Auditportal

0 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

1 Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

1.1 Audit overview (Appendix 1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

1.2 Audit report (Appendix 2) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

1.3 Action plan (Appendix 3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

1.4 Minimum requirements for IFS certificate (Appendix 4) . . . 80

2 AuditXpress Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

3 The IFS Auditportal and the IFS Database(www.ifs-online.eu) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

APPENDIX 1Cover page of the audit report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84First page of the audit report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Explanations regarding the audit report . . . . . . . . . . . . . . . . . . . . . . . . . . 86

APPENDIX 2Audit Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88Chapter 1: Senior management responsibility . . . . . . . . . . . . . . . . . . . . 89Report of the N/A evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89Detailed audit report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

APPENDIX 3Action plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

APPENDIX 4Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

ANNEXChecklist of the IFS Food, Version 5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

© IFS, August 2007


Part 1: Audit Protocol

1 The History of the International FoodStandard

Supplier audits have been a permanent feature of retailer’s systems andprocedures for many years. Until 2003 they were performed by the qual-ity assurance departments of the individual retailers and wholesalers.The ever-rising demands of consumers, the increasing liabilities ofretailers and wholesalers, the increasing of legal requirements and theglobalisation of product supply, all made it essential to develop a uni-form quality assurance and food safety Standard. Also, a solution hadto be found to reduce the time associated with a multitude of audits, forboth retailers and suppliers.

The associated members of the German retail federation – Hauptver-band des Deutschen Einzelhandels (HDE) – and of its French counter-part – Fédération des Entreprises du Commerce et de la Distribution(FCD) – drew up a quality and food safety standard for retailer brandedfood products, named the International Food Standard (IFS), which isintended to allow the assessment of suppliers’ food safety and qualitysystems, in accordance with a uniform approach. This Standard appliesto all the post-farm gate stages of food processing.

A version 3 of the IFS Standard was developed by the HDE and launchedin 2003. In January 2004, an updated version, version 4, was designedand introduced in collaboration with the FCD. Within 2005/2006, the Ital-ian retail associations also showed interest in the International FoodStandard. The development of the new version of IFS Food, version 5,is now a collaboration of three retail federations from Germany, Franceand Italy.

The basic objectives of the International Food Standard are:

– to establish a common standard with a uniform evaluation sys-tem,

– to work with accredited certification bodies and qualified audi-tors,

– to ensure comparability and transparency throughout the entiresupply chain,

– to reduce costs and time for both suppliers and retailers.

Experience, and changes in legislation, lead to the need to work towardsa revision of version 4. A detailed and extensive questionnaire wasdeveloped, which would allow all users to get involved in the furtherdevelopment of the International Food Standard. This on-line question-naire was available between January and March 2006, allowing all those

© IFS, August 2007


involved to be part of the process. All the completed questionnaireswere subjected to detailed analysis.

Analysis of all the questionnaires resulted in the definition of the follow-ing goals, which were the basis for the revision of the IFS version 4:

– to reduce the number of requirements, by excluding duplica-tions,

– to check the requirements for comprehensibility,

– to adapt the Standard to meet current legislation,

– to write the Standard in a clear and uncomplicated language,

– to perform a general revision of all chapters of the IFS,version 4,

– to review the scoring system.

Between July 2006 and January 2007, a French, German and Italian sub-working group dealt with the results of the questionnaires and workedon the detailed development of the new Standard. The thorough revi-sion of the Standard, in addition to meeting the already mentionedgoals, led to a number of changes. As a result the new Standard hasbeen significantly improved from version 4. It also features:

– one checklist – there is no more distinction between foundationand higher level of the requirements,

– no more requirements with respect to recommendation(s),

– more requirements aligned to a risk analysis approach andmore emphasis on processes and procedures,

– a new scoring system which allows an easier comparison ofresults, and also gives more transparency between the auditedcompanies,

– change of the audit frequency to a 12 months cycle,

– determination of more Knock out (KO) requirements with focuson food safety.

– more detailed requirements for accreditation bodies, certifica-tion bodies and auditors.

As it was the case with the previous Standard, there will be a transitionperiod for the application of the new version, during which companiesmay continue to be audited on the basis of version 4. Until 31.12.2007,they can choose to be audited either to version 4 or version 5. After01.01.2008, only audits to version 5 of the IFS will be accepted.

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2 Introduction

2.1 Purpose and contents of the audit protocol

This audit protocol describes the specific requirements made on theorganisations involved in IFS Food audits.

The purpose of the protocol is to define the criteria to be followed by acertification body performing audits against the IFS requirements, andin accordance with the accreditation norm EN 45011/ISO IEC Guide 65.It also details the procedures to be observed by the companies beingaudited, and clarifies the interest of auditing them.

Only those certification bodies that are accredited to EN 45011/ISO IECGuide 65 for the scope of IFS, and which have signed an agreementwith the standard owners, may perform audits against the InternationalFood Standard. The IFS requirements relating to certification bodies areclearly described in Part 3 of this document.

2.2 General requirements for the quality managementsystem

In general, when auditing in accordance with the IFS, the auditorassesses if the various elements of a company’s quality system are doc-umented, implemented, maintained, and continuously improved. Theauditor shall examine the following elements:

– responsibility, authority, qualification and job description,

– documented procedures and the instructions concerning theirimplementation,

– inspection and testing: specified requirements and definedacceptance/tolerance criteria,

– the actions to be taken in case of non-conformities,

– investigation of the causes of non-conformities and the imple-mentation of corrective actions,

– conformity analysis of the quality data and their implementa-tion in practice,

– the handling, storage and retrieval of quality records, such astraceability data,

– document control.

All processes and procedures shall be understandable, and the person-nel responsible shall understand the principles of the quality manage-ment system.

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The quality management system is based on the following method-ology:

– to identify the processes needed for the quality managementsystem;

– to determine the sequence and interaction of these processes;

– to determine the criteria and methods required to ensure theeffective operation and control of these processes;

– to ensure the availability of information necessary to supportthe operation and monitoring of these processes;

– to measure, monitor and analyse these processes, and imple-ment the necessary action to achieve planned results and con-tinuous improvement.

3 Types of Audit

3.1 Initial audit

An initial audit is a company’s first audit to the IFS. It is performed at atime and date agreed between the company and the selected certifica-tion body. During this audit the entire company is audited, both in rela-tion to its documentation, and the processes themselves. During theaudit, all criteria of the IFS requirements shall be assessed by the audi-tor. In case of pre-audit, the auditor who performs this audit shall bedifferent from the auditor who performs the initial audit. Furthermore,the auditor of the initial audit shall not know the conclusions of thepre-audit.

3.2 Follow-up audit

A follow-up audit is required in a specific situation, when the results ofthe audit (an initial audit or a renewal audit) have been insufficient toallow the award of the certificate (see chart N° 7). During the follow-upaudit, the auditor concentrates on the implementation of the actionstaken to correct the non-conformities (e.g. Major) determined duringthe previous audit. The follow-up audit shall be performed within a sixmonths period from the date of the previous audit.

If the major non-conformity is related to process failure(s), the follow upaudit shall be performed at least 6 weeks after the previous audit and nolater than 6 months after the previous audit. For other kinds of failures(e.g. documentation), the certification body is responsible for the deter-mination of the date of the follow-up audit.

If there is no follow-up audit performed after 6 months, then a completenew audit is necessary. In the event that the follow-up audit is failed, acomplete new audit is automatically necessary. The elimination of majornon-conformities shall always be established by an on-site visit by theauditor.

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3.3 Renewal audit (after expiry of the previous audit)

Renewal audits are those which are performed after the initial auditprior to the next evaluation due date. The period in which a renewalaudit shall be performed is shown on the certificate. Renewal auditinvolves the complete auditing of a company, resulting in the issue ofan updated certification. During the audit, all criteria of the IFS require-ments catalogue shall be assessed by the auditor. Particular attention ispaid to the deviations and non-conformities detected during the previousaudit, as well as to the effectiveness and implementation of correctiveactions and preventive measures laid down in the company’s correctiveaction plan. The date of the renewal audit shall be calculated from thedate of the previous audit and not from the date of issue the certifi-cate.

Companies are themselves responsible for maintaining their certifica-tion. All IFS certified companies will receive a reminder from the IFSon-line audit portal three months before expiry of the certification.

The certification bodies may also contact companies in advance in orderto set a date for a new audit. Dates which have already been set can beannounced through the IFS audit portal.

4 Scope of the Audit

The IFS Food is a Standard for auditing retailer and wholesaler brandedfood product suppliers and only concerns food processing companiesor companies that pack loose food products. The IFS Food can only beused when a product is “processed” or when there is a hazard for prod-uct contamination during the primary packing.

As a result, the IFS Food shall not apply to the following activities:

– importation (offices)

– only transport, storage and distribution (IFS Logistic Standard).

For clarification of the scope determination between IFS Food and IFSLogistic please see Annex 1 of part 1.

The scope of the audit shall be defined and validated between the com-pany and the certification body before the audit takes place. The scopeshall be clearly and unambiguously stated in the contract between thecompany and the certification body, in the audit report and on thecertificate.

The audit is specific to the site where all the processing of the productis undertaken. There may be the situation where the processing of aproduct is carried out in several premises of the company. In this case,the scope shall include all premises, the report and certificate shall indi-cate this information.

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Where decentralised structures exist and the audit of a certain locationis insufficient for gaining a comprehensive view of the company’s capa-bilities, then all other relevant facilities shall also be included in theaudit. This shall be documented within the audit report and in the cer-tificate.

The audit scope shall include the complete activity of the company (i.e.the same kind of production on several lines for products under sup-plier brands and retailer/wholesaler brands) and not only the produc-tion line for retailer/wholesaler branded products. The scope shall bevalidated a second time at the beginning of the audit after an initial riskanalysis. Furthermore, the scope can be modified after the risk analysis(for instance, if a further activity interferes with the one concerned bythe audit scope).

The scope shall make reference to the audited product categories (seeAnnex 3).

If, for exceptional case, the company decides to exclude specific prod-uct ranges (product lines) from the scope of the audit, then this shall beclearly noted and included in the audit report and on the IFS certifi-cate.

Auditing of multi-site companiesFor multi-site companies, in general, the certification body has theresponsibility to assure that all IFS requirements are fulfilled and validthe audit day. If parts of the requirements (e.g. documentation for spec-ifications) are handled by the headquarters, it has to be assured that theproduction site understands the process and can show evidence ofcompliance (e.g. documentation). Each production site shall be auditedseparately and shall have its own audit report and certificate. Before theaudit, the certification body shall prepare the audit plan and the sup-plier shall ensure that all information is provided, so that all IFS require-ments can be audited.

5 The Certification Process

5.1 Preparation of an audit

Before being audited, the company shall study all requirements of theInternational Food Standard in detail. The company is responsible foracquiring the current version of the Standard. In order to prepare for aninitial audit, a company can complete a pre-audit, which is only intendedto be used in-house, and does not include any recommendations.

The expected date for the initial or renewal audit shall be communi-cated to the IFS owners via the IFS auditportal. This shall be the respon-sibility of the certification body.

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5.2 Certification body selection – contractualarrangements

In order to perform the IFS audit, the company shall appoint a certifi-cation body which is approved to perform such audits. Only thoseIFS approved certification bodies – which shall be accredited EN 45011for the scope of IFS and shall have signed a contract with IFS (seePart 3) – shall carry out IFS audits and issue certificates. The list of allIFS international approved certification bodies, by country, is availableon the website www.ifs-online.eu.

Certification bodies can have a multi-skilled pool of auditors and will beable to perform audits for any type of product categories/scopes andprocesses, or may have auditors who have skills limited to individualproduct categories/scopes. Confirmation of the product scopes forwhich the certification body can perform audits shall be obtained fromthe certification body.

A contract shall exist between the company and the certification body,detailing the scope of the audit, the duration and reporting require-ments.

The audit shall preferably be carried out in the language of the com-pany and the certification body shall make every attempt to appoint anauditor whose native language or main working language is the lan-guage of the company.

It is the responsibility of the company to verify that the certificationbody is accredited for IFS certification. Combined audits shall only beconducted under the same existing accreditation standard.

5.3 Duration of an audit

The certification bodies have an appropriate system for estimating theminimum time needed for an audit. Experience shows that the timerequired for performing an audit shall typically be 1.5 days. The prepa-ration of the relevant audit report requires an additional period ofapproximately 0.5 days.

A number of factors, which are detailed in the contract between thecertification body and the company, play a role in determining the timerequired for a comprehensive audit. They include:

– the size of the site

– the type of production process

– the scope of the audit

– the number of production lines involved

– the number of personnel employed at the site

– the number of non-conformities found in the previous audit.

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The IFS specifies the minimum time required for an audit on the basisof the following features:

Minimum 1.5 days for a company characterised by:

– < 100 personnel and

– < 2 products from a single product group and

– < 10,000 m² site area and

– < 2 production lines

– plus 0.5 days for the production of the audit report.

Additional time will be required in the following cases:

– 0.5 days for every additional 100 personnel and/or

– 0.5 days for every additional 2 products of a single productgroup and/or

– 0.5 days for every additional 10,000 m² of the site and/or

– 0.5 days for every additional 3 production lines.

The audit duration might be extended or reduced, depending on theabove factors. The on-site audit (excluding document checking) shalltake up at least 1/3 of the total audit time. The certification body justifiesdeviations from these recommendations on the first page of the auditreport in the “audit profile” field. The above-mentioned rules equallyapply to renewal audits, which must be considered as completely newaudits.

5.4 Drawing up an audit plan

The certification body draws up the audit plan. The audit plan includesadequate details concerning the scope covered and the complexity ofthe audit. It is also sufficiently flexible to respond to any eventualitieswhich may arise during the on-site certification audit. The audit plantakes into consideration the audit report and action plan relating to theprevious certification audit. It also specifies which of the company’sproducts or product ranges are to be audited. The company can only beaudited at a time when it is actually producing the products specified inthe scope of the audit.

The audit is made up of the following five elements:

– the opening meeting

– the evaluation of the status of existing quality and food safetysystems; achieved by checking documentation (HACCP, qualitymanagement)

– the on-site inspection and interviewing of the personnel

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– the final preparation of conclusions drawn from the audit

– the closing meeting.

The company will assist the auditor during the audit. As part of theaudit, personnel from different levels of management are interviewed.It is advisable that the company’s senior managers are present at theopening and closing meetings, so that any deviations and non-con-formities can be discussed, and corrective actions commenced.

The auditor who conducts the audit will assess all the requirements ofthe IFS, which are relevant to the company’s structure.

During the closing meeting, the auditor presents all findings and dis-cusses all deviations and non-conformities which have been identified.As specified by the norm EN 45011/ISO IEC Guide 65, the auditor mayonly issue a provisional assessment of company’s status during theclosing meeting. The certification body shall issue a provisional auditreport and outline action plan to the company, which shall be used asa basis for drawing up corrective actions for the determined deviationsand non-conformities.

The senior management of the certification body can only make thecertification decision and prepare the formal audit report after thereceipt of the completed action plan. The issue of the certificate isdependent on the audit results.

5.5 Evaluation of requirements

The audit assesses the nature and significance of any deviation ornon-conformity. In order to determine whether compliance with arequirement of the IFS has been met, the auditor has to evaluate everyrequirement in the Standard. There are different ways to rank the find-ings.

5.5.1 Scoring a requirement as a deviation

In the IFS there are 4 scoring possibilities:

Scoring with:

A: Full compliance with the requirement mentioned in the Standard

B: Almost full compliance with the requirement mentioned in theStandard, but a small deviation was found

C: Only a small part of the requirement has been implemented

D: The requirement in the Standard has not been implemented

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Points are awarded for each requirement according to the followingchart:

Chart No 1: Scoring

Result Explanation Points

A Full compliance 20 points

B (deviation) Almost full compliance 15 points

C (deviation) Small part of the requirement has beenimplemented

5 points

D (deviation) Requirement has not been implemented 0 points

The auditor shall explain all scorings with B, C and D in the audit report.

In addition to this scoring, the auditor can decide to give the company a“KO” or a “Major” non-conformity that will subtract points from thetotal amount. These possibilities are explained within the next chap-ters.

5.5.2 Scoring a requirement as a non-conformity

In the IFS there are also 2 kinds of non-conformities which are Majorand KO, both will lead to a subtraction of points from the total amount.If the company gets at least one of these non-conformities, the certifi-cate cannot be awarded.

5.5.2.1 Major

A Major is defined as follows:When there is a substantial failure to meet the requirements of theStandard, which includes food safety and also the legal requirements ofthe production and destination countries. A major can also be givenwhen the identified non-conformity can lead to a serious health hazard.A major non-conformity can be given to any requirement which is notdefined as KO requirement.

A Major will subtract 15% of the possible total amount of points.

Chart No 2: Evaluation of a Major

Evaluation Scoring

Major 15% of possible total amount is subtracted

5.5.2.2 KO (Knock out)

In the IFS there are specific requirements which are designed as KOrequirements (KO – Knock out). If during the audit the auditor recog-nises that these requirements are not fulfilled by the company, this

© IFS, August 2007


results in a non-certification, withdrawal of the certification or suspen-sion. In each case the audit shall be completed and all requirementsshall be evaluated in order to give the company a complete overviewabout its situation.

In cases when a KO has been identified, this will lead to a complete newaudit in which demonstrable evidence of compliance has to be shown.The new audit shall be scheduled not earlier than 6 weeks after theaudit where a KO was issued.

In the IFS the following 10 requirements are defined as KO require-ments:

1.2.4 Responsibility of the senior management

2.1.3.8 Monitoring system of each CCP

3.2.1.2 Personnel hygiene

4.2.2 Raw material specifications

4.2.3 Finished product (recipe) specifications

4.9.1 Foreign bodies management

4.16.1 Traceability system

5.1.1 Internal audits

5.9.2 Procedure for withdrawal and recall

5.11.2 Corrective actions

KO requirements shall be evaluated according to the following scoringrules:

Chart No 3: Scoring for KO requirement

Result Explanation Awarded scores



C (deviation) Small part of the require-ment is implemented

No “C” scoring is possible

KO (= D) The requirement is notimplemented

50% of the possible total amount ofpoints is subtracted → No certificateawarding is possible

Important!A “C” scoring is not possible for KO requirement. In relation to therespect of the requirement the auditor can only use A, B or D (= KO).

When a KO requirement has been scored as “D”, 50% of the possibletotal amount of points is subtracted, automatically meaning that thecompany is “not approved” for IFS Food certification.

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5.5.3 Scoring a requirement with N/A (not applicable)

When the auditor decides that a requirement is not applicable the audi-tor has to use:

N/A: Not applicable with a short explanation.

In case one or several requirements are not applicable for a company,the auditor has the possibility to score them with N/A and shall explainthis in the audit report.

N/A requirements shall not be included in the outline action plan, butthey shall be listed in a separate table in the audit report.

As there may be some requirements which are not applicable, using atotal points score for the audit may be misleading. The scoring systemfor the IFS Food is instead based on a percentage of the total availablescore and it is this which is used to decide the status of the site i.e. foun-dation or higher level.

5.6 Determination of the audit frequency

In the IFS Food version 5, for all kind of products and for all certificationlevels, the same audit frequency will apply. The audit frequency for IFSaudits is 12 months, starting from the date of the audit and not the dateof issue the certificate.

Chart No 4: Audit frequency

Level of certificate All products

Foundation level 12 Months

Higher level 12 Months

5.7 Audit report

Following each audit, a full written report shall be prepared in the agreedformat (see Part 4).

5.7.1 Structure of the audit report

The audit report shall provide transparency and confidence to the readerand will be completed by the auditor. The audit report is subdivided indifferent sections.

– audit summary with detailed description of the scope and ageneral summary in a tabular format for all chapters. The resultof the audit will specify the level and percentage

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– observations on KO requirements and Majors

– a summary of all established deviations and non-conformitiesfor each chapter (1 to 5), including a short chapter summary

– a separate list, (including explanations) of all requirementsevaluated with N/A (not applicable)

– a detailed audit report.

All deviations (B, C, D) and KO requirements scored with a B, non-conformities (Major, KO requirement scored with a D) identified duringthe audit are presented in a separate action plan. Therefore thecompany has to produce a corrective action plan. In this way, the readerof the report can see the non-conformities and also the correctiveactions, that the company is initiating.

If a Major has been identified and resolved and if the audit result isfinally positive, the certification body shall mention on the audit reportthe requirement, where the Major was issued.

5.7.2 The different steps for the audit report completion

5.7.2.1 Drawing up the pre-report of the audit and the outline of theaction plan

The auditor shall explain all non-conformities (KO requirements scoredwith a D and Majors), all deviations (B, C, D) and KO requirements scoredwith a B, and all requirements that are found N/A.

It is appreciated that sections of the report may be shortened or length-ened to meet specific reporting needs, but the overall format of thereport shall remain unchanged and comply with this specific require-ment.

The action plan shall include all the requirements which are not evalu-ated with A or N/A. The outline action plan shall conform to theAuditXpress software (IFS audit report writer assistant) outline actionplan. It shall include the elements of the following chart (seepage 24).

The outline action plan drawn up by certification bodies, which donot use the AuditXpress software shall conform to AuditXpress lay-out. The auditor shall complete all of Field A in chart no. 5, explainingand justifying the deviations and non-conformities finding before send-ing the company the outline action plan and the pre-report of theaudit.

The certification body shall send the company both the pre-report ofthe audit and the outline action plan within two weeks of the auditdate.

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Chart No 5: Outline action plan

Numberof therequire-ment

IFS requirement Evalua-tion

Explanation(by the audi-tor)

Correctiveaction(by thecompany)

ResponsibilityDate and status ofimplementation(by the company)

Release bythe auditor

Field A Field B Field C Field D

1.2.1 An organisationchart …

B

1.2.2 Competences andresponsibilities …

C

1.2.3 Job descriptionsshall exist …

D

1.2.4KO

The senior manage-ment shall ensure …

KO/D

1.2.5 Employees withinfluences …

Major

2.1.3.8KO

Specific monitoringprocedures shall be …

KO/B

5.7.2.2 Company’s completion of the corrective action plan

The company shall enter proposed corrective actions (Field B of chartno. 5) for all deviations (B, C, D) and KO requirements scored with a Band non-conformities (Major, KO requirements scored with a D) listedby the auditor.

For all evaluated deviations with score C and D and non-conformities,Major or KO requirements scored with a B and/or a D, the companyshall clearly state the responsibilities and implementation deadlines(chart no. 5, Field C). The company shall forward the corrective actionplan to the certification body within 2 weeks of having received the pre-report of the audit and the action plan layout. If this deadline is notrespected, the company has to undergo a complete initial or renewalaudit.

An IFS certificate shall not be awarded unless the corrective actions forrequirements scored with a C or D, KO requirements scored with Bspecify responsibilities and implementation dates in the action plan.

It is emphasised that the corrective action plan communicated by thecompany to the certification body cannot have an influence on scoring,but its relevance can have an influence on the final decision of awardingthe IFS certificate.

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The company shall always submit a written corrective action plan beforereceiving the final report and the certificate. The intention of the correc-tive action plan is for the company to strive for continuous improve-ments.

Remark: When a company is found to have at least one KO require-ment scored with a D and as a result will not get the IFScertification, it is recommended to complete the action plan,for improvement purposes.

5.7.2.3 Auditor validation of the action plan

The auditor or a representative of the certification body shall validatethe relevance of the corrective actions in the last column of the actionplan before preparing the final audit report (Field D of the chart no. 5).If the corrective actions are not valid and relevant, the certificationbody shall return the action plan to the company for completion in duetime.

5.7.3 Further rules about the audit report

5.7.3.1 Link between two consecutive audit reports(initial and renewal audits)

When the auditor scores a requirement with C or D, corrective actionsshall be implemented before the renewal audit. If not, the auditor hasthe possibility to score the requirement with a Major. This requirementensures that the certification body shall read the audit report and theaction plan of the previous audit, even if he was not in charge of it.

5.7.3.2 Translation of the audit report

As the IFS is used internationally, it is important that the customersunderstand the audit report language – in particular deviations andnon-conformities identified by the auditor.

To make use of the IFS internationally and to make it widely under-standable, the following explanations for deviations and non-conform-ities shall always be translated into English in the action plan (chartno 6, Field A):

– Requirements evaluated with a C or D

– Major non-conformities

– KO requirements scored with a B or a D.

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Chart No 6: Outline action plan for translation

Numberof therequire-ment

IFS requirement Evalua-tion

Explanation(by theauditor)


ResponsibilityDate and status ofimplementation(by the company)

Release bythe auditor

Field A

1.2.1 An organisationchart …

B

1.2.2 Competences andresponsibilities …

C

1.2.3 Job descriptionsshall exist …

D

1.2.4KO

The senior manage-ment shall ensure …

KO/D

1.2.5 Employees withinfluences …

Major

2.1.3.8KO

Specific monitoringprocedures shall be …

KO/B

It is an obligation and the responsibility of the certification bodies totranslate these explanations. It is strongly recommended that the pro-posed corrective actions are translated as well in English. The trans-lation shall be made under each sentence of the original version andincluded in the audit report, before uploading the final audit report tothe auditportal.

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5.8 Scoring, conditions of issuing audit report andcertificate

Chart No 7: Scoring and awarding of certificates

Audit Result Status Action company Report form Certificate

At least 1 KO Not approved Actions and newinitial audit to beagreed upon

Report givesstatus

No

>1 Majorand/or <75%of therequirementsare fulfilled

Not approved Actions and newinitial audit to beagreed upon

Report givesstatus

No

Max 1 Majorand >75%of therequirementsare fulfilled

Not approvedunless furtheractions taken

Send action planwithin 2 weeksof receiving thepreliminarilyreport. Follow-upaudit max.6 months afterthe audit date

Reportincludingaction plangives status

Certificate,Dependingupon theresults of thefollow-upaudit

Total score is>75% and<95%

Approved atFoundationIFS Foodlevel after re-ceipt of theaction plans

Send action planwithin 2 weeksof receiving thepreliminarilyreport.


Yes,Certificate atfoundationlevel,12 monthsvalidity

Total score is>95%

Approved athigher IFSFood levelafter receiptof the actionplan



Yes, Certifi-cate at higherlevel, 12monthsvalidity

6 Awarding the Certificate

A certificate shall be issued to one specific site or specific product groupsof that site.

6.1 Deadlines for awarding certificate

The certification body is responsible for the decision to award or notaward the IFS Food certificate. The decision is made by person(s) otherthan those who have carried out the audit. The certification shall bevalid effectively from the date of issue stated on the certificate itself andshall end after 12 months. The date for the renewal audit shall be calcu-lated from the date of the previous audit, not from the date of issue thecertificate. If the audit is not performed in due time, the retailers will beinformed via the auditportal.

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The time between the date of the audit and the awarding of certificate isdetermined as follows:

– 2 weeks to draw up the pre-report of the audit

– 2 weeks for the company to respond to the deviations and non-conformities (i.e. draw up the action plan)

– 2 weeks for the auditor to check the proposed corrective actions,for the certification procedure and upload of the audit report tothe audit portal.

In total: 6 weeks between the date of audit and uploading the auditreport to the audit portal and awarding the certificate:

– Target time: 6 weeks,

– Maximum time: 8 weeks (Duration IA => C in the following chartNo 9).

Chart No 8: Certificate frequency




6.2 The different steps of the certification process

Chart No 9: Certificate validity – audit frequency: example of a classicalcertification cycle

The renewal audit shall be scheduled not later than 12 months of theprevious audit. As the maximum authorised period between an auditand the award of a certificate is 8 weeks, the previous audit reportremains a further 8 weeks on the auditportal. If the renewal audit takesplace later than 12 months after the previous audit, the report will beremoved from the IFS audit portal.

IADate of the initial audit(e.g. 12/02/2006)

CDate of award of the certificate

Certificate validity = 12 months

C + 12 months

IA + 12 monthsDate of the renewal audit, not later than(e.g. 11/02/2007)

1 2 3 4 5 6 7 8 9 10 11 12 1 2 3

Duration inmonths

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Important!If the auditor gives a KO or a Major non-conformity assessment in therenewal audit, the previous certificate becomes invalid immediately.

6.3 The different steps of the certification process if aMajor has been issued and a follow up audit hastaken place

When the auditor gives a major non-conformity assessment and equalor more than 75% of the requirements have been met, a follow-up auditshall be scheduled within 6 months of the first audit. The certificationprocess is as follows:

Chart No 10: Certificate validity – audit frequency:follow up audit situation

For the validity of the previous audit the same rules apply as describedin section 6.2.

7 Distribution and Storage of the Auditreport

Audit reports shall remain the property of the company and shall not bereleased, in whole or part, to a third party without the company’s priorconsent (except where required by law).

This consent for distribution of the audit report must be in writing andcan be granted by the company vis-à-vis the certification body and/orvis-à-vis the retailer. The certification body will keep a copy of the auditreport. The audit report shall be stored safely and securely for a periodof five years.

IA: Initial auditDate of the initial audit(e.g. 12/02/2006)

CDate of award of the certificate

Certificate validity = 12 months

C + 12 months

IA + 12 monthsDate of the renewal audit, not later than(e.g. 11/02/2007)

1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5

Duration inmonths

FUA: Follow up audit(not later than 12/08/2006)

Result: a major non-conformity and> 75% of requirements met

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8 Supplementary Action

The decision on the level of supplementary actions required on thebasis of the certificate shall be made at the discretion of the individualbuying organisation.

9 Appeal Procedure

The certification body shall have documented procedures for the con-sideration and resolution of appeals against the results of an audit.These procedures shall be independent of the individual auditor andwill be considered by senior management of the certification body.Appeals will be finalised within 20 working days of receiving informa-tion from the auditee.

10 Complaints

The certification body shall have documented procedures for handlingcomplaints received from the companies and/or other relevant parties.An initial response will be given within 10 working days of receiving thecomplaint. A letter confirming receipt of the complaint will be issuedwithin a maximum of 5 working days. A full written response will begiven after the completion of a full and thorough investigation into acomplaint.

11 Ownership and Usage of the IFS Logo

The copyright of the IFS Food and the registered trademark is fullyowned by the “Hauptverband des Deutschen Einzelhandels” (HDE),Berlin and the “Fédération des Entreprises du Commerce et de la distri-bution” (FCD), Paris. The IFS Logo can be downloaded via the securedpart of the IFS Auditportal.

Terms and conditions for IFS certified companies –Use of the IFS logo and Communication about the IFS certification

ApplicationThese terms and conditions apply for both IFS Food and IFS Logisticlogos.

Form, design and colour of the IFS logoWhen used, the IFS logo must comply with the form and colour of thescale drawing. An IFS certified company may – subject to the provisionsmentioned below – use the IFS logo in its documents.

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The IFS logo can be used in printed, physical and electronic form, andin films, providing the forms and formats are respected. The same con-ditions apply to the use of the logo as a stamp.

Restriction of comment and interpretationWhen an IFS certified company publishes documents bearing the IFSlogo, comment and interpretations referring to the IFS shall be clearlyidentifiable as such.

Use of the IFS logo in promotional materialAn IFS certified company may use the IFS logo for promotional reasonsand publish information about its IFS certification provided that it is notvisible by the end-consumer: the IFS logo and the information about thecertification may be used in correspondence with suppliers and retail-ers, but not in correspondence with the end-consumer.

The IFS logo may not be displayed on vehicles, the food products them-selves, or any kind of advertising document likely to reach the end-con-sumer (e.g. public exhibitions for end consumers, brochures). As for theparticular case of websites which are not exclusively dedicated to a pro-fessional use, the logo may appear only on web pages related to foodquality and security. The IFS Standard was developed by the retailers inorder to assure the food safety of their suppliers.

The IFS is a communication medium between suppliers and retailersand will not be displayed or published in material intended for the pub-lic at large.

It must be ensured that all information concerning certifications refersclearly to the IFS. The IFS logo may not be used in presentations havingno clear connection to the IFS.

Further restriction on the use of the IFS logoThe IFS logo shall not be used in a way that could make believe that theIFS owners are responsible for the respect of certification requirements.Furthermore the same applies for opinions and interpretations whichcould derivate from it.

In case of suspension or withdrawal of the IFS certification, the certifiedcompany has to immediately stop the inclusion of the IFS logo on itsdocuments and stop the communication about IFS. Furthermore theaudited company has to demonstrate that they have stopped using theIFS logo in its documents.

Communication about the IFS certificationAll the above mentioned rules apply to any communication about IFS.This also means that using the words “IFS”, “International Food Stand-ard”, “IFS Food” or “IFS Logistic” or similar is not allowed. This, ofcourse, includes the communication on finished products, which arebought by the end consumer.

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12 Review of the Standard

The review committee needs to demonstrate control of the quality andcontent of the standard and will review the standard and the protocolafter one year to ensure that they are still in compliance with theirrequirements. The review committee shall be formed with all partici-pants involved in the audit process: the representatives of the retailers,representatives of the industry and of certification bodies. The reviewwill be carried out at least once a year. The objective of the review com-mittee is to share experiences, discuss and decide about the changes tothe Standard, the requirements of the audit report and the training.

13 Assessment of the Certification Bodies bythe Companies

All audited companies have the opportunity to give their feedback aboutthe auditor and the IFS. The evaluations forms can be completed onlinevia the IFS auditportal at the secure part for audited companies. Theresults of the assessment will be given to the certification bodies oncea year and will be part of the review committee discussions.

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ANNEX 1: Scope Determination betweenIFS Food and IFS Logistic

The IFS Food is a standard for auditing retailer and wholesaler brandedfood product suppliers/manufacturers and only concerns food process-ing companies or companies that pack loose food products. The IFSFood can only be used when a product is “processed” or when there isa hazard for product contamination during the primary packing.

The IFS Food concerns:a) processing and/orb) handling of loose products and/orc) primary packing activities.

Clarifications/Examples:

– The IFS Food product categories from 1 until 17 concern onlyfood processing activities.

– The IFS Food product category 18 (named “Co-packing andhandling”) concerns only primary packing activities or handlingloose products, when there is a hazard for product contamina-tion (e.g. potatoes packing, oranges and lemons packing, fishon ice).

– The IFS Food includes defrost / temperature operation, but notfor primary packaged products.

– Handling loose products.

– The IFS Food does not apply for companies which only have anactivity on already pre-packed products.

The IFS Logistic is a standard for auditing all logistics activities for foodand non-food products, such as transport, storage, distribution, load-ing/unloading, etc. It applies to all types of activities: delivery by road,rail or ship; frozen/refrigerated products or without cooling.

Clarifications/Examples:

– The IFS Logistic concerns logistics activities, where companieshave a physical contact with already primary packed products(transport, packaging of pre-packed food products, storageand/or distribution, transport and storage of pallets, bags inbox).

– The IFS Logistic concerns as well bulk products (example: oil,corn, etc.). The product is loose, but there is neither processingactivity nor primary packing activity.

– When the food processing company has its own logistic and/ortransport department/activities (storage and distribution), it isincluded in the IFS Food, under the specific sub-chapter abouttransport or storage.

– If logistic and/or transport activities are outsourced, IFS Logisticapplies.

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Companies which are not concerned by IFS Food nor by IFS Logistic

For companies, such as trade agencies, brokers or any other companiesthat do not “see” the products (e.g. which do not have warehouses,packing stations, truck fleet – like mailboxes, offices etc.), neither IFSFood nor IFS Logistic applies.

No IFS certificate can be issued to such organisations for the scope ofIFS Food or IFS Logistic and retailers cannot accept them. However, itcould be reasonable for these companies to demand an IFS certificationfrom their suppliers, if these are processing (IFS Food) or carrying outlogistic activities (IFS Logistic).


ANNEX 2: Certification Process

Voluntary: Pre-AuditVoluntary: Pre-Audit

Determination ofthe audit dateDetermination ofaudit timesDefinition of theaudit scope

Determination ofMajors, KO – Audit

not approved

Action plan andpreliminary audit

report sent toaudited company

Voluntary comple-tion of the actionplan and return to

the certification body

Finalisation of theaction plan and

report – upload intothe IFS Auditportal

No certificate

Action plan andpreliminary audit

report sent toaudited company

Corrective actions ofthe non-conformities

which have led tothe Major within

6 months

Validation of thecorrective actionsby the certification

body

Determination of 1Major and particular

circumstances –Not approved before

further actions

4. Selection by the company of the IFS certification body(accredited and approved).

Quotation, decision and signature of contract

3. Evaluation of the current status by the company

2. Ordering and reading of the respective copyof IFS Food or IFS Logistic

1. Decision by the company to get certified againstthe IFS Standard – IFS Food or IFS Logistic

6. Closing meetingInformation about the determined non-conformities

Opening meeting – Evaluation of the documentation –Site assessment and interviews of employees – Creation of the audit conclusions

5. Realisation of the audit on-site at the determined date,by an auditor competent in the product category

7. Preparation of a preliminary audit report andpreparation of action plan (2 weeks)

12. Awarding of certificate and sending of the final reportto the audited company

11. Certification decision, determinationof the certificate validity

10. Proofreading and checking by the certification body

9. Return of the fulfilled action plan to the certificationbody (2 weeks)

8. Completion of the action plan and determinationof corrective actions by the audited company (2 weeks)

13. Uploading of the audit data’s into the IFS Auditportal(audit details, report and action plan) by the certification body

14. Three months before the audit expires, a reminderwill be sent to the company by the IFS Auditportal forscheduling a new audit with the certification body. Theaudit shall be scheduled no later than the renewal audit

date scheduled in the certificate.

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ANNEX 3: Product Categories

No of Product Category Name of Product Category

Product Category 1 Egg

Product Category 2 Red Meat – Chilled and Frozen

Product Category 3 Poultry – Chilled and Frozen

Product Category 4 Fish – Chilled and Frozen

Product Category 5 Fruits and Vegetables (produce)

Product Category 6 Dairy

Product Category 7 Meat Products and preparations

Product Category 8 Fish Products and preparations

Product Category 9 Ambient stable hermetically sealed products(canned products)

Product Category 10 Ready to eat

Product Category 11 Beverages

Product Category 12 Bakery and baked products

Product Category 13 Dried goods

Product Category 14 Confectionery

Product Category 15 Snacks and breakfast cereals

Product Category 16 Oils and fats

Product Category 17 Food ingredients

Product Category 18 Co-Packers (Co-Packing and Handling)

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Part 2: Requirements

1 Senior Management Responsibility

1.1 Corporate policy/Corporate principles

1.1.1 The senior management shall draw up and implement cor-porate policy. This shall consider as a minimum:

– customer focus

– environmental responsibility

– ethics and personnel responsibility

– product requirements (includes: product safety, quality,legality, process and specification).

The corporate policy shall be communicated to all employ-ees.

1.1.2 The content of the corporate policy shall have been brokendown into specific objectives for the related departments.The responsibility and the time scale for achievement shallbe defined for each department of the company.

1.1.3 From the corporate policy, the quality objectives shall becommunicated to the employees in the respective depart-ments and shall be effectively implemented.

1.1.4 The senior management shall ensure that the achievementof all objectives is regularly reviewed, as a minimum at leastonce a year.

1.1.5 The company shall ensure that all relevant information iscommunicated effectively and in a timely manner to therelevant personnel.

1.1.6 The company shall assign the responsible for the externalcommunication (crisis management, authorities and com-munication with media).

1.2 Corporate structure

1.2.1 An organisation chart shall be available showing the struc-ture of the company.

1.2.2 Competences and responsibilities, including deputisation ofresponsibility shall be clearly laid down.

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1.2.3 Job descriptions with clearly defined responsibilities shallexist for employees, whose work has an effect on productrequirements.

1.2.4 KO: The senior management shall ensure that employeesare aware of their responsibilities and that mechanisms arein place to monitor the effectiveness of their operation.

1.2.5 Employees with influence on product requirements shall beaware of their responsibilities, and shall be able to demon-strate their understanding of their responsibilities.

1.2.6 The senior management shall have nominated an IFSrepresentative.

1.2.7 The senior management shall provide sufficient and relevantresources to meet the product requirements.

1.2.8 The department responsible for quality management shallhave a direct reporting relationship to the senior manage-ment.

1.2.9 The company shall ensure that all processes (documentedand undocumented) are known by the relevant personneland are applied consistently.

1.2.10 The company shall have a system in place, to ensure that itis kept informed of all relevant legislation on food safetyissues, scientific and technical developments and industrycodes of practice.

1.3 Customer focus

1.3.1 A procedure shall be in place to identify fundamental needsand expectations of customers.

1.3.2 The results of this procedure shall be evaluated and consid-ered by the determination of quality objectives.

1.4 Management review

1.4.1 Senior management shall ensure that the quality manage-ment system is reviewed at fixed periods.

1.4.2 This review shall include measures for the control of thequality management system and for the continuous improve-ment process.

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1.4.3 The company shall identify and review regularly (e.g. byinternal audits or on-site inspection) the infrastructureneeded to achieve conformity to product requirements. Thisshall include, as a minimum, the following:

– buildings

– supply systems

– machines and equipment

– transport.

The results of the review shall be considered, with due con-sideration to risk, for investment planning.

1.4.4 The company shall identify and review regularly (e.g. byinternal audits or on-site inspection) the work environmentneeded to achieve conformity to product requirements. Thisshall include, as a minimum the following:

– staff facilities

– environmental conditions

– safety and security at work

– hygienic conditions

– workplace design

– external influences (e.g. noise, vibration).

The results of the review shall be considered, with due con-sideration to risk for investment planning.

2 Quality Management System

2.1 HACCP (based on the Codex Alimentarius – CA)

2.1.1 HACCP system

2.1.1.1 The basis of the company’s food safety control system shallbe a fully implemented, systematic and comprehensiveHACCP system, based upon the Codex Alimentarius princi-ples. It shall take into account any legal requirements of theproduction and destination countries which may go beyondsuch principles. The HACCP system shall be implemented ateach production site.

2.1.1.2 The HACCP system shall cover all raw materials, products orproduct groups as well as every process from goods in todispatch, including product development and product pack-aging.

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2.1.1.3 The company shall ensure that the HACCP system is basedupon scientific literature, or technical verified specificationsrelating to the manufactured products and procedures. Thisshall be maintained in line with new technical process devel-opment.

2.1.2 Assemble HACCP team (CA Step 1)

2.1.2.1 The HACCP team shall have strong senior management sup-port and shall be well known and established across thewhole company.

2.1.2.2 The HACCP team shall be multidisciplinary and include oper-ational staff. Personnel appointed as HACCP team membersshall have specific knowledge of HACCP, product and pro-cess knowledge and the associated hazards.

2.1.2.3 Where competent knowledge is not available, external expertadvice shall be obtained.

2.1.3 HACCP analysis

2.1.3.1 Describe product (CA Step 2)A full description of the product including all relevant infor-mation on product safety exists such as:

– composition

– physical, organoleptic, chemical and microbiological para-meters

– methods of treatment

– packaging

– durability (shelf life)

– conditions for storage and method of transport.

2.1.3.2 Identify intended use (CA Step 3)The intended use of the product shall be described as seenfrom the expected use of the product by the end consumer,taking into account vulnerable groups of consumers.

2.1.3.3 Construct flow diagram (CA Step 4)A flow diagram shall exist for each product, or product group,and for all variations of the processes and sub-processes.The flow diagram shall be dated, updated and clearly iden-tify each CCP with the number assigned to it.

2.1.3.4 On-site confirmation of the flow diagram (CA Step 5)The HACCP team shall review the processes at all operationstages against the flow diagram. Amendments of the dia-gram will be made, where appropriate.

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2.1.3.5 Conduct a hazard analysis for each step (CA Step 6 – Prin-ciple 1)A hazard analysis shall be available of all physical, chemicaland biological hazards that may reasonably be expected.

2.1.3.5.1 The hazard analysis shall consider the likelihood of harm tothe consumer and the potential severity of damage (effect,potential consequences).

2.1.3.5.2 For all steps, which are not defined as CCP’s but as CP’s, thecompany shall implement, maintain and document specificpreventive measures.

2.1.3.6 Determine critical control points (CA Step 7 – Principle 2)Relevant Critical Control Points (CCPs) shall be determined,to which control can be applied directly in order to prevent,eliminate or reduce a food safety hazard to acceptable level(s).

2.1.3.7 Establish critical limits for each CCP (CA Step 8 – Prin-ciple 3)For each CCP, the appropriate critical limits shall be definedand validated, in order to clearly identify when a process isout of control.

2.1.3.8 KO: Establish a monitoring system for each CCP(CA Step 9 – Principle 4)Specific monitoring procedures shall be established for eachCCP to detect any loss of control at that CCP. Records ofmonitoring shall be maintained for a relevant period. Eachdefined CCPs shall be under control. Monitoring and controlrespectively of each CCP shall be demonstrated by records.The respective records shall specify the responsible personas well as the date and result.

2.1.3.9 Establish corrective actions (CA Step 10 – Principle 5)For each CCP, corrective actions shall be established. In casethe monitoring indicates that a particular CCP is not undercontrol, adequate corrective actions shall be taken and docu-mented. Such corrective actions shall also take into accountany non-conforming products.

2.1.3.10 Establish verification procedures (CA Step 11 – Principle 6)Procedures of verification shall be established to confirmthat the HACCP system is efficient. Verification of the HACCPsystem shall be performed at least once a year. Examples ofverification activities include:

– internal audits

– analysis

– sampling

– evaluations

– complaint by authorities and customers.

The results of this verification shall be incorporated into theHACCP system.

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2.1.3.11 Establish documentation and record keeping (CA Step 12 –Principle 7)Documentation shall be available, covering all processes,procedures, measures and records. Documentation andrecord keeping shall be appropriate to the nature and size ofthe company.

2.2 Documentation requirements

2.2.1 The quality system for quality assurance and food safetyshall be documented and implemented, and shall be retainedin one location.

2.2.2 A documented procedure shall exist for the control of docu-ments and their amendments.

2.2.3 All documents shall be clearly legible, unambiguous andcomprehensive. They shall be available to relevant person-nel at all times.

2.2.4 All documents which are necessary for compliance with theproduct requirements shall be available in their latest ver-sion.

2.2.5 The reason for any amendments to documents, critical forthe product requirements shall be recorded.

2.3 Record keeping

2.3.1 All relevant records, necessary for the product requirementsshall be complete, detailed and maintained and shall beavailable on request.

2.3.2 Records shall be legible and genuine. They shall be main-tained in a way that subsequent manipulation of records isprohibited.

2.3.3 All records shall be kept in accordance with legal require-ments. If those are not specified, records shall be kept for theduration of the shelf life, to make verification possible. Forproducts which have a very short or no shelf life, recordkeeping shall be based on a risk analysis.

2.3.4 Any amendments to records shall only be carried out byauthorised persons.

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3 Resource Management

3.1 Human resources management

3.1.1 All personnel performing work that affects product safety,legality and quality shall have the required competence byeducation, work experience and/or training.

3.2 Human resources

3.2.1 Personnel hygiene

3.2.1.1 There shall be documented requirements relating to person-nel hygiene. These include, as a minimum the followingfields:

– hand washing and disinfection

– eating and drinking

– smoking

– actions to be taken in case of cuts or skin abrasions

– fingernails and jewellery

– hair and beards.

The requirements shall be based on a risk analysis in relationto product and process.

3.2.1.2 KO: The requirements for personnel hygiene shall be inplace and applied by all relevant personnel, contractors andvisitors. Compliance with the requirements shall be checkedregularly.

3.2.1.3 Visible jewellery (incl. piercing) and watches shall not beworn. Any exceptions shall have been comprehensivelyevaluated by risk analysis in relation to product and pro-cess.

3.2.1.4 Cuts and skin abrasions shall be covered by a coloured plas-ter (different from the product colour) – containing a metalstrip, where appropriate – and in case of hand injuries, inaddition to a plaster, a single use glove shall be worn.

3.2.2 Protective clothing for personnel, contractors and visitors

3.2.2.1 Company procedures shall exist to ensure that all personnel,contractors and visitors are aware of the rules regarding themanagement of wearing and changing of protective clothingin specified work areas in accordance with product require-ments.

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3.2.2.2 In work areas where wearing headgear and/or beard snoodis required, the hair shall be covered completely so thatproduct contamination is prevented.

3.2.2.3 Clearly defined usage rules shall exist for work areas whereit is required to wear gloves (coloured differently from theproduct colour). Compliance with these rules shall be checkedon a regular basis.

3.2.2.4 Suitable protective clothing shall be available in sufficientnumbers for each employee.

3.2.2.5 All protective clothing shall be thoroughly and regularlylaundered. In accordance with a process and product riskanalysis, the clothing shall be washed by a contract laundry,on site laundry or by the employee.

3.2.2.6 Guidelines shall exist for laundering of protective clothingand a procedure shall be in place for checking its clean-liness.

3.2.3 Procedures applicable to infectious diseases

3.2.3.1 There shall be written and communicated procedures forpersonnel, contractors and visitors for actions to be taken inthe case of an infectious disease or the suspicion thereof.Particular consideration shall be taken in these areas whereproduct safety may be compromised.

3.3 Training

3.3.1 The company shall put in place documented training pro-grams in respect of the product requirements and the train-ing needs of the employees. These programs shall include:

– training contents

– training frequency

– list of participants

– languages

– qualified trainer/tutor.

3.3.2 Those responsible for the development and maintenance ofHACCP system shall have received adequate training in theapplication of the HACCP principles.

3.3.3 The documented training programs shall apply to all person-nel, including seasonal and temporary workers, employed inthe respective work area. Upon employment, and beforecommencing work, they shall be trained in accordance withthe documented training programs.

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3.3.4 Records shall be available of all performed training events,stating:

– list of participants incl. signature

– date

– duration

– contents of training

– name of trainer/tutor.

3.3.5 The contents of training shall be reviewed and updated regu-larly and take into account company’s specific issues (non-conformities, failures), food safety and food related legalrequirements.

3.4 Sanitary facilities, equipment for personnelhygiene and staff facilities

3.4.1 The company shall provide staff facilities, which shall beproportional in size and equipped for the number of person-nel. Such facilities shall be kept in clean and good con-dition.

3.4.2 The risk of product contamination by foreign bodies fromstaff facilities shall be evaluated and minimised. Considera-tion shall also be given to food brought to work by personneland personal belongings.

3.4.3 The company shall provide suitable changing rooms forpersonnel, contractors and visitors. Where necessary out-door clothing and protective clothing shall be stored sepa-rately.

3.4.4 Staff facilities shall be equipped with toilets, which shall nothave direct access to an area where food products are hand-led. There shall be at least one dedicated washroom separat-ing both areas.

3.4.5 Adequate hand hygiene facilities shall be provided at accesspoints to and within production areas, as well as at staff facil-ities. Based on a risk analysis, further areas (e.g. packagingarea) shall be similarly equipped.

3.4.6 Such hand hygiene facilities shall provide as a minimum:

– running cold and hot water

– liquid soap

– single use towels.

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3.4.7 Where highly perishable food products are handled, the fol-lowing additional requirements regarding hand hygieneshall also be provided:

– hand contact-free fittings

– hand disinfection

– approved hygiene equipments

– signs/pictograms.

3.4.8 Changing rooms shall be arranged so that they allow directaccess to the areas where food products are handled. Excep-tions shall have been considered within the risk analysis.Where appropriate, cleaning facilities for boots, shoes andfurther protective clothing shall be available.

4 Production Process

4.1 Contract review

4.1.1 All customer requirements relating to the products, theirrealisation and delivery shall have been defined and under-stood before a written supply agreement is concluded. Thecompany shall review whether all aspects of customers’requirements have been satisfied.

4.1.2 There shall be records showing how changes to the existingcontractual agreements are agreed and communicated.

4.2 Product specifications

4.2.1 Specifications shall be available for all final products and, ifnecessary (e.g. retail brand) be agreed upon in writing withcustomers. The specifications shall be up to date, unambigu-ous, available and always in conformance with legal require-ments.

4.2.2 KO: Specifications shall be available and in place for all rawmaterials (raw materials/ingredients, additives, packagingmaterials, rework). The specifications shall be up to date,unambiguous, available and always in conformance withlegal requirements.

4.2.3 KO: The recipe mentioned in the customer finished productspecification shall be complied with.

4.2.4 Specifications and/or their contents are provided in the rele-vant areas and accessible to all relevant personnel.

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4.2.5 There shall be a procedure for the amendment and approvalof specifications for all parts of the process.

4.3 Product development

4.3.1 A procedure for product development shall be in place whichincorporates the hazard analysis principles, in accordancewith the HACCP system.

4.3.2 Product formulation, manufacturing processes and the fulfil-ment of product requirements shall have been ensured byfactory trials and product testing.

4.3.3 Shelf life tests shall be carried out taking into account prod-uct formulation, packaging, manufacturing and storage con-ditions. “Use by” or “Best before” dates shall be establishedaccordingly.

4.3.4 The company shall conduct appropriate studies and tests inorder to investigate compliance with microbiological criteriawithin the shelf life.

4.3.5 Recommendations for preparation and/or use of the foodproducts shall be established. If appropriate, customerrequirements shall be included.

4.3.6 The progress and results of product development shall beproperly recorded.

4.3.7 Product development shall consider the results of organolep-tic assessments.

4.4 Purchasing

4.4.1 Purchased products and services shall conform to currentspecifications and contractual agreements.

4.4.2 There shall be records to identify which product is sourcedfrom which supplier.

4.4.3 There shall be a procedure for approval and monitoring ofsuppliers (internal and external), outsourced production orpart of it.

4.4.4 The approval and monitoring procedure shall contain clearassessment criteria such as: audits, certificates of analysis,supplier reliability and complaints, as well as required per-formance standards based on a hazard analysis.

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4.4.5 The results of suppliers’ assessments shall be reviewedregularly. There shall be records of the reviews and of theactions taken as a consequence of assessment.

4.4.6 The purchased products and services shall be checked inaccordance with the existing specifications. The schedule ofthese checks shall take into account the product require-ments, supplier status and the impact of raw materials onthe finished product.

4.5 Product packaging

4.5.1 All packaging shall comply with the current relevant legisla-tion.

4.5.2 Detailed specifications shall exist for all packaging materi-als.

4.5.3 Certificates of conformity or evidence shall exist for all pack-aging in direct contact with food to demonstrate that theyare suitable for use. This applies for packaging in direct con-tact with raw materials, semi-processed and finished prod-ucts. This includes containers, conveyor belts in productionareas for semi-processed products.

4.5.4 All packaging or packaging equipments shall be suitable forits intended use and shall have been tested for possible con-tamination and hazards (interactions) towards products andconsumers. Adequate up-to-date test reports shall exist.

4.5.5 Based on a risk analysis, the company shall verify the capa-bility of the packaging material for each relevant product(e.g. organoleptic tests, storage tests, chemical analysis).

4.5.6 Where packaging materials (e.g. glass) pose a risk to theproduct, special procedures shall be in place to avoid prod-uct contamination.

4.5.7 A system shall be in place to ensure storage and handling ofpackaging materials and packaging equipments both insideand outside of the production areas, in order to minimise therisk of contamination (interaction/correlation).

4.5.8 The conformity of the product with its labelling shall bereviewed each time before a new label is issued for use. Suchreview shall take into account the product requirements andparticular relevant legislation in the designated countries,where the product is to be marketed.

4.5.9 The conformity of the product with its labelling shall be con-tinuously ensured during the production process.

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4.6 Factory environment standards

4.6.1 Choice of location

4.6.1.1 The company shall investigate to what extent the factoryenvironment (e.g. ground, air) may have an adverse impacton product safety and product quality. In each case, appro-priate measures shall be established. The efficiency of theestablished measures shall be periodically reviewed (exam-ples: extremely dusty air, strong smells).

4.6.2 Exteriors

4.6.2.1 The factory exterior shall be sustainable maintained cleanand tidy. The external condition of the premises shall be con-sidered within the internal audit process.

4.6.2.2 All grounds within the site shall be in good condition. Wherenatural drainage is inadequate, a suitable drainage systemshall be installed.

4.6.2.3 Outdoor storage shall be kept to a minimum. Where goodsare stored outside, a risk analysis shall be undertaken toensure that there is no risk of contamination or adverse effecton safety or quality.

4.6.2.4 The production and storage areas of the site shall be securedeffectively by controlled access in order to prevent unauthor-ised entry.

4.6.3 Plant layout and process flows

4.6.3.1 The process flow, from receipt of goods to dispatch, shall beorganised so that a contamination of raw materials, packag-ing, semi-processed and finished products is avoided. Therisk of cross-contamination shall be minimised througheffective measures.

4.6.3.2 Segregation of processes shall take into account internalflows (of product, waste, materials, plant and equipment,personnel, water) and provided services. A plan shall beavailable which clearly defines these flows.

4.6.3.3 Where production areas are identified as microbiologicallysensitive (e.g. clean room technology), a positive pressuresystem shall be installed. Measurement of micro-organismsshall be performed at regular intervals.

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4.6.3.4 The system of working shall, where appropriate, be such toreduce any potential physical, chemical or microbiologicalcontamination risk.

4.6.3.5 Location of laboratories at the factory shall not affect prod-uct safety.

4.6.3.6 The cleaning of production tools shall be carried out at spe-cific locations or specific time periods separated from theproduction process. If this is not possible, these operationsshall be controlled as to not affect the product.

4.6.4 Buildings and facilities

4.6.4.1 Constructional requirements

4.6.4.1.1 Rooms where food products are prepared, treated, processedand stored shall be designed and constructed, so that foodhygiene is ensured.

4.6.4.2 Walls and partition walls

4.6.4.2.1 Walls shall be designed and constructed to prevent the accu-mulation of dirt, to reduce condensation and mould growth,and to facilitate cleaning.

4.6.4.2.2 The surfaces of walls shall be in a good condition and shallfacilitate cleaning and if necessary disinfection. They shallbe impervious, water-repellent and wear-resistant.

4.6.4.2.3 The junctions between walls and floors and corners respec-tively shall be designed to facilitate cleaning.

4.6.4.3 Floors

4.6.4.3.1 Floors shall be designed to meet production requirements(e.g. mechanical loads, cleaning materials, temperatures).

4.6.4.3.2 The floor covering shall be in good condition and shall facili-tate cleaning and disinfection, where required. They shall beimpervious, water-repellent and wear-resistant.

4.6.4.3.3 The hygienic disposal of waste water shall be ensured.Drainage systems shall be designed to facilitate cleaning andto minimise the risk of product contamination (e.g. adverseimpact, ingress of pests, etc.).

4.6.4.3.4 Floors shall have adequate falls so that water or other liquidscan reach the drainage without difficulty.

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4.6.4.3.5 Machinery and piping shall be arranged so that, where pos-sible, process waste water goes directly into a drain.

4.6.4.4 Ceilings/Overheads

4.6.4.4.1 Ceilings (or, where no ceilings are fitted, the undersides ofroofs) and overhead fixtures (incl. piping, cables, lamps)shall be designed and constructed to minimise the accumu-lation of dirt, the detachment of paints of material, conden-sation and mould growth. Ceilings and overheads shall bedesigned to facilitate cleaning and prevent product contami-nation.

4.6.4.4.2 Where false ceilings are used, adequate access to the voidshall be provided to facilitate cleaning, maintenance of ser-vices and inspection for pest control.

4.6.4.5 Windows and other openings

4.6.4.5.1 Windows and other openings shall be designed and con-structed to avoid the accumulation of dirt.

4.6.4.5.2 If windows may result in contamination, windows and roofglazing shall remain closed and fixed during production.

4.6.4.5.3 Where windows and roof glazing are designed to be openedfor ventilation purposes, they shall be sealed by easy remov-able pest fences or other measures in order to avoid anycontamination.

4.6.4.5.4 In areas where unpacked product is handled, windows shallbe protected against breakage.

4.6.4.6 Doors

4.6.4.6.1 Doors shall be in good condition (e.g. no splintering parts orflaking paints, no corrosion) and easy to clean and disinfect,where appropriate.

4.6.4.6.2 External doors which open to handling of raw material,processing, packaging and storage areas shall be self-clos-ing and designed to prevent the ingress of pests.

4.6.4.6.3 Doors and gates which are used to separate productionsareas shall be kept closed.

4.6.4.7 Lighting

4.6.4.7.1 All working areas shall have adequate lighting.

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4.6.4.7.2 All lighting equipment and electric fly killer units shall beprotected by shatterproof coating (splinter shields). The fac-tory areas where this clause applies are, as a minimum:

– handling of unpackaged products,

– packaging and raw material storage,

– raw materials handling

– changing rooms.

This does not preclude that other areas cannot have pro-tected lighting equipment or electric fly killer units.

4.6.4.8 Air conditioning/Ventilation

4.6.4.8.1 Adequate natural and/or artificial ventilation shall exist in allareas.

4.6.4.8.2 Ventilation systems shall be installed so that filters and othercomponents which require cleaning or replacement areeasily accessible.

4.6.4.8.3 The use of air in the production (e.g. compressed air supply)shall avoid contamination and be based on a process andproduct risk analysis.

4.6.4.8.4 Dust extraction equipment shall be installed in areas whereconsiderable amounts of dust are generated.

4.6.4.9 (Drinking) Water supply

4.6.4.9.1 Water which is used as ingredient in the production process,or for cleaning, shall be potable water and supplied in suffi-cient quantity.

4.6.4.9.2 Recycled water which is used in the process shall not pose acontamination risk. The water shall comply with applicablelegal requirements for drinking water. Related records oftesting shall be available.

4.6.4.9.3 The quality of water, steam or ice that comes in contact withfood shall be monitored at all dispensing stations on a riskassessed sampling plan.

4.6.4.9.4 Non potable water, which is used e.g. for fire fighting, steamgeneration, cooling or similar purposes, shall be transportedin separate, properly marked piping. Such piping shall nei-ther be connected to the drinking water system, nor shall apossibility of reflux to that system exist.

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4.7 Housekeeping and hygiene

4.7.1 Cleaning and disinfection schedules, based on a risk analysisshall be available and implemented. These shall specify:

– responsibilities

– the products used and their instructions for use

– the areas to be cleaned and/or disinfected

– objectives

– cleaning frequency

– documentation requirements

– hazard symbols (if necessary).

Where external service providers are employed for cleaningand disinfection, they shall fulfil all the above requirements.

4.7.2 Only qualified personnel shall be used for cleaning. The per-sonnel shall be trained on a regular basis to carry out thecleaning schedules.

4.7.3 The effectiveness of the cleaning and disinfection measures,based on a risk analysis, shall be verified and documentedaccording to a sampling schedule by using appropriate pro-cedures. Resultant corrective actions shall be documented.

4.7.4 The cleaning and disinfection measures shall be validatedaccording to any changing circumstances (e.g. constructionwork, new products, new machines, changes of climate etc.).Where necessary, the cleaning and disinfection schedulesshall be adapted.

4.7.5 Current material safety data sheets (MSDS) and instructionsfor use shall be available for chemicals and cleaning agents.Personnel responsible for cleaning shall be able to demon-strate their knowledge of such instructions, which shall bealways available on site.

4.7.6 Cleaning utensils and chemicals shall be clearly marked andstored in a segregated area, to avoid contamination risk.

4.7.7 Appropriate storage facilities shall be available for the con-trol and storage of chemicals needed for the manufactureand treatment of food products. Chemicals shall only behandled by personnel trained in their use.

4.8 Waste/Waste disposal

4.8.1 All current legal requirements for waste disposal shall bemet.

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4.8.2 Food waste and other waste shall be removed as quickly aspossible from areas where food is handled. The accumula-tion of waste shall be avoided.

4.8.3 Waste collection containers shall be clearly marked, suitablydesigned, in good state of repair, easy to clean, and wherenecessary disinfected.

4.8.4 Waste collection rooms and containers (incl. compactors)shall be designed to be kept clean to minimise animal andpest attraction.

4.8.5 Waste shall be collected in separate containers in accord-ance with the intended means of disposal. Such waste shallbe disposed by authorised third parties only. Records ofwaste disposal shall be kept by the company.

4.9 Risk of foreign bodies, metal, broken glass andwood

4.9.1 KO: Based on a risk analysis, potential foreign body sources(e.g. raw material, packaging material, packaging aids,in-house tools, machine components etc.) shall be identified.Procedures shall be in place which shall avoid thecontamination with foreign bodies. Contaminated productsshall be treated as non-conforming products.

4.9.2 In all areas, e.g. handling of raw material, processing, pack-ing and storage, where a risk analysis has identified thepotential for product contamination, the use of wood shallbe excluded.

4.9.3 Where the use of wood cannot be avoided, but the risk ismanaged, the wood shall be in good order and clean. Thecondition of this wood shall be subject to regular verifica-tion.

4.9.4 The need for metal and foreign body detection equipmentshall be established by risk analysis.

4.9.5 Where metal and/or foreign body detectors are required,they shall be installed so that any subsequent product con-tamination is avoided, as far as possible. The detection shallnot be affected by interferences.

4.9.6 Contaminated products (including raw materials, semi-pro-cessed and finished products) shall be isolated and treatedas non-conforming products. Access to these products andactions for further handling or checking shall be carried outonly by authorised personnel. Only where an automaticrejection process is technically not possible (e.g. large trad-ing units) will an automatic line stop be accepted.

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4.9.7 The accuracy of measurement of the detectors shall be spec-ified. Qualified personnel shall regularly check the properoperation of detectors. In case of defect or failure of a metaland/or foreign body detector, corrective actions shall beimplemented, documented and verified.

4.9.8 Any filters and sieves used for metal and/or foreign bodydetection shall be regularly inspected and properly main-tained.

4.9.9 In all areas, e.g. handling of raw material, processing, pack-ing and storage, where a risk analysis has identified a poten-tial product contamination, the presence of glass shall beexcluded.

4.9.10 Where the presence of glass cannot be avoided, but the riskis managed, it shall be protected against breakage.

4.9.11 All objects of glass or similar material present in areas ofhandling of raw material, processing, packing and storageshall be listed in a glass register including details of theirexact location. A comparison between the glass register andthe condition of such objects shall be regularly performedand recorded.

4.9.12 In general, all glass breakages shall be recorded. Exceptionsshall be justified at the risk analysis.

4.9.13 Procedures shall be in place describing the measures to betaken in case of breakage of glass, including glass packagingand similar material. Such measures shall include identify-ing the scope of goods to be isolated, specifying authorisedpersonnel, cleaning the production environment and releas-ing the production line for continued production.

4.9.14 Based on a risk analysis, preventive measures shall be inplace for handling of glass packaging, glass containers orother kinds of containers in the production process (turnover, blow, rinse etc.). After this process step no further con-tamination shall be allowed.

4.10 Pest monitoring/Pest control

4.10.1 The company shall have pest control in place taking intoaccount, as a minimum:

– the factory environment (potential pests)

– site plan with area for application (bait map)

– identification of the baits on site

– responsibilities, in-house/external

– used products/agents and their instructions for use andsafety

– the frequency of inspections.

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4.10.2 The company shall have qualified and trained in-house staff,and/or employ the services of a qualified external provider.Where an external provider is used the activities required onsite shall be laid down in a written contract.

4.10.3 Following pest control inspections, any actions and resultingrecommendations shall be documented, including the dateand signatures of both parties.

4.10.4 Sufficient numbers of operational electric fly killers shall beprovided and positioned correctly. There shall be no risk ofcontamination to open production lines.

4.10.5 Incoming deliveries shall be checked on arrival for theabsence of pests. Any infestation shall be documented andcontrol measures taken.

4.10.6 Raw materials, packaging, semi-processed and finishedproducts shall be stored so as to minimise the risk of pestinfestation. Where stored product and/or machines mayattract pests, appropriate measures shall be taken.

4.11 Receipt of goods and storage

4.11.1 Raw materials, semi-processed and finished products, aswell as packaging, shall be checked against the specifica-tions on receipt and in accordance with determined inspec-tion plan. All results shall be documented.

4.11.2 Goods in documents and/or product labels shall containinformation on the appropriate storage (e.g. refrigerationtemperature).

4.11.3 The storage conditions of raw materials, semi-processedand finished products as well as packaging shall in each casecorrespond to product requirements (e.g. refrigeration, pro-tective covers) and shall not be detrimental to other prod-ucts.

4.11.4 Each item in storage shall be clearly identified, and the FirstIn/First Out and/or First Expired/First Out principles shall beapplied.

4.11.5 Where a company hires a third-party storage service pro-vider, all the requirements specified in section 4.11 shall beclearly defined in the respective contract or the service pro-vider shall subject to IFS Logistic requirements.

4.12 Transport

4.12.1 Before loading transport vehicles, their condition (e.g. ab-sence of strange smells, high dust load, adverse humidity,pests, mould) shall be checked and action taken, if necessary.

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4.12.2 Where goods must be transported at certain temperatures,before loading, the temperature inside the vehicle shall bechecked and documented.

4.12.3 Procedures to prevent contamination during transport shallbe implemented (food/ non-food/ different categories ofgoods).

4.12.4 Where goods must be transported at certain temperatures,maintaining the adequate range of temperatures duringtransport shall be ensured and documented.

4.12.5 A cleaning and, where appropriate, disinfection scheduleshall exist for all transport vehicles and equipment used forloading/unloading (e.g. hoses of silo installations). Thereshall be records of the measures taken.

4.12.6 Loading and unloading ramps shall have in place protectiondevices to shelter the transported products from externalinfluences (e.g. climate, pollen).

4.12.7 Where a company hires a third-party transport serviceprovider, all the requirements specified within section 4.12shall be clearly defined in the respective contract or theservice provider shall subject to IFS Logistic requirements.

4.13 Maintenance and repair

4.13.1 A system of maintenance shall be in place, documented,covering all critical equipment (incl. transport) for compli-ance with product requirements. This applies both for inter-nal and external maintenance work.

4.13.2 Product requirements and prevention of contamination shallbe ensured during maintenance and repair work. Recordsshall be kept of maintenance and repair work and of correc-tive actions taken.

4.13.3 All material used for maintenance and repair shall be fit forthe intended use (e.g. food-grade oils, non-toxic paints).

4.13.4 Failures of plant and equipment (incl. transport) coveredby the maintenance system shall be documented andreviewed with a view to adapting the maintenance sys-tem.

4.13.5 Temporary repairs shall be carried out so that productrequirements are not affected. Such work shall be docu-mented and a short-term deadline set for eliminating thefault.

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4.14 Equipments

4.14.1 Equipments shall be suitably designed and specified for theintended use. Before commissioning, it shall be verified thatthe product requirements are complied with.

4.14.2 Equipments shall be designed and arranged so that cleaningand maintenance operations on and located around theinstallations can be effectively performed.

4.14.3 In the case of plant or equipment failures and/or processdeviations, appropriate procedures shall be in place to ensurethat, prior to release for production, product requirementsare complied with.

4.15 Process validation

4.15.1 The company shall ensure that in the event of changes toproduct formulation, including rework, processing methodsand equipment or packaging, that the process characteristicsare reviewed in order to assure that product requirementsare complied with.

4.15.2 All rework operations shall be validated, monitored anddocumented. These operations shall not affect the productrequirements.

4.16 Traceability (including GMOs and allergens)

4.16.1 KO: A traceability system shall be in place which enables theidentification of product lots and their relation to batches ofraw materials, packaging in direct contact with food,packaging intended or expected to be in direct contact withfood. The traceability system shall incorporate all relevantprocessing and distribution records.

4.16.2 The traceability system shall be tested, documented and,where appropriate, adapted at defined intervals to verify trace-ability in both directions of flow (from delivered products toraw material, and vice versa), including quantity checking.

4.16.3 Traceability shall be ensured at all stages, including work inprogress, post treatment and rework.

4.16.4 The lot labelling of semi-finished products or finished prod-ucts, to ensure a clear traceability of goods, shall be made atthe time when the goods are directly packed. Where goodsare labelled at a later time, the temporarily stored goodsshall have been provided with a specific lot labelling. Theshelf life (e.g. best before date) of the labelled goods shall becalculated from the original production date.

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4.17 Genetically modified organisms (GMOs)

4.17.1 The company shall have in place systems and procedures toallow the identification of products consisting of GMOs, con-taining GMOs or produced from GMOs, including food ingre-dients, additives and flavouring(s).

4.17.2 Raw material specifications and delivery documents identi-fying products consisting of, being made from, or containingGMOs shall be available. The guarantees concerning theGMO status of the raw materials shall be agreed by contractwith the supplier. The company shall maintain a continu-ously updated listing of all GMO raw materials used at itspremises, which also identifies all blends and formulas towhich such GMO raw materials are added.

4.17.3 There shall be adequate procedures to ensure that productsconsisting of or containing GMOs are manufactured, so thatcontamination of non-GMO products is prevented. Adequatecontrol measures shall be in place to prevent GMO crosscontamination. The effectiveness of these procedures shallbe monitored by random testing.

4.17.4 Finished products containing GMOs shall be declared inaccordance with current legal requirements. Delivery docu-ments shall include the corresponding reference to GMOs.

4.17.5 Customer requirements concerning the GMO status of prod-ucts shall be clearly implemented by the company.

4.18 Allergens and specific conditions of production

4.18.1 Raw material specifications identifying allergens requiringdeclaration shall be available. The company shall maintain acontinuously up to date listing of all raw materials contain-ing allergens used at its premises, which also identifies allblends and formulas to which such raw materials containingallergens are added.

4.18.2 The manufacturing of products which contain allergensrequiring declaration shall be carried out so that cross con-tamination is minimised, as far as possible.

4.18.3 Finished products containing allergens requiring declara-tion shall be declared in accordance with current legalrequirements. For the adventitious presence, the labelling oflegally declared allergens and traces shall be based on a riskanalysis.

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4.18.4 Where customers specifically require that products are ‘freefrom’ certain substances or ingredients (e.g. pork), or thatcertain methods of treatment or production are excluded,verifiable procedures shall be in place.

5 Measurements, Analysis, Improvements

5.1 Internal audits

5.1.1 KO: Internal audits shall be conducted according to anagreed plan. Scope (including outdoor areas) and frequencyshall be determined by risk analysis.

5.1.2 Internal audits shall be carried out at least once a year in alldepartments.

5.1.3 The auditors shall be competent and independent from theaudited department.

5.1.4 Audit results shall be communicated to responsible personsof concerned department. Necessary corrective actions anda schedule for implementation shall be determined and doc-umented and communicated to every relevant person.

5.1.5 It shall be documented, how and when the corrective actionsresulting from the internal audits shall be verified.

5.1.6 The audit results shall be communicated to the senior man-agement.

5.2 Site factory inspections

5.2.1 Regular factory inspections shall be planned and carried out(e.g. product control, hygiene, foreign body hazards, person-nel hygiene and housekeeping).

5.2.2 Any deviation and the associated corrective actions shall bedocumented.

5.3 Process control

5.3.1 In circumstances where the control of process and workingenvironment parameters (temperature, time, pressure,chemical properties etc.) is essential to ensure the productrequirements, such parameters shall be monitored andrecorded continuously and/or at appropriate intervals.

5.3.2 There shall be appropriate procedures for notification,recording and monitoring of malfunction and deviations.

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5.4 Calibration and checking of measuring andmonitoring devices

5.4.1 The company shall identify the measuring and monitoringdevices required to ensure compliance with product require-ments. These devices shall be recorded on a document andclearly identified.

5.4.2 All measuring devices shall be checked under a monitoringsystem at specified intervals and in accordance with definedstandards/methods. The results of the checks shall be docu-mented and corrective actions carried out, where neces-sary.

5.4.3 All measuring devices shall be used exclusively for theirdefined purpose. Where the results of measurements indi-cate a deviation or damage, the device in question shall beimmediately repaired or replaced.

5.4.4 The calibration status of the measuring devices shall beclearly identified (labelling at the machine or on a list of testdevices).

5.5 Quantity checking (quantity control/fillingquantities)

5.5.1 The frequency and methodology of quantity checking shallbe determined so that the legal requirements for nominalquantity are met.

5.5.2 For purchased, already pre-packed products from third par-ties, there shall be evidence about the compliance with thelegal requirements for nominal quantity.

5.5.3 All equipment used for quantity measurement shall be cali-brated regularly. All equipment used for final checking shallbe legally approved and regularly calibrated.

5.6 Product analysis

5.6.1 There shall be procedures ensuring that all specified productrequirements are met, including legal requirements andspecifications. Microbiological, physical and chemical analy-sis required for that purpose shall be performed internallyand/or subcontracted.

5.6.2 Analyses, which are relevant for the food safety, shall be per-formed by an accredited laboratory (ISO 17025). If the analy-ses are performed by a factory internal or non accreditedlaboratory, the results shall be verified on a regular basis byan accredited laboratory.

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5.6.3 Procedures shall exist which assure the reliability of theinternal analysis results on the basis of official recognisedanalysis methods. This shall be demonstrated by ring testsor other proficiency tests.

5.6.4 A test plan shall be drawn up for internal and external analy-sis, based upon a risk analysis which covers raw materials,semi-processed and finished products as well as processingequipments and packaging materials, and where necessaryenvironmental tests. The test results shall be documented.

5.6.5 The analytical results shall be reviewed regularly and trendsidentified. Appropriate measures shall be introduced prompt-ly for any unsatisfactory results or where such trends indi-cate unsatisfactory results.

5.6.6 For the performance of internal analysis, qualified and trainedpersonnel shall be available, as well as appropriate equip-ment and premises.

5.6.7 For validation of finished product quality, internal organolep-tic tests shall be carried out regularly in accordance withspecifications and shall be documented.

5.6.8 When establishing and/or validating the shelf life of the prod-uct (including long shelf life product i.e. labelled with a “bestbefore date”), the results of organoleptic tests shall be takeninto account.

5.7 Product quarantine and product release

5.7.1 A procedure shall be in place, based on a risk analysis, forthe quarantine and release of all raw materials, semi-pro-cessed and finished products, processing equipment andpackaging materials. The procedure shall ensure that onlyproducts and materials conforming to product requirementsare processed and dispatched.

5.8 Management of complaints from authorities andcustomers

5.8.1 A system shall be in place for the management of productcomplaints.

5.8.2 All complaints shall be assessed by competent staff. Whereit is justified, appropriate actions shall be taken, if necessary,immediately.

5.8.3 Complaints shall be analysed with a view to implementingpreventive actions, which avoid the recurrence of the non-conformity.

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5.8.4 The results of complaint data analysis shall be made availa-ble to the relevant responsible persons and to the seniormanagement.

5.9 Management of incidents, product withdrawal,product recall

5.9.1 A crisis management procedure shall be defined, imple-mented and maintained. This includes as a minimum thenomination and training of a crisis team, an alert contact list,sources of legal advice (if necessary), contacts reachability,customer information, product withdrawal and/or recalland a communication plan, including information to con-sumers.

5.9.2 KO: There shall be an effective procedure for the withdrawaland recall of all products, which ensure that involvedcustomers are informed, as soon as possible. This procedureshall include a clear assignment of responsibilities.

5.9.3 The product withdrawal and recall procedure shall includeupdated emergency contact details (such as names andphone numbers of suppliers, customers and competentauthorities).

5.9.4 The feasibility, effectiveness and timeliness of implementa-tion of the withdrawal procedure shall be subject to regularinternal testing, based on a risk analysis but carried out atleast once a year. This shall be carried out in a manner toensure the effective implementation and operation of theprocedure.

5.10 Management of non-conforming products

5.10.1 A procedure shall exist for the management of all non-con-forming raw materials, semi-finished and finished products,processing equipment and packaging materials. This shallinclude, as a minimum:

– isolation/ quarantine procedures

– risk assessment

– identification (e.g. labelling)

– decision about the further use (e.g. release, rework/post-treatment, blocking, quarantine, rejection/disposal).

5.10.2 The responsibilities shall be clearly identified. The rules ofthe procedure for the management of non-conforming prod-ucts shall be understood by all relevant employees.

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5.10.3 In case of presence of non-conformities there shall be imme-diate action in order to assure the product requirements arein place.

5.11 Corrective actions

5.11.1 A procedure shall be in place for the recording and analysisof the non-conformities with the objective to avoid recur-rences by preventive actions and/or corrective actions.

5.11.2 KO: Corrective actions shall be clearly formulated, docu-mented and undertaken, as soon as possible to preventfurther occurrence of non-conformity. The responsibilitiesand the timescales for corrective action shall be clearlydefined. The documentation shall be securely stored, andeasily accessible.

5.11.3 The performance of the implemented corrective actions shallbe documented and the effectiveness shall be checked.

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ANNEX

Glossary

Definitions which are not mentioned within the glossary can be foundin relevant regulations and directives. In relation to the terms usedwithin this document, the following definitions apply and shall berespected.

Allergen Food causing an adverse reaction that is mediated by animmunological response. Defined allergens are:– Cereals containing gluten (i.e. wheat, rye, barley, oats,

spelt, kamut or their hybridised strains) and productsthereof

– Crustaceans and products thereof– Eggs and products thereof– Fish and products thereof– Peanuts and products thereof– Soybeans and products thereof– Milk and products thereof (including lactose)– Nuts i.e. Almond (Amygdalus communis L.), Hazelnut

(Corylus avellana), Walnut (Juglans regia), Cashew(Anacardium occidentale),

– Pecan nut (Carya illinoiesis (Wangenh.) K. Koch), Brazilnut (Bertholletia excelsa), Pistachio nut (Pistacia vera),Macadamia nut and Queensland nut (Macadamiaternifolia) and products thereof

– Celery and products thereof– Lupin and products thereof– Molluscs and products thereof– Mustard and products thereof– Sesame seeds and products thereof– Sulphur dioxide and sulphites at concentrations of more

than 10 mg/kg or 10 mg/litre expressed as SO2.

Directive 2006/142 EC of 22 December 2006 amending Directive 2000/13/EC as

regards indication of ingredients present in foodstuffs (annex IIIa).

Assessor Person assigned by an accreditation body to perform, aloneor as part of an assessment team, an assessment of aConformity Assessment Body.

Audit Systematic, independent and documented process forobtaining audit evidence and evaluating it objectively todetermine the extent to which the audit criteria are fulfilled.

Calibration Set of operations that establish, under specified conditions,the relationship between values of quantities indicated by ameasuring instrument or measuring system, or valuesrepresented by a material measure or a reference material,and the corresponding values realised by standards.

CCP – CriticalControl Point

A step at which control can be applied and is essential toprevent or eliminate a food safety hazard or reduce it to anacceptable level.

Company General organisation (whereas the site is a unit of thecompany)

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Contamination Introduction or occurrence of a contaminant in food or foodenvironment. Contamination does include: physical,chemical, biological contamination. Contamination can alsomean correlation of packages among themselves.

Corporate Company

Correction Action to eliminate a detected non-conformity or deviation.

Corrective action Action to eliminate the cause of a detected non-conformityor other undesirable situation.

CP - Control point Identified by the hazard analysis as essential in order tocontrol the likelihood of introducing or proliferation of foodsafety hazard in the product and/or the environment.

Customer A customer is a business company or person to whomproducts are sold either as finished product or as a semi-finished part of the finished product.

Deviation Non-compliance with a requirement but there is no impacton food safety related to products and processes. In the IFS,deviations are requirements scored with a B, C or D and KOrequirements scored with a B.

End consumer The ultimate consumer of a foodstuff who will not use thefood as part of any food business operation or activity.

Factory inspection(versus Internalaudits)

Factory inspection covers specific subjects and can becarried out by any appropriate person. That means regularvisits in any areas, for any purposes, to check the conform-ity (hygiene, pest control, product control, fabrication,foreign body hazards, surrounding control etc.).

Food safety Assurance that food will not cause harm to the consumerwhen it is prepared and/or eaten according to its intendeduse.

Internal audit General process of audit, for all the activity of the company.Conducted by or on behalf of the company for internalpurposes.

Flow diagram A systematic representation of the sequence of steps oroperations used in the production or manufacture of aparticular food item.

GMO An organism, with the exception of human beings, in whichthe genetic material has been modified otherwise thannatural multiplication or natural recombination.

HACCP A system which identifies, evaluates and controls hazardswhich are significant for food safety.

Hazard A biological, chemical or physical agent in, or condition of,food with the potential to cause an adverse health effect.

Hazard analysis The process of collecting and evaluating information onhazards and conditions leading to their presence to decidewhich are significant for food safety and therefore shouldbe addressed in the HACCP plan.

Head officeassessment

Assessment of the Conformity Assessment Body HeadOffice.

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MSDS (MaterialSafety Data Sheet)

The safety data sheet information is principally intended foruse by professional users and must enable them to take thenecessary measures as regards the protection of health,safety and the environment at the place of work. The safetydata sheet may be supplied on paper or electronically,provided that the addressee has the necessary means ofreceiving it.

Non-conformity Non-fulfilment of a specified requirement. Non-conformitycan be given in non respect of legislation, law, food safety,internal dysfunctions and customer issues. In the IFS,defined non-conformities are Majors and KO’s scored witha D.

On-site observation Shall be organised by the certification body, under the IFStrainer responsibility, before the auditor applies for the IFSexaminations. The auditor is accompanied by someonefrom the certification body during the audit in order toevaluate his/her competence. Shall be an audit related tofood companies, for an EN 45011 standard. On the applica-tion file of the auditor (sent afterwards to the IFS offices),the certification body shall precise the name of the com-pany, audit date and name of the person who evaluated theauditor.

Procedure Specified way to carry out an activity or process.Procedures shall be implemented and the elaboration ofprocedures is done by documents or process description(e.g. flowchart).

Product Result of a process or activities transforming inputs intooutputs. Products include services.

Product recall Any measure aimed at achieving the return of a dangerousproduct that has already been supplied or made available toconsumers by the producer or distributor.

Productrequirement

Product requirement includes: product safety, productquality, product legality, process and specification.

Product withdrawal Any measure aimed at preventing the distribution, displayand offer of a product dangerous to the consumer.

Retailer Business which sells products directly to the final consumer.

Risk A function of the probability of an adverse health effect andthe severity of that effect, consequential to a hazard(s) infood.

Risk analysis A process consisting of three components: Risk assessment,risk management and risk communication.

Senior manage-ment

Executive management

Services See definition of product.

Site A unit of the company.

System Set of interrelated or interacting elements. System is aplaned, sustainable structured course of action. Dependingon the complexity, documentation is recommended. Systemincludes: documentation, procedure description, control/monitoring, corrective action, site plan.

© IFS, August 2007


Traceability Ability to trace and follow a food, feed, food-producinganimal or substance intended to be, or expected to beincorporated into a food or feed, through all stages ofproduction, processing and distribution.

Validation Confirmation through the provision of objective evidencesthat the requirements for the specific intended use orapplication have been fulfilled.

Verification Confirmation through the provision of objective evidencesthat specified requirements have been fulfilled.

Witnessassessment

Assessment of the Conformity Assessment Body when it iscarrying out conformity assessment services within itsscope of accreditation.

© IFS, August 2007


Part 3: Requirements for AccreditationBodies, Certification Bodies andAuditors

IFS accreditation and certificationprocess

0 Introduction

IFS certification is a product and process certification scheme. All bodiesinvolved shall comply with the international rules and IFS-specificrequirements described in this document. Part 3 of the IFS Standarddeals mainly with accreditation bodies, certification bodies and audi-tors.

Chart No 11: The relationships between the parties involved in productand process certifications, and the relevant rules

International Accreditation Forum (IAF)European Accreditation (EA)

Accreditation bodies

Certification bodies

Accreditation (assessment)

Certification (audit)

Supplier Supplier Supplier Supplier

ISO/IEC 17011

EN 45011(ISO/IEC Guide 65)

1 Requirements for the Accreditation Bodies

1.1 General requirements

The accreditation bodies shall fulfil the requirements of the ISO/IEC17011 norm “Conformity assessment – General requirements Accredi-tation Bodies accrediting conformity assessment bodies”, and shallhave signed the MLA (Multilateral Agreement) of the EA or IAF.

© IFS, August 2007


1.2 The training of the accreditation committee(or competent person)

Decisions on accreditation can only be made following a recommenda-tion of a competent person or accreditation committee. The person incharge, or at least one member of the accreditation committee, shallhave taken part in an IFS training session (“Train the Trainer” course) –organised by the IFS or shall be able to demonstrate equivalent knowl-edge level as confirmed by IFS. In case of a committee, the trained per-son provides the other members of the accreditation committee withthe necessary information. This information is based on the main pointsof the “Train the Trainer” course with the main emphasis on Part 1 (IFSaudit protocol), Part 3 (requirements for accreditation bodies, certifica-tion bodies and auditors), Part 4 (audit report, certificate) and the audi-tors’ approval process for IFS.

1.3 Competences of the assessor of the accreditation body

The assessor of the accreditation bodies is responsible for the follow-ing:

– accompanying IFS auditors during registered IFS audits (wit-ness assessment),

– assessing the head office of the certification body (head officeassessment) according to the EN 45011 rules and IFS-specificrequirements

In general, the assessor shall meet EN 45011 and IFS requirements. Fur-thermore, assessors shall have experience in the food or feed process-ing industry. Specifically, assessors who accompany IFS auditors dur-ing IFS registered audits shall, at a minimum, have taken part in the IFS“Train the Trainer” course, or shall be able to demonstrate an equiva-lent knowledge level as confirmed by IFS.

1.4 Frequency of the assessments of certification bodies

For initial and renewal assessments, a head office assessment and atleast one witness assessment shall be performed.

During the surveillance of the accreditation cycle:

– A minimum of one head office assessment a year,

– A minimum of one witness assessment every 2 years

shall take place.

Remark: a flexibility of 3 months at the maximum can be allowed forthe interval between 2 assessments, according to the accredi-tation body rules.

The accreditation body shall, wherever possible, select two differentcertification body’s IFS auditors with different scopes for consecutivewitness assessments.

© IFS, August 2007


1.5 Accreditation of an internationally-activecertification body

The witness assessments shall cover the typical activities (includinginternational activities and critical locations) of the certification body.

2 Requirements for the Certification Bodies

Certification bodies intending to perform IFS audits shall comply withthe following rules. The prescribed tender procedure for certificationbodies is supplied by the IFS.

2.1 EN 45011 IFS accreditation process

The certification body shall be accredited for IFS according to EN 45011by an IAF or EA recognised accreditation body (see section 1.)

Certification bodies in the process of IFS accreditation to EN 45011 mayorganise the witness assessment before having achieved accreditationstatus. They shall demonstrate that they are actively applying for EN45011 (ISO/IEC Guide 65) accreditation.

2.2 Signing of contract with the proprietors of the IFS

After having applied for IFS accreditation to EN 45011, the certificationbody shall sign an initial contract provided by IFS in which it commitsto meet all the IFS requirements.

After having gained IFS accreditation to EN 45011, the certification bodyshall, in order to be allowed to perform IFS audits, sign a final contractwith the proprietors of the IFS. The certification body is not authorisedto perform IFS audits (except the first witness assessment during theaccreditation process) before having signed this contract.

2.3 Certification decision

The decision concerning the certification can only be taken following therecommendation of a competent person or a certification committee.

The person in charge, or at least one member of the committee who isresponsible for assessing the audit reports, shall be an approved IFSauditor and/or an IFS trainer, and shall be independent of the personwho performed the audit.

According to EN 45011, the final certification decision shall only betaken by a person who is directly employed by the certification body.The certification decision cannot be taken by a freelancer working forthe certification body.

© IFS, August 2007


If a committee is in charge of the certification decision, at least one of itsmembers shall be directly employed by the certification body, and beeither an IFS auditor and/or an IFS trainer.

2.4 Certification bodies’ responsibilities for IFS trainersand the IFS auditors (including freelancers)

Certification bodies have the following responsibilities:

– To ensure that at least one member of their staff is an IFS trainerwho has taken part in an IFS “Train the Trainer” course; thetrainer is responsible for the in-house training of all auditorsintending to become IFS auditors or who already are IFS audi-tors. Persons intending to become IFS trainers shall meet therequirements mentioned in 2.5.

– To ensure that the auditor is competent for the scope of theaudit and its execution. The certification body shall maintainthese competences (continuous supervision by the certificationbody) and shall monitor audit execution by on-site observation.Every auditor shall be monitored by on-site observation at leastonce every 2 years.

– To maintain records of auditor competences.

– To ensure that no auditor has either acted against IFS rules, forexample acting as a consultant, or has been active in and/or onbehalf of the company being audited during the previous 2years. That is to say, during the certification process, no othercommercial and/or personal relationships are permittedbetween the auditee and the auditor.

– To ensure that no auditor shall perform more than 3 consecu-tive IFS audits of the same company.

– To ensure that an auditor is employed by only one IFS certifica-tion body for performing IFS audits and this for a period of notless than 12 months. In special cases, IFS offices shall be con-tacted and may allow exceptions.

– To sign an audit order for each audit, this includes a statementaccepting all the above-mentioned requirements.

– To organise a training session for IFS auditors once a year forthe purposes of sharing experience, calibration and updatingknowledge of legal requirements, and so on.

– To perform an on-site observation of an auditor under EN 45011-related standards to ensure the auditor’s competence (see glos-sary) before he/she has applied for the IFS examinations. Thecertification body shall state the date, the name of the auditedcompany where the on-site observation took place, and thename of the observer in the IFS examination application file.The minutes of the on-site observation shall be provided onrequest to the IFS in English, French or German. The trainer isresponsible for choosing the right observer for this audit.

© IFS, August 2007


– To include the name of the observer in the audit portal whenuploading the audit data, when it has scheduled specific on-siteIFS observation(s) according to chapter 4.7 of EN 45011 oninternal audits.

– To be fully cognisant of the examination regulations providedby the IFS offices.

The certification body is responsible for choosing an auditor with thecorresponding scope(s), language, competence(s), etc. for each IFSaudit.

2.5 Specific requirements for IFS trainers

IFS trainers shall have the following profile:

– audit experience to EN 45011 standards, including IFS audits,

– knowledge of the food sector,

– knowledge of food legislation,

– teaching skills,

– have taken part in a “Train the Trainer” course organised by theIFS,

– be fluent in writing and speaking the languages they will useduring trainings; they shall inform the IFS offices about the lan-guages they are able to use when teaching.

In order to keep his/her knowledge of the IFS up to date, each IFS trainershall take part in an IFS training seminar every 2 years. These seminarsare organised by the IFS.

It is recommended that the IFS trainer takes part in the IFS written andoral examinations.

The certification body is responsible for selecting the relevant trainer.

2.6 “Train the Trainer” course

The “Train the Trainer” course is provided by the IFS. When a new ver-sion of the standard is published, the certification body’s trainer shalltake part in the new “Train the Trainer” course organised by the IFS andcarry out in-house training of all the IFS auditors before the new versioncomes into force.

In case of publication of new doctrines, the trainer shall train all IFSauditors before the doctrine comes into force. The certification body’strainer shall use this training material for in-house training.

Following the “Train the Trainer” course, each trainer will receive a cer-tificate confirming his/her attendance at the course.

© IFS, August 2007


3 Requirements for IFS Auditors

In general, the auditors shall meet the requirements of chapters 7.2 and7.3.1 of ISO 19011.

3.1 Requirements before applying for the IFSexaminations

Before applying for the IFS examinations, auditors shall have met thefollowing requirements:

– They shall have signed a contract with the certification body(see topic 4.4 of EN 45011),

– They confirm to the certification body that, for a period of atleast 12 months, they will perform IFS audits only for the respec-tive certification body. They may, however, work for severalcertification bodies on other standards. In special cases, IFSshould be contacted and may allow exceptions.

– They shall have submitted all the relevant information abouttheir competence to the certification body.

– The certification body shall have observed and confirmed theprofessional qualification and competence of the auditors.

3.2 General requirements for auditors when applyingfor the IFS examinations

Candidates applying for qualification as IFS auditors shall meet the fol-lowing requirements and provide evidence with the application docu-ments. An outline CV is available from the IFS.

a) Education in the food sector

1) A food-related university degree (bachelor’s and/or master’sdegree equivalents) and 2 years professional experience in thefood industry close to food production areas (quality, produc-tion, R&D, …).

or 2) If the candidate started directly as an auditor after completinghis/her food-related university degree then the candidate shallhave 5 years professional experience in the food processingindustry.

or 3) If the candidate has an university degree but not a food-relatedone, (bachelor’s and/or master’s degree equivalents) then thecandidate shall have 5 years professional experience in thefood industry – close to food production areas (quality, produc-tion, R&D, …).

or 4) Professional education in food processing (high degree) and5 years professional experience in the food industry – close tofood production areas (quality, production, R&D, …).

© IFS, August 2007


b) General audit experienceA minimum of 10 complete audits shall be performed by the auditorin the food processing industry during the previous two years. Theaudits shall have been carried out in different companies.

c) Food hygiene (including HACCP) trainingQualified training on the basis of the Codex General Principles forFood Hygiene.

d) Quality assurance and quality management knowledgePractical experience (during job experience) and/or theoretical skills(recognised training, part of the university degree, etc.).

e) Specific and practical knowledge per product scopes auditors applyforAt least 10 audits under EN 45011 accreditation and/or second partyaudits for retailers per scope, or at least 2 years professional experi-ence in the food industry close to food production areas for eachapplied product scope.

f) LanguageIf an auditor intends to apply for a professional language (differentfrom the auditor’s native language), the IFS offices may request thathe/she take an oral examination in the language concerned.

g) IFS in-house trainingThe IFS in-house training materials shall be based on the materialsprovided by the IFS.

The auditor shall have taken part in the in-house training (coveringIFS, food-related legislation, food hygiene, …) undertaken by anauthorised IFS trainer and organised by the certification body. Theminimum duration shall be 2 days.

The auditor shall be competent in the language used during the train-ing (native language and/or languages declared by the auditor in theIFS examination application form).

Chart No 12: Requirements for application as an IFS auditor

Requirements IFSauditor

Explanations/remarks

Pre-application requirements

Contract ✓ Comply with EN 45011 section 4.4 – havesigned a contract with the certification body

Certification body ✓ Perform IFS audits for only 1 certification body

Competence ✓ Supply the certification body with all relevantinformation relating to his/her competence.

Observation audit ✓ Pass an observation audit to confirm profes-sional qualification and competence

© IFS, August 2007


Requirements IFSauditor

Explanations/remarks

Application requirements

Education andminimum experience

✓ 1) A food-related university degree (bachelor’sand/or master’s degree equivalents) and2 years professional experience in the foodindustry – close to food production areas(quality, production, R&D, …)

or2) If the candidate started directly as an

auditor after completing his/her food-related university degree then the candidateshall have 5 years professional experiencein the food processing industry.

or3) If the candidate has an university degree

but not a food-related one, (bachelor’s and/or master’s degree equivalents) then thecandidate shall have 5 years professionalexperience in the food industry – close tofood production areas (quality, production,R&D, …)

or4) Professional education in food processing

(high degree) and 5 years professionalexperience in the food industry – close tofood production areas (quality, production,R&D, …).

General auditexperience

✓ A minimum of 10 complete audits in the foodprocessing industry during the previous twoyears. The audits shall have been carried out indifferent companies

Food hygiene(including HACCP)training

✓ Qualified training on the basis of the CodexGeneral Principles for Food Hygiene.

Quality assurance andquality managementknowledge

✓ Practical experience (during job experience)and/or theoretical skills (recognised training,part of the university degree, etc.).

Specific and practicalknowledge for eachapplied product scope

✓ At least 10 audits under EN 45011 accreditationand/or second party audits for retailers perscope or at least 2 years professional experi-ence for each applied product scope.

Language ✓ Native language and other language(s) (detailsof experience shall be provided, e.g. auditsperformed in the language, trainings, etc.).

In-house training ✓ Participation at an IFS in-house trainingprovided by the certification body.

Remark: For the auditors who intend to perform IFS Logistic audits seeIFS Logistic standard, Part III, chapter I, sub chapters 2, 3, 4and 5.

© IFS, August 2007


The IFS is responsible for the technical validation of the auditors’ appli-cation files before they take part in the IFS examinations. If the auditor’sCV does not meet the above-mentioned requirements, the IFS mayreject the auditor’s examination application. If the auditor does not showsufficient evidences for the product scopes he/she is applying for, theIFS may reject the applications for the product scopes concerned.

3.3 IFS examination process

Auditors who comply with the requirements mentioned in chapters 3.1and 3.2 can take part in an IFS written examination and, if successful, inan oral examination.

If successful, the auditor is officially authorised to perform IFS audits.The auditor is registered on the audit portal, and a personal IFS auditorcertificate is issued, valid for 2 years (starting from the day of passingthe oral examination) for the product scopes for which the auditor iscompetent. This certificate mentions the duration of validity, the nameof the certification body, and the auditor’s languages and productscopes.

The auditor cannot perform IFS audits when his IFS auditor certificateexpires. The certification body is responsible to schedule the participa-tions in the re-exams so that there are no gaps during the auditorapproval.

During the IFS certificate’s period of validity, auditors shall be continu-ously trained by the certification body on food-related legislation, stand-ard requirements, audit practices, etc. This training shall be documentedby the certification body.

Auditors shall be re-examined after two years and thereafter at set inter-vals. For the re-examination, auditors shall have performed a minimumnumber of IFS audits (see current examination regulation). Furtherrequirements for the re-examination process are laid down in theexamination regulation.

Detailed regulation for examinations and re-examinations and the inter-national IFS examination schedules are provided by the IFS and areavailable online on the audit portal within the specific area which can beaccessed by certification bodies.

3.4 Scope extension for IFS-approved auditors

Auditors may, during the validity of their IFS auditor certificate, extendtheir product scopes by providing the same evidences as for the initialapproval.

Scope extension may not be requested in the first 12 months after theinitial IFS auditor approval. The auditors can only perform IFS auditsaccording to the scopes stated by IFS.

© IFS, August 2007


ANNEX 1: Product Scopes for Auditors

The following auditor scopes are only used for the approval of the IFSauditors. For the audit scope, the current 18 product categories shall beused.

Product Scope Corres-pondingIFS productcategories

Examples

1. Red andwhite meat,poultry andmeat products

Categories2, 3, 7

Red meat slaughtering plants – raw chicken – rawprepared poultry products – reconstituted rawchicken products e.g. nuggets – fresh cut meat –bacon – ham – meat pies – steaks – sausages –delicatessen – frozen meats – meat pâté – snail

2. Fish and fishproducts, fro-zen and chilled

Categories4, 8

Fish pâtés – fresh fish whole and filleted – fishcakes – frozen fish – molluscs – fresh fish soups –fried fish – sea products – ready to eat fish products.

3. Egg Category 1 Shell Egg – fluid egg – coloured eggs – egg packingstations

4. Ready toeat, fresh,chilled andfrozen

Category 10 Fresh pastries – frozen desserts (pies …) – sand-wiches – fresh convenience salads – fresh pastas –fresh and frozen pies and pizzas – fresh and frozencooked dishes – ice cream – water ice – tofu – quiches

5. Dairy Category 6 Yogurts – cream – milk – baby food milk and milkydesserts – milky desserts – fresh cheese – cheese –butter– processed milk products

6. Fruit andvegetables,fresh, dried,chilled andfrozen

Category 5 Dried vegetables – frozen vegetables (plain, cooked,puréed) – fresh and frozen purées – plain tomatosauce – fresh salads (green salad …) – dried fruit –fresh fruit – seeds, kernels and nuts (peanuts,pistachios …) – baby food purées and compotes –fresh vegetables soups

7. Beverages Category 11 Fruit/vegetable juices – fruit beverages – syrups –baby food beverages – sodas – water – wine –liqueur – beer – cider – vinegar – tea/coffee ifalready liquid

8. Oils and fats Category 16 Vegetable oils – mayonnaise – sauces with oil –margarine – cooking oils – law fat spreads – ghee

9. Grain prod-ucts, cereals,industrialbakery andpastry, confec-tionary, snacks

Categories12, 14, 15

Flour – chocolate – salted and sweet biscuits –pastries – crackers – extruded snacks – bread –rice – pastas – breakfast cereals – muesli – babyfood cereals – jam – marmalade – honey – crisps –candies – gums

10. Cannedproducts

Category 9 Canned vegetables* – vegetables condiments* –canned fruit* – canned soups** – canned meat(pâtés …) – canned fish – canned cooked dishes –cooked tomato sauces – mustard – ketchup – babyfood cooked dishes – pet food. (* Scope 6 alsopossible; ** Scope 7 also possible)

11. Driedgoods andother products

Categories13, 17

Coffee/tea – salt – sugar – dried sauces – driedsoups – dried ready meals – cocoa powder – babyfood milk powder – milk powder – dried purée –spices – pet food.

12. Co-Packers Category 18 Activity of packaging of loose products

© IFS, August 2007


Part 4: Reporting, AuditXpress Softwareand the IFS Auditportal

0 Introduction

After an IFS audit has been performed, a detailed and well-structuredaudit report shall be completed. In general, the language of the reportshall be the native or working language of the company. In special cases,where the native language of the retailers or purchasers is differentfrom the language of the company, an English language version of thereport could also be prepared. (See also the rules described in Part 1).

The IFS audit report shall be prepared according to the following for-mat.

1 Reporting

1.1 Audit overview (Appendix 1)

The first part of the audit report shall contain the following generalinformation:

Audit detailsThe cover page of the audit report shall include

– name and address of the certification body

– the logo of the certification body

– the certification body’s accreditation details

– name of the audited company or site.

This first page shall give a summary of the most important audit reportitems and shall include:

– name and address of the audited site

– name and address of the company (if headquarters)

– EAN. UCC Global Location Number, if available

– audit date

– time of the audit

– previous audit date

– the name of the certification body and the auditor who per-formed the previous audit

– details of the version of the standard

© IFS, August 2007


– audit scope (mandatory detailed descriptions of processes/products)

– product category(ies)

– list of key personnel present at audit

– name and signature of the lead auditor

– result of the audit

– company profile (number of employees, size, structure etc.).

Further explanations regarding

– scoring and frequency.

1.2 Audit report (Appendix 2)

The audit report itself is structured as follows:

– the result of the audit with level and percentage

– the date of the renewal audit/follow-up audit

– a summary of all chapters

– observations on KO’s and Majors

– general summary table for all chapters

– a list of all established deviations and non-conformities for eachchapter (1 to 5), including a short chapter summary

– a separate list, (including explanations) of all requirementsevaluated with N/A (not applicable)

– a detailed audit report.

1.3 Action plan (Appendix 3)

The certification body describes and explains all established deviationsand non-conformities (KO’s, Majors) in each chapter in the action plan,which has a specified format shown in the appendix.

1.4 Minimum requirements for IFS certificate(Appendix 4)

After successful completion of the IFS, the certification body shall issuea certificate. For the purposes of international recognition, and so as tobe understandable, IFS certificates awarded by the certification bodyshall include the following information at a minimum:

© IFS, August 2007


– the name and address of the certification body, including itslogo

– the logo of the accreditation body or its name and registrationnumber (requirement mentioned in the ISO/IEC Guide 65,G.12.7.) responsible for the IFS EN 45011 accreditation,

– the name and address of the audited company

– if the company is a subsidiary, the name of the company’s head-quarters and, where possible, the packing code and the veteri-nary agreement number

– product category(ies)/the audit scope (products, process details,…)

– level achieved

– date of audit (last day of audit)

– latest possible date for the next audit (renewal audit)

– certificate issue date

– certificate expiry date, i.e. 12 months after the date of issue thecertificate

– place and date of signature

– name and signature of the director / the certification body’s per-son responsible

– IFS logo.

Please note: the AuditXpress software includes a certificate format withthe minimum required content, but each IFS EN 45011-accredited certi-fication body may use its own layout, providing that it includes theseminimum requirements.

2 AuditXpress Software

In order to increase the standardisation of IFS reporting, AuditXpresssoftware has been developed; it offers the following advantages:

– easy collection of audit data through a user-friendly interface

– production of quick and error-free IFS Food and IFS Logisticaudit reports

– automatic evaluation of the audit results by dynamic computa-tion of all relevant items

– automatic generation of a standardised audit report

– temporary storage of interim audit data for later completion

– simple and secure export of completed audit reports to the IFSAuditportal

– simple exchange of audit files between the auditors and theircompetent certification body

© IFS, August 2007


– offline working, i.e. no permanent Internet connectionrequired

– an update option provides constant access to the most recentversion of the IFS.

3 The IFS Auditportal and the IFS Database(www.ifs-online.eu)

Every IFS audit shall be uploaded to the IFS auditportal by the certifica-tion body.

There are 3 user groups which have access to the IFS database:

– Certification bodies

– Certified companies

– Retailers

The different groups’ access rights are as follows:

Certification bodies:

– manage their certified companies and upload audit reports andaction plans

– may block certificates in specific situations

– can manage all IFS audit dates via the diary function, enablingretailers and companies to have a good overview of the sched-uled audits

– manage their accounts

– download the IFS logo.

Certified companies/suppliers:

– have access to their own audit data

– have the possibility to unlock retailers for their achieved per-centage, detailed audit report and action plan

– have the possibility to complete their audit evaluation sheets toprovide feedback on the auditor’s on-site performance

– download the IFS logo

– manage their certification bodies

– manage company personnel access (create sub-accounts) tothe audit data

– search for other certified companies

– manage their suppliers using a “favourites” option.

© IFS, August 2007


Access for the headquarters of certified companiesA “headquarter” access for certified companies can be set upwhich allows a company headquarter to administer all of theircertified sites through a single access point.

Retailers:

– search for certified companies

– manage their certified companies via a “favourites” option.

The user manuals for the IFS Auditportal are available on the respectivesecured for each user group.

Security of the database:The security system used for the database is based on internationalrecognised and mostly used security systems.

The retailer and certified companies access provide general informa-tion about all certified companies. If no further authorisation is grantedby the certified companies both user groups will be able to see thefollowing information only:

– the company’s name and address

– the certification body’s name and address

– the auditor’s name

– the scope of the audit

– the date and duration of the audit

– the level achieved at the audit

– the IFS certificate’s date of issue and its validity

By using their secure log-in access‚ the certified companies themselvescan give the authorisation for access to the following detailed informa-tion:

– scoring details

– audit report and action plan.

The retailers/certified companies automatically receive access to theunlocked data by the certified company after the data has been unlocked.Communication to retailers is via a secure Web process which guaran-tees that only authorised retailers/certified companies can view specificdata of the certified companies/suppliers.

© IFS, August 2007


APPENDIX 1

Cover page of the audit report

Logo of the certification body

International Food Standard

Version 5

FINAL AUDIT REPORT

Supplier: “Fruit and Vegetable GmbH”

Date of audit: 02.02./03.02.2007

Address of certification body

Accreditation number of the certification body

© IFS, August 2007


First page of the audit report

International Food StandardVersion 5, August 2007

Audit Overview

Audit details

Lead auditor:

Max Mustermann

Co-auditor:

Falk Lehmann

Signature of Leadauditor:

Max Mustermann

Date/time of currentaudit:

02.02.2007(09:00–18:00)

03.02.2007(16:30–20:00)

Date/time of previousaudit:

06.02.2006(09:00–18:00)

CB and auditor of previ-ous audit:

TEST GmbH/Frank Test

Name and address of the company (or headquarter)

Fruit and Vegetable AGHeinrich-Heine Allee12345 LachenGermany

Name and address of the audited site

Fruit and Vegetable GmbHMusterstraße12345 BerlinGermany

EAN Code/ UCC Global Location Number

Phone:

0123456

Fax:

0123456789

Phone:

0123456

Fax:

0123456789

Scope of audit

Production of strawberry and rapsberry purees

Product category(ies): 5

Audit participants

Name: Position: Openingmeeting

Documentationreview

Site assess-ment (Audit):

Closingmeeting

Mr. Quality QS X X X X

Mr. Manager GeneralManager X X

Mr. Transport TransportDepartment X X X

Final Result of Audit

As a result of the audit performed on 03.02.2007, “xyz” found that themethods applied by Fruit and Vegetable GmbH for the above-mentionedscope of production comply with the requirements set out in the Inter-national Food Standard, Version 5, at Foundation Level.

Next audit in12 months

Company profile

© IFS, August 2007


Explanations regarding the audit report

Evaluation of requirements

Result Explanation Points



KO requirementscored with a B

Almost full compliance 15 points

C (deviation) Small part of the requirement has beenimplemented

5 points

D (deviation) Requirement has not been implemented 0 points

Major When there is a substantial failure tomeet the requirements of the standard,which includes the legal requirements ofthe production and destination countries.A major can also be given when theidentified non-conformity can lead to aserious health hazard. A major can begiven to any requirement which is notdefined as KO.

15% of thepossible totalamount of pointsis subtracted

KO requirementscored with a D

Knock-OutThe KO requirement has not beenimplemented

50% of thepossible totalamount of pointsis subtracted

N/A Not applicableRequirement not applicable for acompany

N/A requirementsare excluded fromthe final scoring

© IFS, August 2007


Scoring and awarding of certificates

Audit Result Status Action company Report form Certificate

At least 1 KO Not approved Actions and newinitial audit to beagreed upon

Report givesstatus

No

>1 Majorand/or < 75%of therequirementsare fulfilled

Not approved Actions and newinitial audit to beagreed upon

Report givesstatus

No

Max 1 Majorand >75% ofthe require-ments arefulfilled

Not approvedunless furtheractions taken

Send action planwithin 2 weeksof receiving thepreliminarilyreport. Follow-upaudit max.6 months afterthe audit date


Certificate,Dependingupon theresults of thefollow-upaudit

Total score is>75% and<95%

Approved atFoundationIFS Foodlevel afterreceipt of theaction plans



Yes,Certificate atfoundationlevel,12 monthsvalidity

Total score is>95%

Approved athigher IFSFood levelafter receiptof the actionplan



Yes,Certificate athigher level,12 monthsvalidity

Audit frequency




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APPENDIX 2

International Food StandardVersion 5, August 2007

Audit Report

Result:The company “Fruit and Vegetable GmbH” met the requirements of theIFS Food Standard, Version 5.

They passed at:Foundation (Higher) level

…%

Date of renewal audit: 12 months

Summary:

Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5

Seniormanage-mentrespon-sibility

Qualitymanage-mentsystem

Resourcemanage-ment

Productionprocess

Measure-ments,analyses,improve-ments

KO 0 0 0 0 0

Majors 0 0 0 0 0

A 4 0 0 0 0

B 0 0 0 0 0

C 0 0 0 0 0

D 0 0 0 0 0

N/A 0 0 0 0 0

Observations regarding KO’s and Majors:

General summary table for all chapters:

General summary for all chapters

Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Total0%

20%

40%

60%

80%

100%

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Chapter 1: Senior management responsibility

Summary of all Chapter 1 deviations and non-conformities found:

No. Reference IFS requirements Evaluation Explanation

1. 1.1.1

2. 1.1.2

Chapter summary:

Report of the N/A evaluations


1.

Detailed audit report


1.

2.

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APPENDIX 3

Action plan

Name and address of the audited company

The Corrective Action Plan must be returned to the certification bodybefore: ___________________________________________________________

Requirementnumber

IFSrequirement

Evaluation Explanation(by theauditor)


Responsibility/Date/Status ofimplementa-tion (by thecompany)

Releaseby theauditor

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APPENDIX 4

CERTIFICATE

Herewith the certification body

Name of the certification body

being an EN 45011-accredited certification body for IFS certificationand having signed an agreement with the IFS owners, confirms that

Name of the audited companyAddress

(Packing code)(Veterinary agreement number)

(Headquarter)

for the product category(ies)

Code number of the product category(ies)Audit scope

meets the requirements set out in the

International Food Standard (IFS Food)Version 5, August 2007

at Foundation level/Higher Level

Certificate – register number: ________________________________________________

Audit date: ________________________________________________

Date of issue of certificate: ________________________________________________

Certificate valid until: ________________________________________________

Next audit to be performed before: ____________________________________________

Date and place

Name and signature of the responsible personat the certification body

Address of the certification body

Logo of theaccreditation body

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ANNEX

Checklist of the IFS Food, Version 5

This checklist is only for internal use in the audited company. It is notallowed to copy and to present it to other parties.

Number Requirement of IFS Food KO/Major/NA

A B C D Remarks/Comments

1 Senior Management Responsibility

1.1 Corporate policy/Corporate principles

1.1.1 The senior management shall draw up andimplement corporate policy. This shall consider asa minimum:– customer focus– environmental responsibility– ethics and personnel responsibility– product requirements (includes: product safety,

quality, legality, process and specification)The corporate policy shall be communicated to allemployees.

1.1.2 The content of the corporate policy shall havebeen broken down into specific objectives for therelated departments. The responsibility and thetime scale for achievement shall be defined foreach department of the company.

1.1.3 From the corporate policy, the quality objectivesshall be communicated to the employees in therespective departements and shall be effectivelyimplemented.

1.1.4 The senior management shall ensure that theachievement of all objectives is regularlyreviewed, as a minimum at least once a year.

1.1.5 The company shall ensure that all relevantinformation is communicated effectively and in atimely manner to the relevant personnel.

1.1.6 The company shall assign the responsible for theexternal communication (crisis management,authorities and communication with media).

1.2 Corporate structure

1.2.1 An organisation chart shall be available showingthe structure of the company.

1.2.2 Competences and responsibilities, including depu-tisation of responsibility shall be clearly laid down.

1.2.3 Job descriptions with clearly defined responsibili-ties shall exist for employees, whose work has aneffect on product requirements.

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1.2.4 KO The senior management shall ensure thatemployees are aware of their responsibilitiesand that mechanisms are in place to monitorthe effectiveness of their operation.

1.2.5 Employees with influence on product require-ments shall be aware of their responsibilities,and shall be able to demonstrate theirunderstanding of their responsibilities.

1.2.6 The senior management shall have nominatedan IFS representative.

1.2.7 The senior management shall provide sufficientand relevant resources to meet the productrequirements.

1.2.8 The department responsible for qualitymanagement shall have a direct reportingrelationship to the senior management.

1.2.9 The company shall ensure that all processes(documented and undocumented) are knownby the relevant personnel and are appliedconsistently.

1.2.10 The company shall have a system in place, toensure that it is kept informed of all relevantlegislation on food safety issues, scientific andtechnical developments and industry codesof practice.

1.3 Customer focus

1.3.1 A procedure shall be in place to identifyfundamental needs and expectations ofcustomers.

1.3.2 The results of this procedure shall be evaluatedand considered by the determination of qualityobjectives.

1.4 Management review

1.4.1 Senior management shall ensure that the qualitymanagement system is reviewed at fixed periods.

1.4.2 This review shall include measures for the controlof the quality management system and for thecontinuous improvement process.

1.4.3 The company shall identify and review regularly(e.g. by internal audits or on-site inspection) theinfrastructure needed to achieve conformity toproduct requirements. This shall include, as aminimum, the following:– buildings– supply systems– machines and equipment– transport.The results of the review shall be considered,with due consideration to risk, for investmentplanning.

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1.4.4 The company shall identify and review regularly(e.g. by internal audits or on-site inspection) thework environment needed to achieve conformityto product requirements. This shall include, as aminimum the following:– staff facilities– environmental conditions– safety and security at work– hygienic conditions– workplace design– external influences (e.g. noise, vibration).

The results of the review shall be considered,with due consideration to risk for investmentplanning.

2 Quality Management System

2.1 HACCP (based on the Codex Alimentarius – CA)

2.1.1 HACCP system

2.1.1.1 The basis of the company’s food safety controlsystem shall be a fully implemented, systematicand comprehensive HACCP system, based uponthe Codex Alimentarius principles. It shall takeinto account any legal requirements of theproduction and destination countries whichmay go beyond such principles. The HACCPsystem shall be implemented at each productionsite.

2.1.1.2 The HACCP system shall cover all rawmaterials, products or product groups as wellas every process from goods in to dispatch,including product development and productpackaging.

2.1.1.3 The company shall ensure that the HACCP systemis based upon scientific literature, or technicalverified specifications relating to the manu-factured products and procedures. This shall bemaintained in line with new technical processdevelopment.

2.1.2 Assemble HACCP team(CA Step 1)

2.1.2.1 The HACCP team shall have strong seniormanagement support and shall be well knownand established across the whole company.

2.1.2.2 The HACCP team shall be multidisciplinaryand include operational staff. Personnelappointed as HACCP team members shallhave specific knowledge of HACCP, productand, process knowledge and the associatedhazards.

2.1.2.3 Where competent knowledge is not available,external expert advice shall be obtained.

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2.1.3 HACCP analysis

2.1.3.1 Describe product (CA Step 2)A full description of the product including allrelevant information on product safety existssuch as:– composition– physical, organoleptic, chemical and microbio-

logical parameters– methods of treatment– packaging– durability (shelf life)– conditions for storage and method of transport.

2.1.3.2 Identify intended use (CA Step 3)The intended use of the product shall be describedas seen from the expected use of the product bythe end consumer, taking into account vulnerablegroups of consumers.

2.1.3.3 Construct flow diagram (CA Step 4)A flow diagram shall exist for each product, orproduct group, and for all variations of theprocesses and sub-processes. The flow diagramshall be dated, updated and clearly identify eachCCP with the number assigned to it.

2.1.3.4 On-site confirmation of the flow diagram(CA Step 5)The HACCP team shall review the processes at alloperation stages against the flow diagram.Amendments of the diagram will be made, whereappropriate.

2.1.3.5 Conduct a hazard analysis for each step(CA Step 6 – Principle 1)A hazard analysis shall be available of all physical,chemical and biological hazards that may reason-ably be expected.

2.1.3.5.1 The hazard analysis shall consider the likelihoodof harm to the consumer and the potentialseverity of damage (effect, potential conse-quences).

2.1.3.5.2 For all steps, which are not defined as CCP’s butas CP’s, the company shall implement, maintainand document specific preventive measures.

2.1.3.6 Determine critical control points(CA Step 7 – Principle 2)Relevant Critical Control Points (CCPs) shall bedetermined, to which control can be applieddirectly in order to prevent, eliminate or reduce afood safety hazard to acceptable level(s).

2.1.3.7 Establish critical limits for each CCP(CA Step 8 – Principle 3)For each CCP, the appropriate critical limits shallbe defined and validated, in order to clearlyidentify when a process is out of control.

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2.1.3.8KO

Establish a monitoring system for each CCP(CA Step 9 – Principle 4)Specific monitoring procedures shall be estab-lished for each CCP to detect any loss of control atthat CCP. Records of monitoring shall be main-tained for a relevant period. Each defined CCPsshall be under control. Monitoring and controlrespectively of each CCP shall be demonstrated byrecords. The respective records shall specify theresponsible person as well as the date and result.

2.1.3.9 Establish corrective actions(CA Step 10 – Principle 5)For each CCP, corrective actions shall be estab-lished. In case the monitoring indicates that aparticular CCP is not under control, adequatecorrective actions shall be taken and documented.Such corrective actions shall also take intoaccount any non-conforming products.

2.1.3.10 Establish verification procedures(CA Step 11 – Principle 6)Procedures of verification shall be established toconfirm that the HACCP system is efficient.Verification of the HACCP system shall be per-formed at least once a year. Examples of verifica-tion activities include:– internal audits– analysis– sampling– evaluations– complaint by authorities and customers.The results of this verification shall be incorpo-rated into the HACCP system.

2.1.3.11 Establish documentation and record keeping(CA Step 12 – Principle 7)Documentation shall be available, covering allprocesses, procedures, measures and records.Documentation and record keeping shall beappropriate to the nature and size of the company.

2.2 Documentation requirements

2.2.1 The quality system for quality assurance and foodsafety shall be documented and implemented, andshall be retained in one location.

2.2.2 A documented procedure shall exist for thecontrol of documents and their amendments.

2.2.3 All documents shall be clearly legible, unambigu-ous and comprehensive. They shall be available torelevant personnel at all times.

2.2.4 All documents which are necessary for compli-ance with the product requirements shall beavailable in their latest version.

2.2.5 The reason for any amendments to documents,critical for the product requirements shall berecorded.

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2.3 Record keeping

2.3.1 All relevant records, necessary for the productrequirements shall be complete, detailed andmaintained and shall be available on request.

2.3.2 Records shall be legible and genuine. They shallbe maintained in a way that subsequent manipula-tion of records is prohibited.

2.3.3 All records shall be kept in accordance with legalrequirements. If those are not specified, recordsshall be kept for the duration of the shelf life, tomake verification possible. For products whichhave a very short or no shelf life, record keepingshall be based on a risk analysis.

2.3.4 Any amendments to records shall only be carriedout by authorised persons.

3 Resource Management

3.1 Human resource management

3.1.1 All personnel performing work that affects productsafety, legality and quality shall have the requiredcompetence by education, work experience and/ortraining.

3.2 Human resources

3.2.1 Personnel hygiene

3.2.1.1 There shall be documented requirements relatingto personnel hygiene. These include, as a mini-mum the following fields:– hand washing and disinfection– eating and drinking– smoking– actions to be taken in case of cuts or skin

abrasions– fingernails and jewellery– hair and beards.

The requirements shall be based on a risk analysisin relation to product and process.

3.2.1.2KO

The requirements for personnel hygiene shall bein place and applied by all relevant personnel,contractors and visitors. Compliance with therequirements shall be checked regularly.

3.2.1.3 Visible jewellery (incl. piercings) and watchesshall not be worn. Any exceptions shall have beencomprehensively evaluated by risk analysis inrelation to product and process.

3.2.1.4 Cuts and skin abrasions shall be covered by acoloured plaster (different from the productcolour) – containing a metal strip, where appro-priate – and in case of hand injuries, in additionto a plaster, a single use glove shall be worn.

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3.2.2 Protective clothing for personnel contractors and visitors

3.2.2.1 Company procedures shall exist to ensure that allpersonnel, contractors and visitors are aware of therules regarding the management of wearing andchanging of protective clothing in specified workareas in accordance with product requirements.

3.2.2.2 In work areas where wearing headgear and/orbeard snood is required, the hair shall be coveredcompletely so that product contamination isprevented.

3.2.2.3 Clearly defined usage rules shall exist for work areaswhere it is required to wear gloves (coloureddifferently from the product colour). Compliancewith these rules shall be checked on a regular basis.

3.2.2.4 Suitable protective clothing shall be available insufficient numbers for each employee.

3.2.2.5 All protective clothing shall be thoroughly andregularly laundered. In accordance with a processand product risk analysis, the clothing shall bewashed by a contract laundry, on site laundry orby the employee.

3.2.2.6 Guidelines shall exist for laundering of protectiveclothing and a procedure shall be in place forchecking its cleanliness.

3.2.3 Procedures applicable to infectious diseases

3.2.3.1 There shall be written and communicated proce-dures for personnel, contractors and visitors foractions to be taken in the case of an infectiousdisease or the suspicion thereof. Particularconsideration shall be taken in these areas whereproduct safety may be compromised.

3.3 Training

3.3.1 The company shall put in place documentedtraining programs in respect of the productrequirements and the training needs of theemployees. These programs shall include:– training contents– training frequency– list of participants– languages– qualified trainer/tutor.

3.3.2 Those responsible for the development andmaintenance of HACCP system shall havereceived adequate training in the application ofthe HACCP principles.

3.3.3 The documented training programs shall apply toall personnel, including seasonal and temporaryworkers, employed in the respective work area.Upon employment, and before commencing work,they shall be trained in accordance with thedocumented training programs.

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3.3.4 Records shall be available of all performedtraining events, stating:– list of participants incl. signature– date– duration– contents of training– name of trainer/tutor.

3.3.5 The contents of training shall be reviewed andupdated regularly and take into account compa-ny’s specific issues (non-conformities, failures),food safety and food related legal requirements.

3.4 Sanitary facilities, equipment for personnel hygiene and staff facilities

3.4.1 The company shall provide staff facilities, whichshall be proportional in size and equipped for thenumber of personnel. Such facilities shall be keptin clean and good condition.

3.4.2 The risk of product contamination by foreignbodies from staff facilities shall be evaluated andminimised. Consideration shall also be given tofood brought to work by personnel and personalbelongings.

3.4.3 The company shall provide suitable changingrooms for personnel, contractors and visitors.Where necessary, outdoor clothing and protectiveclothing shall be stored separately.

3.4.4 Staff facilities shall be equipped with toilets, whichshall not have direct access to an area where foodproducts are handled. There shall be at least onededicated washroom separating both areas.

3.4.5 Adequate hand hygiene facilities shall be providedat access points to and within production areas, aswell as at staff facilities. Based on a risk analysis,further areas (e.g. packaging area) shall besimilarly equipped.

3.4.6 Such hand hygiene facilities shall provide as aminimum:– running cold and hot water– liquid soap– single use towels.

3.4.7 Where highly perishable food products arehandled, the following additional requirementsregarding hand hygiene shall also be provided:– hand contact-free fittings– hand disinfection– approved hygiene equipments– signs/pictograms.

3.4.8 Changing rooms shall be arranged so that theyallow direct access to the areas where foodproducts are handled. Exceptions shall have beenconsidered within the risk analysis. Whereappropriate, cleaning facilities for boots, shoesand further protective clothing shall be available.

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4 Production Process

4.1 Contract review

4.1.1 All customer requirements relating to the prod-ucts, their realisation and delivery shall have beendefined and understood before a written supplyagreement is concluded. The company shallreview whether all aspects of customers’ require-ments have been satisfied.

4.1.2 There shall be records showing how changes tothe existing contractual agreements are agreedand communicated.

4.2 Product specifications

4.2.1 Specifications shall be available for all finalproducts and, if necessary (e.g. retail brand) beagreed upon in writing with customers. Thespecifications shall be up to date, unambiguous,available and always in conformance with legalrequirements.

4.2.2 KO Specifications shall be available and in place forall raw materials (raw materials/ingredients,additives, packaging materials, rework). Thespecifications shall be up to date, unambiguous,available and always in conformance with legalrequirements.

4.2.3 KO The recipe mentioned in the customer finishedproduct specification shall be complied with.

4.2.4 Specifications and/or their contents are providedin the relevant areas and accessible to all relevantpersonnel.

4.2.5 There shall be a procedure for the amendmentand approval of specifications for all parts of theprocess.

4.3 Product development

4.3.1 A procedure for product development shall be inplace which incorporates the hazard analysisprinciples, in accordance with the HACCP system.

4.3.2 Product formulation, manufacturing processesand the fulfilment of product requirements shallhave been ensured by factory trials and producttesting.

4.3.3 Shelf life tests shall be carried out taking intoaccount product formulation, packaging, manufac-turing and storage conditions. “Use by” or “Bestbefore” dates shall be established accordingly.

4.3.4 The company shall conduct appropriate studiesand tests in order to investigate compliance withmicrobiological criteria within the shelf life.

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4.3.5 Recommendations for preparation and/or useof the food products shall be established.If appropriate, customer requirements shall beincluded.

4.3.6 The progress and results of product developmentshall be properly recorded.

4.3.7 Product development shall consider the results oforganoleptic assessments.

4.4 Purchasing

4.4.1 Purchased products and services shall conform tocurrent specifications and contractual agreements.

4.4.2 There shall be records to identify which product issourced from which supplier.

4.4.3 There shall be a procedure for approval andmonitoring of suppliers (internal and external),outsourced production or part of it.

4.4.4 The approval and monitoring procedure shallcontain clear assessment criteria such as: audits,certificates of analysis, supplier reliability andcomplaints, as well as required performancestandards based on a hazard analysis.

4.4.5 The results of suppliers’ assessments shall bereviewed regularly. There shall be records of thereviews and of the actions taken as a consequenceof assessment.

4.4.6 The purchased products and services shall bechecked in accordance with the existing specifica-tions. The schedule of these checks shall take intoaccount the product requirements, supplier statusand the impact of raw materials on the finishedproduct.

4.5 Product packaging

4.5.1 All packaging shall comply with the currentrelevant legislation.

4.5.2 Detailed specifications shall exist for all packagingmaterials.

4.5.3 Certificates of conformity or evidence shall existfor all packaging in direct contact with food todemonstrate that they are suitable for use. Thisapplies for packaging in direct contact with rawmaterials, semi-processed and finished products.This includes containers, conveyor belts inproduction areas for semi-processed products.

4.5.4 All packaging or packaging equipments shall besuitable for its intended use and shall have beentested for possible contamination and hazards(interactions) towards products and consumers.Adequate up-to-date test reports shall exist.

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4.5.5 Based on a risk analysis, the company shall verifythe capability of the packaging material for eachrelevant product (e.g. organoleptic tests, storagetests, chemical analysis).

4.5.6 Where packaging materials (e.g. glass) posea risk to the product, special procedures shallbe in place to avoid product contamination.

4.5.7 A system shall be in place to ensure storageand handling of packaging materials andpackaging equipments both inside and outsideof the production areas, in order to minimisethe risk of contamination (interaction/correlation).

4.5.8 The conformity of the product with its labellingshall be reviewed each time before a new labelis issued for use. Such review shall take intoaccount the product requirements and particularrelevant legislation in the designated countries,where the product is to be marketed.

4.5.9 The conformity of the product with its labellingshall be continuously ensured during theproduction process.

4.6 Factory environment standards

4.6.1 Choice of location

4.6.1.1 The company shall investigate to what extent thefactory environment (e.g. ground, air) may havean adverse impact on product safety and productquality. In each case, appropriate measures shallbe established. The efficiency of the establishedmeasures shall be periodically reviewed(examples: extremely dusty air, strong smells).

4.6.2 Exteriors

4.6.2.1 The factory exterior shall be sustainable main-tained clean and tidy. The external condition of thepremises shall be considered within the internalaudit process.

4.6.2.2 All grounds within the site shall be in goodcondition. Where natural drainage is inadequate,a suitable drainage system shall be installed.

4.6.2.3 Outdoor storage shall be kept to a minimum.Where goods are stored outside, a risk analysisshall be undertaken to ensure that there is no riskof contamination or adverse effect on safety orquality.

4.6.2.4 The production and storage areas of the siteshall be secured effectively by controlled accessin order to prevent unauthorised entry.

4.6.3 Plant layout and process flows

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4.6.3.1 The process flow, from receipt of goods todispatch, shall be organised so that a contamina-tion of raw materials, packaging, semi-processedand finished products is avoided. The risk ofcross-contamination shall be minimised througheffective measures.

4.6.3.2 Segregation of processes shall take into accountinternal flows (of product, waste, materials, plantand equipment, personnel, water) and providedservices. A plan shall be available which clearlydefines these flows.

4.6.3.3 Where production areas are identified as micro-biologically sensitive (e.g. clean room technol-ogy), a positive pressure system shall be installed.Measurement of micro-organisms shall beperformed at regular intervals.

4.6.3.4 The system of working shall, where appropriate,be such to reduce any potential physical, chemicalor microbiological contamination risk.

4.6.3.5 Location of laboratories at the factory shall notaffect product safety.

4.6.3.6 The cleaning of production tools shall be carriedout at specific locations or specific time periodsseparated from the production process. If this isnot possible, these operations shall be controlledas to not affect the product.

4.6.4 Buildings and facilities

4.6.4.1 Constructional requirements

4.6.4.1.1 Rooms where food products are prepared,treated, processed and stored shall be designedand constructed, so that food hygiene isensured.

4.6.4.2 Walls and partition walls

4.6.4.2.1 Walls shall be designed and constructed toprevent the accumulation of dirt, to reducecondensation and mould growth, and to facilitatecleaning.

4.6.4.2.2 The surfaces of walls shall be in a good conditionand shall facilitate cleaning and if necessarydisinfection. They shall be impervious, water-repellent and wear-resistant.

4.6.4.2.3 The junctions between walls and floors andcorners respectively shall be designed to facilitatecleaning.

4.6.4.3 Floors

4.6.4.3.1 Floors shall be designed to meet productionrequirements (e.g. mechanical loads, cleaningmaterials, temperatures).

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4.6.4.3.2 The floor covering shall be in good condition andshall facilitate cleaning and disinfection, whererequired. They shall be impervious, water-repellent and wear-resistant.

4.6.4.3.3 The hygienic disposal of waste water shall beensured. Drainage systems shall be designed tofacilitate cleaning and to minimise the risk ofproduct contamination (e.g. adverse impact,ingress of pests, etc.).

4.6.4.3.4 Floors shall have adequate falls so that water orother liquids can reach the drainage withoutdifficulty.

4.6.4.3.5 Machinery and piping shall be arranged so that,where possible, process waste water goes directlyinto a drain.

4.6.4.4 Ceilings/Overheads

4.6.4.4.1 Ceilings (or, where no ceilings are fitted, theundersides of roofs) and overhead fixtures (incl.piping, cables, lamps) shall be designed andconstructed to minimise the accumulation of dirt,the detachment of paints of material, condensa-tion and mould growth. Ceilings and overheadsshall be designed to facilitate cleaning andprevent product contamination.

4.6.4.4.2 Where false ceilings are used, adequate access tothe void shall be provided to facilitate cleaning,maintenance of services and inspection for pestcontrol.

4.6.4.5 Windows and other openings

4.6.4.5.1 Windows and other openings shall be designedand constructed to avoid the accumulation of dirt.

4.6.4.5.2 If windows may result in contamination, windowsand roof glazing shall remain closed and fixedduring production.

4.6.4.5.3 Where windows and roof glazing are designed tobe opened for ventilation purposes, they shall besealed by easy removable pest fences or othermeasures in order to avoid any contamination.

4.6.4.5.4 In areas where unpacked product is handled,windows shall be protected against breakage.

4.6.4.6 Doors

4.6.4.6.1 Doors shall be in good condition (e.g. no splinter-ing parts or flaking paints, no corrosion) and easyto clean and disinfect, where appropriate.

4.6.4.6.2 External doors which open to handling of rawmaterial, processing, packaging and storage areasshall be self-closing and designed to prevent theingress of pests.

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4.6.4.6.3 Doors and gates which are used to separateproductions areas shall be kept closed.

4.6.4.7 Lighting

4.6.4.7.1 All working areas shall have adequate lighting.

4.6.4.7.2 All lighting equipment and electric fly killer unitsshall be protected by shatterproof coating (splintershields).The factory areas where this clause apply are, as aminimum:– Handling of unpackaged products,– packaging and raw material storage,– raw materials handling– changing rooms.

This does not preclude that other areas cannothave protected lighting equipment or electric flykiller units.

4.6.4.8 Air conditioning/Ventilation

4.6.4.8.1 Adequate natural and/or artificial ventilation shallexist in all areas.

4.6.4.8.2 Ventilation systems shall be installed so that filtersand other components which require cleaning orreplacement are easily accessible.

4.6.4.8.3 The use of air in the production (e.g. compressedair supply) shall avoid contamination and bebased on a process and product risk analysis.

4.6.4.8.4 Dust extraction equipment shall be installed inareas where considerable amounts of dust aregenerated.

4.6.4.9 (Drinking) Water supply

4.6.4.9.1 Water which is used as ingredient in the produc-tion process, or for cleaning, shall be potablewater and supplied in sufficient quantity.

4.6.4.9.2 Recycled water which is used in the process shallnot pose a contamination risk. The water shallcomply with applicable legal requirements fordrinking water. Related records of testing shall beavailable.

4.6.4.9.3 The quality of water, steam or ice that comes incontact with food shall be monitored at alldispensing stations on a risk assessed samplingplan.

4.6.4.9.4 Non potable water, which is used e.g. for firefighting, steam generation, cooling or similarpurposes, shall be transported in separate,properly marked piping. Such piping shallneither be connected to the drinking watersystem, nor shall a possibility of reflux to thatsystem exist.

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4.7 Housekeeping and hygiene

4.7.1 Cleaning and disinfection schedules, based on arisk analysis shall be available and implemented.These shall specify:– responsibilities– the products used and their instructions for

use– the areas to be cleaned and/or disinfected– objectives– cleaning frequency-– documentation requirements– hazard symbols (if necessary).

Where external service providers are employedfor cleaning and disinfection, they shall fulfil allthe above requirements.

4.7.2 Only qualified personnel shall be used for clean-ing. The personnel shall be trained on a regularbasis to carry out the cleaning schedules.

4.7.3 The effectiveness of the cleaning and disinfectionmeasures, based on a risk analysis, shall beverified and documented according to a samplingschedule by using appropriate procedures.Resultant corrective actions shall be documented.

4.7.4 The cleaning and disinfection measures shall bevalidated according to any changing circum-stances (e.g. construction work, new products,new machines, changes of climate etc.). Wherenecessary, the cleaning and disinfection schedulesshall be adapted.

4.7.5 Current material safety data sheets (MSDS) andinstructions for use shall be available for chemi-cals and cleaning agents. Personnel responsiblefor cleaning shall be able to demonstrate theirknowledge of such instructions, which shall bealways available on site.

4.7.6 Cleaning utensils and chemicals shall be clearlymarked and stored in a segregated area, to avoidcontamination risk.

4.7.7 Appropriate storage facilities shall be available forthe control and storage of chemicals needed forthe manufacture and treatment of food products.Chemicals shall only be handled by personneltrained in their use.

4.8 Waste/Waste disposal

4.8.1 All current legal requirements for waste disposalshall be met.

4.8.2 Food waste and other waste shall be removed asquickly as possible from areas where food ishandled. The accumulation of waste shall beavoided.

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4.8.3 Waste collection containers shall be clearlymarked, suitably designed, in good state of repair,easy to clean, and where necessary, disinfected.

4.8.4 Waste collection rooms and containers (incl.compactors) shall be designed to be kept clean tominimise animal and pest attraction.

4.8.5 Waste shall be collected in separate containers inaccordance with the intended means of disposal.Such waste shall be disposed by authorised thirdparties only. Records of waste disposal shall bekept by the company.

4.9 Risk of foreign bodies, metal, broken glass and wood

4.9.1 KO Based on a risk analysis, potential foreign bodysources (e.g. raw material, packaging material,packaging aids, in-house tools, machine compo-nents etc.) shall be identified. Procedures shall bein place which shall avoid the contamination withforeign bodies. Contaminated products shall betreated as non-conforming products.

4.9.2 In all areas, e.g. handling of raw material, process-ing, packing and storage, where a risk analysis hasidentified the potential for product contamination,the use of wood shall be excluded.

4.9.3 Where the use of wood cannot be avoided, but therisk is managed, the wood shall be in good orderand clean. The condition of this wood shall besubject to regular verification.

4.9.4 The need for metal and foreign body detectionequipment shall be established by risk analysis.

4.9.5 Where metal and/or foreign body detectors arerequired, they shall be installed so that anysubsequent product contamination is avoided, asfar as possible. The detection shall not be affectedby interferences.

4.9.6 Contaminated products (including raw materials,semi-processed and finished products) shall beisolated and treated as non-conforming products.Access to these products and actions for furtherhandling or checking shall be carried out only byauthorised personnel. Only where an automaticrejection process is technically not possible (e.g.large trading units) will an automatic line stop beaccepted.

4.9.7 The accuracy of measurement of the detectorsshall be specified. Qualified personnel shallregularly check the proper operation of detectors.In case of defect or failure of a metal and/orforeign body detector, corrective actions shall beimplemented, documented and verified.

4.9.8 Any filters and sieves used for metal and/orforeign body detection shall be regularlyinspected and properly maintained.

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4.9.9 In all areas, e.g. handling of raw material, process-ing, packing and storage, where a risk analysis hasidentified a potential for product contamination,the presence of glass shall be excluded.

4.9.10 Where the presence of glass cannot be avoided,but the risk is managed, it shall be protectedagainst breakage.

4.9.11 All objects of glass or similar material present inareas of handling of raw material, processing,packing and storage, shall be listed in a glassregister including details of their exact location.A comparison between the glass register andthe condition of such objects shall be regularlyperformed and recorded.

4.9.12 In general, all glass breakages shall be recorded.Exceptions shall be justified at the risk analysis.

4.9.13 Procedures shall be in place describing themeasures to be taken in case of breakage of glass,including glass packaging and similar material.Such measures shall include identifying the scopeof goods to be isolated, specifying authorisedpersonnel, cleaning the production environmentand releasing the production line for continuedproduction.

4.9.14 Based on a risk analysis, preventive measuresshall be in place for handling of glass packaging,glass containers or other kinds of containers in theproduction process (turn over, blow, rinse etc.).After this process step no further contaminationshall be allowed.

4.10 Pest monitoring/Pest control

4.10.1 The company shall have pest control in placetaking into account, as a minimum:– the factory environment (potential pests)– site plan with area for application (bait map)– identification of the baits on site– responsibilities, in-house/external– used products/agents and their instructions for

use and safety– the frequency of inspections.

4.10.2 The company shall have qualified and trained in-house staff, and/or employ the services of aqualified external provider. Where an externalprovider is used the activities required on siteshall be laid down in a written contract.

4.10.3 Following pest control inspections, any actions andresulting recommendations shall be documented,including the date and signatures of both parties.

4.10.4 Sufficient numbers of operational electric flykillers shall be provided and positioned correctly.There shall be no risk of contamination to openproduction lines.

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4.10.5 Incoming deliveries shall be checked onarrival for the absence of pests. Any infestationshall be documented and control measurestaken.

4.10.6 Raw materials, packaging, semi-processedand finished products shall be stored so as tominimise the risk of pest infestation.Where stored product and/or machines mayattract pests, appropriate measures shall betaken.

4.11 Receipt of goods and storage

4.11.1 Raw materials, semi-processed and finishedproducts, as well as packaging, shall be checkedagainst the specifications on receipt and inaccordance with determined inspection plan.All results shall be documented.

4.11.2 Goods in documents and/or product labels shallcontain information on the appropriate storage(e.g. refrigeration temperature).

4.11.3 The storage conditions of raw materials,semi-processed and finished products as well

as packaging shall in each case correspondto product requirements (e.g. refrigeration,protective covers) and shall not be detrimentalto other products.

4.11.4 Each item in storage shall be clearly identified,and the First In/First Out and/or First Expired/FirstOut principles shall be applied.

4.11.5 Where a company hires a third-party storageservice provider, all the requirements specifiedin section 4.11 shall be clearly defined in therespective contract or the service providershall subject to IFS Logistic requirements.

4.12 Transport

4.12.1 Before loading transport vehicles, their condition(e.g. absence of strange smells, high dust load,adverse humidity, pests, mould) shall be checkedand action taken, if necessary.

4.12.2 Where goods must be transported at certaintemperatures, before loading, the temperatureinside the vehicle shall be checked and docu-mented.

4.12.3 Procedures to prevent contamination duringtransport shall be implemented (food/ non-food/different categories of goods).

4.12.4 Where goods must be transported at certaintemperatures, maintaining the adequate range oftemperatures during transport shall be ensuredand documented.

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4.12.5 A cleaning and, where appropriate, disinfectionschedule shall exist for all transport vehicles andequipment used for loading/unloading (e.g. hosesof silo installations). There shall be records of themeasures taken.

4.12.6 Loading and unloading ramps shall have in placeprotection devices to shelter the transportedproducts from external influences (e.g. climate,pollen).

4.12.7 Where a company hires a third-party transportservice provider, all the requirements specifiedwithin section 4.12 shall be clearly defined in therespective contract or the service provider shallsubject to IFS Logistic requirements.

4.13 Maintenance and repair

4.13.1 A system of maintenance shall be in place,documented, covering all critical equipment (incl.transport) for compliance with product require-ments. This applies both for internal and externalmaintenance work.

4.13.2 Product requirements and prevention of cont-amination shall be ensured during maintenanceand repair work. Records shall be kept of main-tenance and repair work and of corrective actionstaken.

4.13.3 All material used for maintenance and repair shallbe fit for the intended use (e.g. food-grade oils,non-toxic paints).

4.13.4 Failures of plant and equipment (incl. transport)covered by the maintenance system shall bedocumented and reviewed with a view to adaptingthe maintenance system.

4.13.5 Temporary repairs shall be carried out so thatproduct requirements are not affected. Such workshall be documented and a short-term deadlineset for eliminating the fault.

4.14 Equipments

4.14.1 Equipments shall be suitably designed andspecified for the intended use. Before commis-sioning, it shall be verified that the productrequirements are complied with.

4.14.2 Equipments shall be designed and arranged sothat cleaning and maintenance operations on andlocated around the installations can be effectivelyperformed.

4.14.3 In the case of plant or equipment failures and/orprocess deviations, appropriate procedures shallbe in place to ensure that, prior to release forproduction, product requirements are compliedwith.

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4.15 Process validation

4.15.1 The company shall ensure that in the event ofchanges to product formulation, including rework,processing methods and equipment or packaging,that the process characteristics are reviewed inorder to assure that product requirements arecomplied with.

4.15.2 All rework operations shall be validated, moni-tored and documented. These operations shall notaffect the product requirements.

4.16 Traceability (including GMOs and allergens)

4.16.1KO

A traceability system shall be in place whichenables the identification of product lots and theirrelation to batches of raw materials, packaging indirect contact with food, packaging intended orexpected to be in direct contact with food. Thetraceability system shall incorporate all relevantprocessing and distribution records.

4.16.2 The traceability system shall be tested, docu-mented and, where appropriate, adapted atdefined intervals to verify traceability in bothdirections of flow (from delivered products to rawmaterial, and vice versa), including quantity check-ing.

4.16.3 Traceability shall be ensured at all stages, includ-ing work in progress, post treatment and rework.

4.16.4 The lot labelling of semi-finished products orfinished products, to ensure a clear traceability ofgoods, shall be made at the time when the goodsare directly packed. Where goods are labelled at alater time, the temporarily stored goods shall havebeen provided with a specific lot labelling. Theshelf life (e.g. best before date) of the labelledgoods shall be calculated from the originalproduction date.

4.17 Genetically modified organisms (GMOs)

4.17.1 The company shall have in place systems andprocedures to allow the identification of productsconsisting of GMOs, containing GMOs or pro-duced from GMOs, including food ingredients,additives and flavouring(s).

4.17.2 Raw material specifications and delivery docu-ments identifying products consisting of, beingmade from, or containing GMOs shall be avail-able. The guarantees concerning the GMO statusof the raw materials shall be agreed by contractwith the supplier. The company shall maintain acontinuously updated listing of all GMO rawmaterials used at its premises, which also identi-fies all blends and formulas to which such GMOraw materials are added.

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4.17.3 There shall be adequate procedures to ensurethat products consisting of or containing GMOsare manufactured, so that contamination ofnon-GMO products is prevented. Adequatecontrol measures shall be in place to preventGMO cross contamination. The effectiveness ofthese procedures shall be monitored by randomtesting.

4.17.4 Finished products containing GMOs shall bedeclared in accordance with current legalrequirements. Delivery documents shall includethe corresponding reference to GMOs.

4.17.5 Customer requirements concerning the GMOstatus of products shall be clearly implementedby the company.

4.18 Allergens and specific conditions of production

4.18.1 Raw material specifications identifying allergensrequiring declaration shall be available. Thecompany shall maintain a continuously up todate listing of all raw materials containing aller-gens used at its premises, which also identifiesall blends and formulas to which such rawmaterials containing allergens are added.

4.18.2 The manufacturing of products which containallergens requiring declaration shall be carriedout so that cross contamination is minimised,as far as possible.

4.18.3 Finished products containing allergens requiringdeclaration shall be declared in accordance withcurrent legal requirements. For the adventitiouspresence, the labelling of legally declaredallergens and traces shall be based on a riskanalysis.

4.18.4 Where customers specifically require thatproducts are ‘free from’ certain substances oringredients (e.g. pork), or that certain methodsof treatment or production are excluded,verifiable procedures shall be in place.

5 Measurements, Analysis, Improvements

5.1 Internal audits

5.1.1 KO Internal audits shall be conducted according toan agreed plan. Scope (including outdoor areas)and frequency shall be determined by riskanalysis.

5.1.2 Internal audits shall be carried out at least oncea year in all departments.

5.1.3 The auditors shall be competent and independentfrom the audited department.

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5.1.4 Audit results shall be communicated to responsi-ble persons of concerned department. Necessarycorrective actions and a schedule for implementa-tion shall be determined and documented andcommunicated to every relevant person.

5.1.5 It shall be documented, how and when thecorrective actions resulting from the internalaudits shall be verified.

5.1.6 The audit results shall be communicated to thesenior management.

5.2 Site factory inspections

5.2.1 Regular factory inspections shall be planned andcarried out (e.g. product control, hygiene, foreignbody hazards, personnel hygiene, housekeeping).

5.2.2 Any deviation and the associated correctiveactions shall be documented.

5.3 Process control

5.3.1 In circumstances where the control of process andworking environment parameters (temperature,time, pressure, chemical properties etc.) isessential to ensure the product requirements,such parameters shall be monitored and recordedcontinuously and/or at appropriate intervals.

5.3.2 There shall be appropriate procedures for notifica-tion, recording and monitoring of malfunction anddeviations.

5.4 Calibration and checking of measuring and monitoring devices

5.4.1 The company shall identify the measuring andmonitoring devices required to ensure compliancewith product requirements. These devices shall berecorded on a document and clearly identified.

5.4.2 All measuring devices shall be checked under amonitoring system at specified intervals and inaccordance with defined standards/methods. Theresults of the checks shall be documented and cor-rective actions carried out, where necessary.

5.4.3 All measuring devices shall be used exclusivelyfor their defined purpose. Where the results ofmeasurements indicate a deviation or damage,the device in question shall be immediatelyrepaired or replaced.

5.4.4 The calibration status of the measuring devicesshall be clearly identified (labelling at the machineor on a list of test devices).

5.5 Quantity checking (quantity control/filling quantities)

5.5.1 The frequency and methodology of quantitychecking shall be determined so that the legalrequirements for nominal quantity are met.

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5.5.2 For purchased, already pre-packed products fromthird parties, there shall be evidence about thecompliance with the legal requirements fornominal quantity.

5.5.3 All equipment used for quantity measurementshall be calibrated regularly. All equipment usedfor final checking shall be legally approved andregularly calibrated.

5.6 Product analysis

5.6.1 There shall be procedures ensuring that allspecified product requirements are met, includinglegal requirements and specifications. Microbio-logical, physical and chemical analysis requiredfor that purpose shall be performed internally and/or subcontracted.

5.6.2 Analyses, which are relevant for the food safety,shall be performed by an accredited laboratory(ISO 17025). If the analyses are performed by afactory internal or non accredited laboratory, theresults shall be verified on a regular basis by anaccredited laboratory.

5.6.3 Procedures shall exist which assure the reliabilityof the internal analysis results on the basis ofofficial recognised analysis methods. This shallbe demonstrated by ring tests or other proficiencytests.

5.6.4 A test plan shall be drawn up for internal andexternal analysis, based upon a risk analysiswhich covers raw materials, semi-processed andfinished products as well as processing equip-ments and packaging materials, and wherenecessary also environmental tests. The testresults shall be documented.

5.6.5 The analytical results shall be reviewed regularlyand trends identified. Appropriate measures shallbe introduced promptly for any unsatisfactoryresults or where such trends indicate unsatisfac-tory results.

5.6.6 For the performance of internal analysis, qualifiedand trained personnel shall be available, as wellas appropriate equipment and premises.

5.6.7 For validation of finished product quality,internal organoleptic tests shall be carried outregularly in accordance with specificationsand documented.

5.6.8 When establishing and/or validating the shelflife of the product (including long shelf lifeproduct i.e. labelled with a “best before date”),the results of organoleptic tests shall be takeninto account.

5.7 Product quarantine and product release

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5.7.1 A procedure shall be in place, based on a riskanalysis, for the quarantine and release of all rawmaterials, semi-processed and finished products,processing equipment and packaging materials.The procedure shall ensure that only products andmaterials conforming to product requirements areprocessed and dispatched.

5.8 Management of complaints from authorities and customers

5.8.1 A system shall be in place for the management ofproduct complaints.

5.8.2 All complaints shall be assessed by competentstaff. Where it is justified, appropriate actions shallbe taken, if necessary, immediately.

5.8.3 Complaints shall be analysed with a view toimplementing preventive actions, which avoid therecurrence of the non-conformity.

5.8.4 The results of complaint data analysis shall bemade available to the relevant responsiblepersons and to the senior management.

5.9 Management of incidents, product withdrawal, product recall

5.9.1 A crisis management procedure shall be defined,implemented and maintained. This includes as aminimum the nomination and training of a crisisteam, an alert contact list, sources of legal advice(if necessary), contacts reachability, customerinformation, product withdrawal and/or recall anda communication plan, including information toconsumers.

5.9.2 KO There shall be an effective procedure for thewithdrawal and recall of all products, whichensure that involved customers are informed, assoon as possible. This procedure shall include aclear assignment of responsibilities.

5.9.3 The product withdrawal and recall procedureshall include updated emergency contactdetails (such as names and phone numbers ofsuppliers, customers and competentauthorities).

5.9.4 The feasibility, effectiveness and timeliness ofimplementation of the withdrawal procedure shallbe subject to regular internal testing, based on arisk analysis but carried out at least once a year.This shall be carried out in a manner to ensure theeffective implementation and operation of theprocedure.

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5.10 Management of non-conforming products

5.10.1 A procedure shall exist for the management of allnon-conforming raw materials, semi-finished andfinished products, processing equipment and pack-aging materials. This shall include, as a minimum:– isolation/quarantine procedures– risk assessment– identification (e.g. labelling)– decision about the further use (e.g. release,

rework/post-treatment, blocking, quarantine,rejection/disposal).

5.10.2 The responsibilities shall be clearly identified. Therules of the procedure for the management ofnon-conforming products shall be understood byall relevant employees.

5.10.3 In case of presence of non-conformities there shallbe immediate action in order to assure theproduct requirements are in place.

5.11 Corrective actions

5.11.1 A procedure shall be in place for the recordingand analysis of the non-conformities with theobjective to avoid recurrences by preventiveactions and/or corrective actions.

5.11.2KO

Corrective actions shall be clearly formulated,documented and undertaken, as soon as possible toprevent further occurrence of non-conformity. Theresponsibilities and the timescales for correctiveaction shall be clearly defined. The documentationshall be securely stored, and easily accessible.

5.11.3 The performance of the implemented correctiveactions shall be documented and the effectivenessshall be checked.

The IFS publishes information, opinions and bulletins to its best knowledge, but cannot takeany responsibility for any mistakes, omissions or possibly misleading information in its publications, especially in this document.

The standard owners of the present document are:

© HDE – Hauptverband des Deutschen Einzelhandels e.V. (Germany)© FCD – Fédération des entreprises du Commerce et de la Distribution (France)

The standard owners thank the Italian retail federation Federdistribuzione as well as Associazione Nazionale Cooperative Consumatori (ANCC) and Associazione Nazionale Cooperative traDettaglianti (ANCD), who joined the IFS, for their involvement and their active cooperation forthe development of IFS Version 5.

All rights reserved. All publications are protected under international copyright laws. Withoutthe expressed written consent of the IFS standard owners any kind of unauthorised use is prohibited and subject to legal punishment. This also applies to the reproduction with a photocopier, the inclusion into an electronic database, or the reproduction on CDRom.

No translation may be made without official permission by the IFS standard owners.

The IFS Food can be ordered online via www.ifs-online.eu

Or by Mail, Fax and E-mail

HDE Trade Services GmbHAm Weidendamm 1A10117 BerlinGermany

Phone: +49(0)3072625074Fax: +49(0)3072625079Email: info@ifsonline.eu

On behalf of the IFS standard owners, the HDE Trade Services GmbH is assigned to take overthe commercial administration of the IFS, it cooperates with the IFS Working Group.

CONTACT DETAILS OF THE IFS OFFICES

IFS Office BerlinHDE Trade Services GmbHMrs. Steffi BeckerAm Weidendamm 1A10117 BerlinGermany


IFS Office ParisFCDMrs. Stéphanie Monnet12, rue Euler75008 ParisFrance


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