If you discover an error in your HACCP process - for example, a refrigerator temperature that's too high or a forgotten cleaning round - quick action is crucial. It's not just about solving the problem, but also recording what you've done. This shows you're acting responsibly and helps during future inspections.
Why recording is so important
When you discover a deviation in your HACCP process, your first instinct is often: solve the problem and move on. But that's not enough. You also need to record what happened and what measures you took.
⚠️ Attention:
During an NVWA inspection, you need to be able to demonstrate that you acted appropriately when problems occurred. Without documentation, it looks like you did nothing.
Recording corrective measures serves two purposes:
- Proof of responsible action: You show that you take problems seriously
- Learning for the future: You can recognize patterns and prevent recurrence
- Legal protection: In case of complaints or inspections, you have evidence of your measures
What you record for each error
For every deviation you discover, record at least this information:
💡 Example:
Refrigerator broken at 08:30, temperature 12°C (must be below 7°C):
- What: Kitchen refrigerator too warm
- When discovered: March 15, 2024, 08:30
- Cause: Compressor defective
- Immediate action: Products moved to backup refrigeration
- Solution: Called technician, repair at 14:00
- Check: Temperature back to 4°C at 15:00
Standard information per incident:
- Date and time of discovery
- What was the problem (concrete description)
- Possible cause (if known)
- Immediate measures (what did you do right away?)
- Long-term solution (how do you prevent recurrence?)
- Follow-up check (when did you verify it was resolved?)
- Who handled it
Different types of errors and actions
Depending on the type of error, different measures are needed:
💡 Temperature too high:
- Move products immediately to another refrigerator
- Check temperature every hour until resolved
- If above 7°C for more than 2 hours: discard products
- Determine the cause (defect, door open, overloading)
💡 Cleaning forgotten:
- Perform it immediately
- Extra hygiene check that day
- Check why it was forgotten
- Possibly adjust the schedule
💡 Delivery not good:
- Set products aside
- Call supplier immediately
- Take photos of the problem
- Arrange replacement products
- Report incident to supplier
How long to keep records
Keep records of corrective measures for at least 2 years. This applies to:
- All incident reports
- Photos of problems
- Communication with suppliers about problems
- Equipment repair receipts
- Evidence of discarded products
⚠️ Attention:
With digital records, make regular backups. With paper records, keep everything in a dry, safe place.
Recognizing patterns
By keeping track of your incidents, you'll start to see patterns emerge:
- Same refrigerator breaks down often: Time for replacement
- Cleaning forgotten every Monday: Adjust the schedule
- Certain supplier often has problems: Find a different supplier
- Temperature often too high in summer: Extra cooling needed
These patterns help you make structural improvements, rather than just treating symptoms.
How do you record corrective measures? (step by step)
Record immediately after discovery
Note down the date, time, and what you discovered right away. Even if you're busy - do this within 30 minutes. Use your phone, an app, or a form to capture the basics.
Document all measures taken
Write down what you did immediately to solve the problem. Also note the times when you took actions. Take photos if relevant.
Record follow-up and verification
Note when you checked whether the problem was resolved. If follow-up actions are needed (such as repair or finding a new supplier), also record when that happens.
✨ Pro tip
Take photos of temperature problems or damaged products. A photo says more than a thousand words and is strong evidence during inspections or discussions with suppliers.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Do I need to record every small deviation?
Yes, even small problems can become important later. A temperature that's 1 degree too high seems harmless, but if it happens frequently, it points to a structural problem.
What if I discover an error later?
Record when you discovered it and estimate when the problem likely occurred. Describe what measures you're taking and how you'll prevent missing it in the future.
Can I keep track of this digitally instead of on paper?
Yes, digital records are often more convenient because you can search more easily. Apps like KitchenNmbrs have specific modules for recording corrective measures.
What if my staff makes an error?
Focus on solving the problem, not on blame. Record what happened and what additional training or procedures are needed to prevent recurrence.
How often should I review my incident records?
Check at least once a month for patterns. If there are many incidents, check weekly. This way you can spot structural problems earlier and address them.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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