Digital records are only valuable if they remain accessible. If your key employee suddenly leaves, you need to access all HACCP data and recipes within minutes. In this article, you'll learn how to set up your digital administration so everyone can always access it.
Why accessibility is critical
Imagine this: your chef gets sick and you suddenly have to run the kitchen. All temperature readings are on his phone. The recipes are in his personal account. The HACCP records are only accessible to him.
⚠️ Note:
During a food safety inspection, you need to be able to prove within minutes that you've recorded temperatures. If that data isn't accessible, you have a problem.
Digital systems make it easy to keep track of everything, but only if you set them up properly. Otherwise, you create new problems instead of solving them.
Central access for all staff
The most important principle: no personal accounts for business-critical data. Everything you need to run the operation must be accessible to multiple people.
💡 Example:
Restaurant De Eend has 3 people who can access the digital records:
- Owner: full access to everything
- Chef: access to recipes and HACCP
- Sous chef: access to daily records
If one person leaves, the others can take over immediately.
Use a system where you can set different access levels. Not everyone needs to see everything, but critical information must always be available to multiple people.
Backup of your important data
Digital doesn't automatically mean safe. Servers can crash, accounts can be hacked, apps can disappear. So always make sure you have a backup of your important data.
What you must always be able to find:
- Recipes with food costs
- HACCP records from the past 2 years
- Temperature readings
- Supplier information and prices
- Allergen information per dish
💡 Example:
Pizzeria Mario exports his data every month:
- Recipes to PDF (in case the system goes down)
- HACCP records to Excel (for archiving)
- Food costs to spreadsheet (for the accountant)
Takes 30 minutes a month, but prevents a lot of stress.
Many systems offer export functions. Use these at least 1× per month to download your data to your own computer.
Clear passwords and access codes
The biggest problem when staff leave: nobody knows the passwords. Make sure all business-critical login details are stored in a safe place where multiple people can access them.
Good options for password management:
- Password manager like 1Password or Bitwarden
- Shared folder on a secure cloud service
- Safe in the office with written codes
- With your accountant or bookkeeper
⚠️ Note:
Never save passwords in WhatsApp messages or loose notes. You'll lose them right when you need them.
Regular access checks
Check at least 1× per quarter whether all important people still have access to your systems. People forget passwords, phones break, apps get updated.
💡 Example:
Café Het Plein does an 'access test' every 3 months:
- Owner tries to log in on his phone
- Manager tries to log in on tablet
- Chef tries to access HACCP data
This way they discover problems before they become urgent.
Make this part of your regular routine. Just like you check the cash register or monitor the refrigeration, you also check whether your digital systems are accessible.
What to do in case of sudden outage
Despite all your preparation, it can happen that you suddenly lose access. Here's your emergency plan:
First 24 hours:
- Check your backup files for recipes
- Call your system provider for access
- Use paper lists for temperatures
- Write down everything you normally record digitally
First week:
- Restore access to your main system
- Enter missing records
- Update passwords and access rights
- Test that everything works again
The most important thing is that your kitchen keeps running. Digital systems are tools, not the goal itself. If they fail, you go back to pen and paper until you've restored access.
How do you ensure accessible digital records? (step by step)
Set up multiple users
Give at least 2-3 people access to your digital systems. Not everyone needs to see everything, but critical data must always be accessible if someone leaves.
Make a monthly backup
Export your recipes, HACCP records and food costs to files on your own computer. This way you always have access, even if the system goes down.
Store passwords centrally
Make sure all business-critical login details are stored in a safe place where multiple people can access them. Use a password manager or store them in a safe.
Test access every quarter
Check 4× per year whether everyone can still log in and access the important data. This way you discover problems before they become urgent.
✨ Pro tip
Test 1× per quarter whether you can still access all your systems by logging out and logging back in. This way you discover forgotten passwords before you really need them.
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
What if my chef won't share the password?
Explain that business data is owned by the business, not by the employee. Make clear agreements about who has access to what information.
How often should I back up my data?
At least 1× per month for recipes and food costs. HACCP records can be exported weekly, since they're often requested during inspections.
Can I just put everything on Google Drive?
You can, but make sure you have good folder structure and access rights. Not everyone needs access to all files, but critical info must remain accessible.
What if my system suddenly stops working?
Go back to pen and paper for daily records. Check your backup files for recipes. Call your provider for support. The most important thing is that your kitchen keeps running.
Do I need to give all my staff access?
No, only give access to people who really need it. But make sure at least 2-3 people can access critical data if someone leaves.
How do I store passwords safely but accessibly?
Use a password manager like 1Password, store them in a safe, or give a copy to your accountant. Never in WhatsApp or loose notes.
📚 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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