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Raw Material Specifications

Raw material specifications are an important defence against food fraud for all food businesses.  Whether you are a restaurant, a specialty grocer, delicatessen, central kitchen, hotel or manufacturer, you are susceptible to food fraud.  Robust specifications can help to protect your food business from inadvertently purchasing, using or serving fraudulent ingredients and raw materials.  They can also help to protect your business from the financial fall-out if things go wrong.

Fraudulent materials include:

Modern Dairy food-processing industry Worker On A Milk Factory

Specifications for raw materials and ingredients should contain the following information:

  1. Name of the material
  2. A description of the material, including biological, chemical and physical characteristics
  3. Composition of the material, including additives and processing aids
  4. Country of origin
  5. Method of production
  6. Packaging format/s or unit of measure
  7. Delivery method/s
  8. A description of the labelling, lot ID and coding for traceability
  9. Storage conditions and shelf life
  10. Preparation and/or handling before use
  11. Acceptance and rejection criteria
  12. Requirements for certificates of analysis for high risk materials or vulnerable materials
  13. Special requirements such as allergen information, organic status, GMO status, fair-trade and ethical sourcing policies
  14. Information about compliance with statutory and regulatory requirements, where relevant
  15. A requirement for suppliers to notify of any authenticity issues with the product
  16. A requirement for suppliers to notify of any changes to the product
  17. Formal agreement between the supplier and purchaser
  18. Document control features, such as author, date and page numbers.

Download our excellent template today

How to develop a raw material specification:

  • Create a template that suits the needs of your business.  A tabular format is easy to work with.  Include all of the sections above, even if you don’t think you will use them now, or if they are not relevant to some of your materials.  You can always leave them blank.
  • You should create a separate specification for every unique material, do not create category-level specifications.
  • Obtain product specifications from your suppliers and use them to add key criteria to your specifications.
  • Add any extra criteria that will help you to control the quality, safety and authenticity of your products.  It is useful to imagine that you are receiving the material at your door or loading dock; what would you like to know about the material before you accept it? For example: Is it at the correct temperature?  Is it properly labelled?  Is the packaging undamaged with no evidence of tampering?  Is the material free of undeclared allergens?  Does it have the fat content you expect?  Has it been aged (meat) for as long as you expect?  Is it free from salmonella?  Use these questions to check that you have included all important criteria in your specification.
  • Don’t forget to include requirements for suppliers to have a food safety certificate, licence, approval or registration, where relevant.
  • If you are purchasing materials under fixed supplier contracts (as would be the case for  food manufacturers), the draft specifications will need to be approved by your purchasing department and by the suppliers themselves before they can be formally issued and implemented.
  • Review each specification at least annually and update the issue/review date.

Need help?

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Our food safety and authenticity experts can develop your purchasing specifications. Click here for a free introductory consultation.

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Letter from Thailand – food fraud, food safety, food excellence

The World of Food Safety Conference was held in Bangkok in conjunction with THAIFEX in early June 2017.  Delegates represented large and medium sized food businesses in South East Asia as well as government and trade organisations.  Thai, Singaporean, Malaysian and Myanmar delegates dominated the group.  The attendees were hungry for knowledge about food fraud and food fraud prevention; almost 50% of the topics across the two-day conference were related to food fraud, traceability, supply chain management and crisis management.

As well as speaking about recent trends and developments in food fraud, I enjoyed learning from the other speakers, sampling the wonders of THAIFEX and enjoying Thai food which was truly excellent.

Karen Constable spoke about Food Fraud at World of Food Safety Conference

 

Background checks as an aid to fraud mitigation

I was lucky to gain some fantastic insights into the intricacies and challenges of performing background checks on business people in Asia from Jingyi Li Blank,  Mintz Group.  Background checks on business owners are a great way to understand vulnerabilities to food fraud when seeking new suppliers or investigating sources of new raw materials.  South East Asia and China present some challenges for companies performing background checks, including the way that people in the area often have multiple spellings and versions of their names, as well as issues related to cross-border jurisdictions.

Prevalence of food fraud prevention systems

Julia Leong from PricewaterhouseCoopers shared some statistics on current levels of compliance among food companies who have interracted with the PwC SSAFE tool: 41% of companies have no systems to detect or monitor fraud, 36% have no whistle-blowing systems and 38% do not perform background checks on employees. Food businesses that neglect these areas are exposing themselves to serious financial risks from food fraud.

Support for food businesses in developing countries from GFSI

It was heartening to hear about the new program being launched by the Global Food Safety Initiative (GFSI) in developing countries.  The Global Markets Program is designed to bridge the gap between food operations with no formal food safety systems and those who have GFSI-endorsed certification by helping companies to develop food safety management systems through a process of continuous improvement.  Within the program, manufacturing support systems related to hygiene and other basic principles of food safety are implemented progressively over a defined time period as the companies work to attain either a basic or intermediate level of compliance.  The results are not accredited but become the foundation for further improvements so that the business can work towards implementing a complete food safety program.

Sustainability in the food supply chain; palm oil and coconut oil

Matthew Kovac of Food Industry Asia presented on behalf of Cargill, providing a fascinating introduction to the sustainability programs Cargill has introduced in their palm oil and coconut oil supply chains.  Cargill is a major grower, purchaser and refiner of palm oil and are aiming for a 100% sustainable target by 2020.   For Cargill, sustainability in palm oil means:

  • No deforestation of high value areas
  • No development on peat (burning beat causes air pollution and contributes to climate change)
  • No exploitation of indigenous peoples
  • Inclusion of small land holders

Coconut oil sustainability is being improved in conjunction with The Rainforest Alliance, by providing training and support for Filipino growers so that they can increase their yields, as well as providing them with access to wood fired dryers that allow the growers to produce copra that has better colour, less aflatoxins, less environmental contaminants and lower free fatty acids than traditionally sun-dried copra.

The many and varied hazards in HACCP for fish

It was both fascinating and scary to be reminded of the hazards to food safety from fresh fin fish by Preeya Ponbamrung, from Handy International: pathogenic bacteria, viruses, biotoxins such as ciguatera, biogenic amines (histamine being the most common), parasites and chemicals such as water pollutants and antibiotics used in aquaculture.  That’s quite a hazard list; it was heartening to hear Ms Ponbamrung describe the control methods employed by the fish processing industry to keep those hazards out of our food supply.

Crisis communications; winners and losers

We learnt about successful methods – and not-so-successful-methods – that food companies use to communicate food safety and food fraud risks to consumers.  Nestle was applauded for its fast, clear and practical response to reports of counterfeit versions of its popular MILO chocolate drink powder in Malaysia.  The brand owner promptly published instructions for consumers on social media and in the local press explaining how to tell the difference between the fake and the real product.

Image: MILO Malaysia Facebook, March 2015

 

Some other companies do not do so well with crisis communications.  Cesare Varallo of Inscatech, showed us that the public communications of Chipotle in the USA about its food safety problems were less than ideal.  The brand has suffered serious losses and it has been reported that 13% of its former customers say they will never return.  Time is of the essence in a food safety or food fraud crisis.  Does your company have a crisis plan?

Want to know more about any of these topics?  Get in touch with us, we love to help.

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Food Fraud Survey

Have you ever been a victim of food fraud, either as a consumer or while working in the food industry?  It’s likely that at some point you have paid too much for a ‘premium’ product that was not exactly what it should have been.  Foods such as olive oil, organic products, fish and specialty beef products are commonly misrepresented to purchasers.  Take the food fraud survey to find out it you have been affected.

Take the survey

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Vulnerability assessments are a waste of time according to this investigator

Vulnerability assessments are a hot topic in food safety at the moment, with Global Food Safety Initiative (GFSI) food safety standards set to include requirements for documented food fraud vulnerability assessments in the near future.  Most food safety and food integrity experts believe that vulnerability assessments are an important first step towards preventing fraudulent foods from reaching consumers.   However, in an interview with Food Safety News, Mitchell Weinberg, food fraud investigator and CEO of Inscatech describes food fraud vulnerability assessments as “frankly… a little bit of a waste of time.”  Mr Weinberg says that a food fraud vulnerability assessment is essentially about recording what you already know.  He explains that if a business is sourcing a food ingredient from a developing country, they should already know that it is more likely to be affected by fraud than if sourced locally.  Likewise, high value and high volume materials are more attractive to fraudsters.  Weinberg tells the interviewer:

“Just use common sense, figure out where the problem is, check it out… trust but verify.“

Weinberg is right; creating documented risk assessments of any kind is simply an exercise in writing down what we already know.  And common sense should be at the core of any risk assessment.  So is there any value in a documented vulnerability assessment?  

Absolutely!

  • A documented assessment is a record of who thought of what and when they thought of it.  It is evidence that fraud has been considered; it can be used to check that common sense was used in that consideration.  It can be audited, reviewed and updated.  It can be shared.
  • The process of creating a documented assessment can serve as a prompt to identify gaps in knowledge and provide an incentive to ‘fill in the gaps’.
  • A documented vulnerability assessment can be used to transfer knowledge.  Weinberg says creating a written assessment is making a record of what you already know; that is exactly what is needed when the person who made the assessment changes jobs or has to explain supply chain risks to a stubborn Purchasing Manager.
  • Most food businesses manufacture hundreds of food products and many more hundreds of ingredients; comparing the vulnerability assessments of different products and materials is an effective way to prioritise fraud prevention actions.  While the ultimate aim is for no product to be compromised ever, we all have to start somewhere.

Read more about Vulnerability Assessments here.

To view the interview with Mitchell Weinberg, click here.

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Food Fraud Advisors says hi

Food Fraud Advisors provides online consultancy, templates and training for food fraud prevention.

Authentic food is something that we all value, both as consumers and as members of the food industry.  At the moment there is growing awareness of problems with the authenticity of many food and beverages.  At the consumer level we see this awareness in investigative pieces on current affairs television shows, campaigns by consumer advocacy groups and on-line discussions on social media.  At the food business level food authenticity is becoming big news.  Right now there are big impacts for food manufacturers that are certified to GFSI-endorsed standards, since all the standards have been recently updated to include new requirements for food fraud prevention activities.  In the regulatory world food authenticity-related crimes are proving to be attractive to organised crime syndicates.  The cross-border and cross-disciplinary regulatory issues are a real challenge.