- PDF Version ( 87K) - Print Friendly - Help

Food Importer Standards Guidance

Record keeping requirements

What does the Standard require?

An importer of food for sale must keep all relevant documentation relating to imported food. These include but are not limited to the following:

• all applicable food safety certification documentation relating to the importation of food including any applicable temperature records, any relevant test results, any appropriate certificates where the food is a returned New Zealand food product and any relevant food safety risk analysis work that may have been completed due to the product being re-processed.

• supplier contact details, details of products supplied for all suppliers and a supplier list kept in a form that makes the information readily available for tracking and recall purposes.

• sufficient inventory records in order to determine what imported food is held by the importer at any given time and what imported food has been on-sold and to whom to enable tracking of food.

A food importer must

• store the records in a way that protects them from damage, deterioration or loss.

• correct errors and make changes to the records in a way that identifies the changes so that the original record remains clear.

• keep the records for four years.

A food importer must, if asked, provide records within 24 hours or within an alternative timeframe mutually agreed between the chief executive and the importer. Sections 12, 17, and 41 of the Food Act 1981 still apply. These sections relate to powers of officers, power of medical officer of health or director to require information and records.

Why is this required?

Record keeping is essential to confirm the importer’s control over biological, physical or chemical hazards, representation, composition and quality. Tracing a product’s record of sale and distribution is necessary when a product is recalled. Importers must maintain accurate records of consignments, including Customs entries, processes, procedures and copies of required documentation from the overseas country and/or manufacturer.

How can this be achieved?

Food importers must keep the following records:

• all documents related to the imported food ie, relevant product, supplier, storage and transport information, importation product flow, and purchase records.

• a list of suppliers and their contact information, including but not limited to, each supplier’s company name, address, phone and fax numbers, email address, contact person and products supplied.

• sufficient inventory information to be able to determine current stock held and details of stock sold. The information should be readily accessible for tracking and recall purposes.

• sufficient information to allow tracing of the food, ie, one step back and one step forward, such as purchase records and sales records.

• information related to checks done on incoming goods, such as the MAF Quarantine Service Container Log sheets which are completed when sea containers are devanned.

• any temperature records for chilled and frozen foods, including calibration records of temperature probes.

• any applicable test results, such as microbial and chemical testing required as import requirements for specific foods.

• any appropriate documentation, including export certificates, for returned New Zealand food products.

• any communication to and from any designated Officer such as a Food Act Officer, or an Animal Products Officer, or NZFSA that has been given in relation to a specific consignment or the importer’s individual operation as an importer. This includes any correspondence regarding approval of food product control, rejection or release.

Records should be:

• legible, permanent and accurately reflect actual events, conditions or activities. Errors or changes should be identified so that the original record remains clear (eg, strike out with a single stroke and initial the correction/change).

• retrievable within 24 hours. Depending upon the urgency of the situation, timeframes for the retrieval of documents will be agreed between NZFSA and the importer.

• kept for four years.

• in English, but may be bilingual (ie, in the language of exporting country and English). A certified translation is permissible where required.

• where data is stored electronically, there must be documented systems to manage access to the files and appropriate back-ups made. The importer must also ensure that electronic records cannot be altered without authorisation and that any alterations are noted.

• made available to Food Act Officers, Animal Products Officers, the Chief Executive or nominated person as soon as possible after being requested to provide records.