5.3 Operational Records, Date Labelling & Stock Rotation

Even the most robust HACCP plan relies on meticulous daily execution. Operational records, clear labelling, and strict stock rotation are the tangible evidence that a food safety system is working in practice. This section explores these critical daily tasks.

Stock Rotation Principles: FIFO and FEFO

Effective stock rotation prevents food spoilage, minimizes waste, and ensures that ingredients are used while they are safe and at peak quality.

FIFO: First In, First Out

FIFO is the standard method for stock rotation in most food businesses. The principle is simple: the first batch of an ingredient received (the oldest stock) should be the first batch used. When new deliveries arrive, they must be placed behind existing stock on the shelves.

• Application: A new case of canned tomatoes arrives. The existing case, received last week, is moved to the front of the shelf, and the new case is placed behind it. The kitchen staff are instructed to always take from the front.

FEFO: First Expired, First Out

While FIFO is common, FEFO is often more critical for food safety, particularly with perishable goods. FEFO dictates that products should be used in the order of their expiration dates, regardless of when they were delivered.

• Application: You receive a delivery of milk with a Use-By date of October 10th. However, you discover an older delivery in the fridge with a Use-By date of October 12th. Under FEFO, you must use the milk expiring on October 10th first, even though it was the most recent delivery.

Date Labelling Standards

Clear date labelling is a legal requirement and a fundamental food safety control. It communicates vital information about the safety and quality of the product.

Use-By Dates

• Definition: The Use-By date is a strict safety threshold. It is applied to highly perishable, high-risk foods that can pose an immediate danger to health after a short period (e.g., fresh meat, dairy, prepared salads).
• Rule: It is illegal to sell, serve, or use food after its Use-By date. Even if the food looks and smells fine, pathogenic bacteria may have multiplied to dangerous levels without affecting the sensory qualities of the food.

Best Before Dates

• Definition: The Best Before date is a quality indicator. It is applied to lower-risk foods with a longer shelf life (e.g., canned goods, dried pasta, biscuits).
• Rule: Food past its Best Before date may still be perfectly safe to eat, but its quality (flavor, texture, nutritional value) may have diminished. While not strictly illegal to serve (depending on local regulations), it is generally poor practice.

Managing Secondary Shelf-Life: The Day-Dot System

Once a commercial package is opened, or an ingredient is prepared (e.g., a large ham is sliced, or a batch of sauce is made), the original Use-By date is often no longer valid. The food has been exposed to the environment and potential contamination, beginning its "secondary shelf-life."

The 3-Day Rule

For high-risk, ready-to-eat foods prepared in-house, a common and safe industry standard is a maximum 3-day secondary shelf-life (including the day of preparation), provided it is stored correctly under refrigeration.

The Day-Dot System

To track secondary shelf-life effectively, professional kitchens use the "day-dot" system. These are color-coded stickers representing the days of the week.

• How it works: If you prepare a batch of tuna salad on Monday, you apply a Monday sticker (or a sticker with Monday's date) and write the discard date (Wednesday) on the label. This provides a clear, unmistakable visual cue to all staff regarding when the product must be discarded.

The Importance of Operational Records

As emphasized in HACCP Principle 7, documentation is essential. Records prove that you have taken all reasonable precautions (due diligence) to ensure food safety.

Key Logs and Records

• Temperature Monitoring Logs: Regular checks of fridge/freezer temperatures, cooking temperatures, and hot holding temperatures must be recorded. These logs demonstrate that critical limits are being consistently met.
• Corrective Action Logs: When something goes wrong (e.g., a fridge breaks down, or food doesn't reach the required cooking temperature), you must record what happened, what action was taken to fix the immediate problem (e.g., discarding the food), and what steps were taken to prevent recurrence (e.g., scheduling fridge maintenance).
• Traceability Records: Food businesses must be able to trace their food one step back (where it came from) and one step forward (where it went, if supplying other businesses). This is crucial in the event of a product recall. Supplier invoices and delivery notes serve as the foundation of traceability.

Accurate, up-to-date records are the first thing a health inspector will ask to see, and they are your primary defense in the event of a food safety incident.

Advanced Inventory Control & Day-Dot System Application

Effective stock rotation and date labeling prevent food spoilage and ensure full traceability under Qatari food control laws:

• FIFO & FEFO Principles: Food premises must enforce First In, First Out (FIFO) and First Expired, First Out (FEFO) stock rotation. Newer inventory must always be placed behind older inventory on storage shelves.
• Date Labeling Standards: Unopened commercial products carry manufacturer Use-By (safety limit) or Best Before (quality indicator) dates. High-risk foods past their Use-By date must be discarded immediately; selling or preparing expired food is illegal.
• Day-Dot Labeling System: When high-risk foods are prepared, thawed, or opened from commercial packaging, staff must apply a color-coded Day-Dot label indicating the item name, preparation date, time, handler initials, and strict secondary shelf-life expiration date (typically maximum 3 days stored at <=5°C).
• Monitoring Logs: Food handlers must record temperature readings twice daily in Chiller Logs, Freezer Logs, Hot Holding Logs, and Cooling Logs. Logs must be signed by shift supervisors and retained on site for audit inspection.