Discover the top minor non-conformities raised against the BRCGS Storage and Distribution Standard, plus the best approach to securing audit compliance.
BRCGS recently shared a list of the most common minor non-conformities raised against its Storage and Distribution Standard, sharing feedback for announced and unannounced audits.
In the following article, we will be taking a closer look at these non-conformities, offering guidance and highlighting solutions that could help you to secure audit compliance in each area.
There are valuable takeaways throughout, but you can also use the links below to jump ahead to the topic most relevant to your site.
What are the top minor non-conformities?
As you can see below, there are similar points of non-conformity across both audit types. The key difference is that sites undergoing announced audits are (on average) struggling with the incorrect storage of chemicals. Whereas, sites undergoing unannounced audits are (on average) failing to establish proper procedures for the handling of glass.
Unannounced audits
| Area of non-conformity | |
|---|---|
| Clause 6.4.1 | Is your site clean and in a hygienic condition? |
| Clause 4.4.9 | Is your site pest proof? |
| Clause 4.4.1 | Are the walls, floors, ceilings, and pipework in good condition? |
| Clause 7.4.1 | Do you have the correct procedures in place for handling glass? |
| Clause 3.2.1 | Do you have a scheduled programme of internal audits? |
Announced audits
| Area of non-conformity | |
|---|---|
| Clause 4.4.9 | Is your site pest-proof? |
| Clause 6.4.1 | Is your site clean and in a hygienic condition? |
| Clause 4.4.1 | Are the walls, floors, ceilings, and pipework in good condition? |
| Clause 3.2.1 | Do you have a scheduled programme of internal audits? |
| Clause 7.4.3 | Are the chemicals at your site being stored correctly? |
Clause 6.4.1: Cleanliness and hygiene
Clause 6.4.1 of the Storage and Distribution Standard relates to the cleanliness and hygienic condition of your site. It is the top minor non-conformity for unannounced audits and the second most common non-conformity for announced audits.
To drive standards in this area, it is important that you equip your team with the correct hygiene equipment – making it easier to clean even the hard-to-reach areas of your site and remove the most stubborn residues. For every application there is a suitable tool, so it’s just about finding cleaning equipment that has been designed with each task in mind.
For example, if your team is struggling to clean between/behind your shelves and railings, a long-handled brush with a diameter guard could transform this task, whilst reducing the risk of a brush being dropped or an operator hurting their arm.
Another example is finding a hygiene sweeper with the right bristle type. If your team primarily deals with light and dry materials like dust and debris, an extra-soft or soft bristle brush would be ideal. Then for larger materials, a medium/stiff bristle brush would be perfect. Or, for the removal of stubborn residues that require agitation, your team could benefit from a combination brush with stiff bristles at the front to lift the dirt and softer bristles at the back to sweep it away.
You should also take the time to assess your site’s colour-coding policy, as this is an important part of improving standards of cleanliness and hygiene. Auditors will expect to see tools used for their intended task, with equipment assigned to different areas or applications e.g. warehouse, chillers and freezers, external-use, site drains.
Finally, you need to ensure your cleaning utensils are stored correctly when not in use. This will reduce the risk of equipment damage and encourage your team to return their tools to the right place – a win for cleaning efficiency and audit compliance.
Shadow boards could help you to achieve this goal, allowing you to store cleaning and hygiene equipment in highly-visible areas of your site. You could even introduce key messaging at the top of each board as a reminder to return equipment or to clean it correctly after every use.
Clause 4.4.9: Pest control
When it comes to pest control, the best place to start is with the internal and external doors of your site. To keep out vermin, your doors will need to be close fitting and sealed correctly. There should also be a clear process in place for reporting any damage to the seals, so your maintenance team can act straight away.
Another important step is to identify possible hiding places – keeping equipment off the floor (as is standard for audit compliance), checking under and behind palettes for possible points of entry, and searching through deliveries when unloading new stock.
It is also essential that any spills of products or ingredients are dealt with immediately, otherwise you could be inadvertently attracting pests to your site.
Clause 4.4.1: Walls, floors, ceilings & pipes
To secure audit compliance in this area, you need to ensure the structure and material of your walls is hygienic, identifying any areas where maintenance needs to be carried out.
You should then assess anything hanging on the walls of your site. If you notice any trap points or harbourages, they should be dealt with immediately. In the short-term, you will need to highlight these areas in your site’s Cleaning Instruction Cards (CICs), but in the long-term, they will need to be replaced with a more hygienic mounting method and filled in by your maintenance team.
Magnetic Mounting is a popular and hygienic option to consider. This method is commonly used for our shadow boards, visual management solutions, and PPE dispensers. It allows you to move your wall-mounted equipment from location to location, without any damage to your walls. Magnetic Mounting also eliminates trap points and harbourages, and gives your team the option of temporarily removing any items when conducting a clean.
As for the cleaning of your walls, floors, ceilings and pipework, it’s important that your team is working with the right equipment e.g. condensation squeegees, high-reach handles, and brushes with flexible heads that can be moulded around your pipework. This will allow your operatives to carry out an effective clean, without being at risk of strain or injury. Detail cleaning equipment could also be helpful for cleaning around any handles or fixings on your doors.
Clause 7.4.1: Handling glass
Any incidents involving glass could result in a serious case of foreign body contamination, undermining standards of food safety at your site. Broken glass also poses a significant risk to the health and safety of the people working at your site.
To protect against this, it is important that you have dedicated Glass Spill Kits displayed in highly-visible areas. The kits should include essential equipment such as caution tape to cordon off the area, a hand brush with soft/medium bristles perfect for sweeping up glass shards, and a smaller crevice brush for tackling any hard-to-reach areas.
Another essential step is the ongoing training of your workforce, as this will ensure everyone knows what to do in the case of an incident. The right training will also help to limit the risk of incidents occurring in the first place, as your team will understand the best approach to handling glass materials and will have a clear process in place.
Clause 3.2.1: Internal audits
Before carrying out your next Internal Audit, you should first conduct a series of risk assessments. Identify the areas of operation where your site is struggling or has historically struggled to secure audit compliance. Also, try to think about any changes to your processes since your last audit, such as the introduction of a new freezer or a new range of high risk products. This process will help you to figure out the best areas to target during your Internal Audit inspections.
Although BRCGS will expect your Internal Audits to cover all of its requirements, remember, there is no expectation for you to audit everything in one go. With this in mind, you may find it best to split your audit into more manageable chunks. This may encourage your internal auditors to take a more thorough approach, instead of rushing the process.
The feedback for your Internal Audits should be detailed, with plenty of pictures included for reference. You could even make the switch to a Cloud-Based Quality Management System, as this will eliminate the inaccuracies and hassle of your internal auditors filling out paperwork. A digital system will also make it easier for you to save and share reports, closely monitor the progress of corrective measures, and follow-up with team members who aren’t acting on the key findings.
Clause 7.4.3: Chemical storage
In preparation for your next audit inspection, it’s important that you establish or enhance an inventory of the chemicals being used on site. This inventory should include important information such as:
- The chemical quantities
- The efficacy of the chemicals
- The associated risks of each chemical
- The area of your site they are being stored in
- The applications they are being used for
- The operatives trained to handle them
- Details of any tests they have passed
- The suppliers providing your chemicals
You can then use this information to produce a comprehensive COSHH assessment – a type of risk assessment that relates to the use and control of hazardous substances. It will need to include all the necessary controls for safe management of the chemicals at your site, covering everything from the PPE required to the identification process for each chemical.
Finally, you need to make sure you have the right equipment at your site to manage potential chemical spills. Drum Trays, Spill Pallets, and Drum Work Floors are suited to applications that are prone to leaks. They are also chemical-resistant and UV-stabilised, capable of withstanding hazardous substances. Then, if a spill does occur, you will need an Absorbent Spill Kit designed with chemical containment in mind. This will make it easier for your operatives to quickly manage any spills, without having to search for the right equipment or contaminating any utensils.
So there you have it, the most common non-conformities against Issue Four of the BRCGS Storage and Distribution Standard. We hope this guide has highlighted the key points of focus for your audit preparations and inspired you to take action in each area.
If you require further guidance, the Klipspringer team would be happy to help with your enquiries. Our in-house experts will be on hand to provide support and relevant resources. You can contact us on 01473 461800 or sales@klipspringer.com. Alternatively, you can use the form below to arrange a consultation.
If you would like further guidance relating to audit compliance, the Klipspringer team would be happy to help. Share your details below to arrange a consultation.
Shadow Boards & Equipment Storage
Visual Management
Hygiene & Production Equipment
Food Handling & Storage Containers
Instrumentation and Monitoring
Calibration & Service
Segregation & Washdown Covers
Detectable Equipment
Specialist PPE
Stainless Steel Equipment
Hygiene Squeegees
Vacuum Cleaners
Food Manufacturing
Food Storage, Distribution & Retail
Auditors & Food Safety Inspectors
Food Service & Hospitality