How to introduce new cleaning equipment to your food production site, while meeting customer and audit requirements.

Introducing new cleaning equipment or chemicals into a food factory environment is a controlled process that needs to ensure product safety, meet customer expectations, and comply with audit requirements. The following guide includes top tips that will help you to manage each step.

BRCGS Requirements

Clause 2.12.3, Version 9 of the BRCGS Global Food Safety Standard states that a site’s HACCP or food safety plan – including all prerequisite programmes – must be reviewed at least annually and before any changes that may affect food safety. One of the examples given is a change in cleaning and disinfection procedures.

According to BRCGS, any changes must be fully documented, and the validation of those changes needs to be recorded. This typically involves testing the current method against the new method and documenting the results.

The new process must perform to the same level or better in order to justify a change.

Example of cleaning equipment for food factories

Cleaning Equipment

  • Made from food contact approved materials.
  • Hygienically designed and highly durable.
  • Available in up to 11 distinct colours.
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1. Understand Customer Expectations 

Before making any changes, it’s important to understand the specific cleaning requirements of your customers. Leading retailers and supermarkets will often have strict codes of practice, and their expectations around cleaning equipment and chemicals could influence your choice. 

Consult with your customers early in the process to ensure the new cleaning equipment or chemicals align with their needs. This is also an opportunity to discuss whether they want to be involved in the testing phase or if they have any specific testing protocols you need to follow. 

2. Plan Your Testing and Start Small 

Before testing multiple points across your site, start with a small-scale trial in a controlled environment, such as a test kitchen.

This will allow you to evaluate the effectiveness of the new cleaning equipment or chemicals without committing excessive time or resources. You will also be able to refine your testing process.

It’s important that your testing process includes the microbiological testing of both the current and new cleaning methods, as you need to ensure the new approach meets or exceeds the effectiveness of the existing process.

3. Consider Other Factors

When assessing your results, the top priority should always be ensuring the new method doesn’t compromise food safety.

However, if the new equipment or chemicals deliver similar performance, then cost savings or time efficiencies (like reduced cleaning times) may become deciding factors, as long as they don’t affect food safety or quality.

Say you’re trialling a new brush supplier. Additional considerations like durability, efficiency, foreign body risks, and hygienic design should be factored in.

Alternatively, if the new cleaning equipment is mechanical, other elements such as water and chemical usage, as well as the equipment’s ease of cleaning, would need to be evaluated.

4. Document the Testing Process 

Thorough documentation is essential when introducing new cleaning equipment and chemicals to your site. Keep a detailed record of your testing procedures, including: 

  • Location: Where the tests are conducted (e.g., test kitchen, production area) 
  • Testing Equipment: What equipment and cleaning methods are used 
  • Conditions: Environmental factors that might affect the results 
  • Personnel: Who conducted the tests 
  • Timing: When the tests took place 

Your documentation should also include Safety Data Sheets (SDS) for any chemicals involved.

4. Update Cleaning Instruction Cards (CICs)

Cleaning Instruction Cards (CICs) need to be updated to reflect the introduction of any new equipment or chemicals. This is an important step, as conflicting information could lead to poor cleaning outcomes and food safety risks. 

Consider adding photos to your CICs, especially if the new equipment is complex or involves a specific cleaning method.

5. Train Your Team 

Effective training is crucial to ensure your team is prepared to use the new equipment correctly. Conduct training sessions that cover the operation of the new equipment, the updated cleaning processes, and relevant safety protocols.

Keep records of all training sessions to demonstrate compliance. 

Introducing a Visual Management Board to your facility could be another useful way to reinforce key cleaning processes and safety guidelines, such as: 

  • What equipment looks like when it’s suitable for use
  • What equipment looks like when it’s in need of replacement 
  • A step by step of how to complete a specific cleaning process 
  • Health and safety points to consider
Example of a Visual Management board in a food factory

Visual Management Solutions

  • Manufactured using food-safe materials.
  • Customise with striking designs and corporate branding.
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6. Update Health & Safety Protocols (COSHH) 

If the new equipment or chemicals impact the health and safety risks associated with cleaning at your site, your Control of Substances Hazardous to Health (COSHH) assessments should be updated accordingly. 

Review the new equipment or chemicals for potential hazards and ensure your team is aware of any changes to the safety protocols.

If the new cleaning method is less hazardous, this could improve safety on-site, but if the risks are higher, additional precautions may be needed. 

7. Prioritise Allergen Control

When introducing new cleaning equipment, it’s essential to test the equipment’s effectiveness at removing all allergens present on-site. 

A lot of teams use Rapid Allergen Test kits for on-the-spot verification, though the choice of test will depend on factors such as risk levels, whether your site produces free-from products, and the specific requirements of your customers. 

If new allergens are introduced, key areas should be re-tested to ensure the cleaning method can still deliver effective removal.

Example of a rapid allergen test kit

Rapid Allergen Test Kits

  • Simple, two-step swab and shake process.
  • Rapid 10-minute test time.
  • Accurate detection rate of 0.5ppm.
Rapid Allergen Tests - View the Range

We hope the advice in this article will help you to manage equipment changes with confidence. After all, a clear, well-planned approach will ensure your cleaning processes stay robust, efficient, and aligned with customer expectations.

If you would like support in this area or want to explore our wide range of products and solutions, you can contact us directly on 01473461800 or sales@klipspringer.com. Alternatively, complete the contact form below and a member of our team will be in touch. 

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