Building a Food Safety Management System

A food safety management system (FSMS) is a structured approach to controlling food safety hazards within your business. UK law requires all food businesses to have procedures based on HACCP principles in place. The complexity of your system should be proportionate to your business size and the nature of your operations.

What is a Food Safety Management System?

An FSMS is a set of documented procedures and practices that work together to ensure food safety throughout your operations. It includes:

• Hazard analysis identifying risks in your processes

• Control measures to prevent, eliminate, or reduce hazards

• Monitoring procedures to verify controls are working

• Corrective actions when things go wrong

• Documentation demonstrating compliance

• Review processes to keep the system current

Choosing Your Approach

The approach you take depends on your business:

Safer Food Better Business (SFBB)

For small to medium catering and retail businesses, SFBB provides a ready-made system that's been designed to meet legal requirements. It's straightforward to implement and widely recognised by Environmental Health Officers.

Full HACCP Plan

Larger or more complex operations may need to develop a comprehensive HACCP plan. This involves conducting a detailed hazard analysis specific to your operations, identifying CCPs, and creating bespoke procedures and documentation.

Third-Party Certification

Some businesses, particularly those supplying retailers or large food service companies, may need certification to standards like BRCGS, SQF, or ISO 22000. These require more rigorous documentation and third-party audits.

Essential Components

Regardless of which approach you take, your FSMS should cover:

Supplier Control

Procedures for approving and monitoring suppliers, checking deliveries, and maintaining traceability. You need to know where your ingredients come from and be confident in their safety.

Temperature Control

Systems for monitoring and recording temperatures during storage, cooking, cooling, and hot holding. This includes calibration of thermometers and procedures for when temperatures are out of range.

Cross-Contamination Prevention

Procedures for separating raw and cooked foods, cleaning and sanitising, and managing allergens. This should cover storage, preparation, cooking, and service.

Personal Hygiene

Rules for staff hygiene, handwashing, protective clothing, and fitness to work. Include procedures for handling illness and reporting symptoms.

Cleaning and Maintenance

Cleaning schedules, procedures, and records. Also include maintenance of equipment and premises, and pest control arrangements.

Training

Systems for ensuring all staff receive appropriate food hygiene training, and records of training completed. Include induction training for new starters.

Documentation Requirements

Your documentation should include:

• Your food safety policy and procedures

• Hazard analysis and control measures

• Monitoring records (temperatures, cleaning, deliveries)

• Staff training records

• Supplier information and approved supplier list

• Records of corrective actions taken

• Review and audit records

Maintaining Your System

An FSMS isn't a one-time effort — it requires ongoing management:

• Complete records consistently and accurately

• Review procedures regularly (at least annually)

• Update when products, processes, or suppliers change

• Conduct internal audits to verify compliance

• Take corrective action when problems are identified

• Keep staff trained and aware of their responsibilities

• Learn from near-misses and incidents

Key Takeaways

• All food businesses need a food safety management system

• Choose an approach proportionate to your business

• Cover all key areas: suppliers, temperature, contamination, hygiene, cleaning, training

• Documentation is essential for demonstrating compliance

• Maintain your system with regular reviews and updates

• An FSMS is a living system that evolves with your business