Food Traceability
The ability to track food through all stages of production, processing, and distribution — required by law for all UK food businesses.
Food traceability is the ability to trace and follow a food product through all stages of the supply chain — from the farm or manufacturer to the final consumer. Under the General Food Regulations 2004 (which implement EU Regulation 178/2002), all UK food businesses must be able to identify their suppliers (one step back) and their customers (one step forward) for every food product. This "one-up-one-down" principle enables rapid identification and removal of unsafe food from the supply chain when problems arise. Good traceability is also essential for managing allergen recalls and demonstrating due diligence.
Key Points
- All food businesses must be able to trace food one step back and one step forward
- Keep delivery notes, supplier records, and product information accessible
- Records must be available to authorities upon request
- Good traceability enables rapid response to food recalls and allergy incidents
- Digital systems make traceability faster and more reliable than paper records
The One-Up-One-Down Rule
At minimum, you must be able to identify: who supplied each food product to you (one step back) — the supplier's name, address, and what was supplied, with dates and quantities; and who you supplied each product to (one step forward) — for restaurants, this means knowing which dishes contained which ingredients. You do not need to trace the entire supply chain, just your immediate links. This information must be available to food safety authorities upon request, so it needs to be organised and accessible, not buried in filing cabinets.
What Records to Keep
Maintain the following traceability records: delivery notes showing supplier details, products received, quantities, dates, and batch numbers; a current supplier list with contact details; in-house labelling records showing which ingredients went into which dishes/products; stock rotation records; and any product recall documentation. Keep delivery records for the shelf life of the product plus a reasonable period (at least 6 months beyond the use-by date is recommended). Digital record-keeping systems make retrieval much faster and more reliable than paper-based systems.
Traceability in Practice
For a restaurant, practical traceability means: labelling decanted ingredients with the supplier, product name, and delivery date; keeping delivery notes organised by date; maintaining a list of which suppliers provide which products; and having a system to quickly identify which ingredients are in each dish (your recipe cards or allergen matrix). When a food recall is issued, you should be able to check within minutes whether you have the affected product and, if so, which dishes may have been affected.
Frequently Asked Questions
What is the one-up-one-down traceability rule?
The one-up-one-down rule requires food businesses to identify who supplied food to them (one step back — the supplier) and who they supplied food to (one step forward — the customer or next business in the chain). For restaurants, "one step forward" means knowing which dishes contain which ingredients. This enables rapid identification and removal of unsafe food from the supply chain.
How long should traceability records be kept?
There is no specific legal duration, but records should be kept for at least the shelf life of the product plus a reasonable period. For most food businesses, keeping delivery records for 12 months is practical. For long-life products like canned goods, keep records for at least the best-before date plus 6 months. Digital records are easier to store long-term than paper.
What happens if I cannot trace a food product?
If you cannot identify where a food product came from, you cannot demonstrate due diligence in the event of a food safety incident. This weakens your legal defence under the Food Safety Act 1990. Practically, it also means you cannot respond effectively to recalls — you would not know whether you had the affected product or what dishes it may have been used in. Investing in a good traceability system protects both your customers and your business.
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