SFBB Diary & Records

Keeping SFBB Records Inspection-Ready: Organisation, Retention & Common Gaps

Keeping SFBB Records Inspection-Ready: Organisation, Retention and Common Gaps

Quick answer

Having a food safety system is one thing. Having it organised, up to date, and ready to show an inspector at a moment's notice is another. EHO inspections are unannounced, which means your records need to be in good order at all times, not tidied up in advance. Inspectors assess your record-keeping as part of the "confidence in management" score, which directly affects your food hygiene rating. Businesses that fumble around looking for their SFBB pack, produce a diary with weeks of missing entries, or cannot find their cleaning schedule already start the inspection on the back foot. This article covers how to organise your records, how long to keep them, and the gaps that most commonly catch businesses out.

Keep your SFBB pack in one accessible location that all staff know about
Retain diary pages for at least 12 months and delivery notes for at least three months
Review your SFBB safe methods section whenever something changes in your business, not just once at setup

Key takeaways

Keep your SFBB pack in one accessible location that all staff know about

Retain diary pages for at least 12 months and delivery notes for at least three months

Review your SFBB safe methods section whenever something changes in your business, not just once at setup

Conduct a monthly internal review to catch gaps before an inspector does

An SFBB pack with documented corrective actions is more credible than one with no problems ever recorded

Organising Your SFBB Pack and Records

Your SFBB system should be kept in a single, accessible location that all staff know about. If you use the paper FSA pack, keep it in a clearly labelled ring binder in the kitchen or office. The binder should contain: the safe methods section (your food safety policies), the diary section (daily records), your cleaning schedule, training records, supplier list, and any correspondence from your local authority. Separate the sections with dividers and keep them in a logical order. The diary should have the most recent pages at the front so you can show an inspector current records immediately. Do not keep your SFBB pack in a drawer under a pile of menus or in the manager office that is locked when they are not on shift. If an inspector asks to see your food safety system and no one can find it, that is an immediate red flag.

SFBB Diary & Records

The diary, filled in at the time

Paddl runs the SFBB diary on the app: opening and closing checks with a timestamp and a signature, problems recorded with what you did about them, and the four-weekly review reminded and logged. Paddl is £69 per location per month with every feature and a 30-day free trial.

Start free trial Digital SFBB app

Compare the best SFBB software Download the free food safety diary Trail (by Access) vs Paddl for daily checks

Retention Periods and What to Keep

There is no single legal requirement for how long to keep food safety records, but industry best practice and EHO expectations provide clear guidance. Keep your SFBB diary pages for at least 12 months. Some local authorities recommend 24 months. Delivery notes and invoices should be kept for a minimum of three months for traceability (though six months is safer). Cleaning schedules and pest control reports should be retained for at least 12 months. Training records should be kept for the duration of a staff member's employment plus 12 months after they leave. Equipment maintenance records and temperature calibration logs should be kept for at least 12 months. Store old records in a labelled box or folder, separate from the current pack, so they are available if needed but do not clutter your active system.

Common Gaps Inspectors Find

The most common gap is missing diary entries. Even a few blank days suggest the system is not being followed. The second most common issue is an outdated SFBB pack where the safe methods section has not been reviewed since it was first set up. Your SFBB policies should be reviewed whenever something changes: new equipment, new menu items, new suppliers, staff changes, or a change in premises layout. Inspectors also frequently find gaps in training records. Every member of staff who handles food should have documented food hygiene training, and your SFBB system should include a record of who has been trained and when. Other common gaps include: no evidence of probe thermometer calibration, no cleaning schedule (or a schedule that does not match what actually happens), and no record of what happens when things go wrong. A diary full of ticks but no corrective actions recorded across 12 months is almost as suspicious as a diary with missing pages.

Building an Audit-Ready Culture

The best food businesses do not prepare for inspections because they do not need to. Their records are always current because completing them is part of daily operations, not a separate activity. Build record-keeping into your daily routines: opening checks happen before prep starts, closing checks happen before staff leave, delivery checks happen when goods arrive. Make the diary part of the shift handover so incoming staff can see what happened earlier. Conduct a monthly internal review where a manager goes through the entire SFBB pack, checks for gaps, verifies that safe methods still reflect current practice, and confirms that the diary is up to date. Document this review. When an inspector arrives, you can hand over a well-organised pack with confidence, answer questions about your system accurately, and demonstrate that food safety is managed rather than assumed.

What to do next

Schedule a monthly SFBB review in your calendar

Set a recurring date each month for a manager to review the entire SFBB pack. Check for missing diary entries, outdated policies, and records that need filing or archiving.

Create a record retention schedule

Write a simple list of what records you keep and how long you keep them. Post it inside the SFBB binder so staff know what to file and what can be archived.

Run a mock inspection quarterly

Have a manager or trusted colleague act as an inspector. Can they find the SFBB pack quickly? Are the diary entries current? Is the cleaning schedule up to date? Fix any issues found.

Common mistakes to avoid

Mistake

Setting up SFBB once and never reviewing the safe methods section

Instead

Your safe methods must reflect your current operation. Review them whenever you change your menu, equipment, suppliers, premises layout, or staffing structure.

Mistake

Keeping the SFBB pack in a location only the manager can access

Instead

All food-handling staff should know where the pack is and be able to produce it if asked during an inspection. Keep it in the kitchen, not a locked office.

Frequently asked questions

What happens if I cannot find my SFBB pack during an inspection?

Not being able to produce your food safety management system during an inspection will severely affect your "confidence in management" score. The inspector may record that no documented food safety system is in place, which can result in a low food hygiene rating and potentially a written warning or improvement notice.

Can I keep SFBB records digitally?

Yes. Digital record-keeping is fully accepted as long as records can be accessed and shown to an inspector during a visit. Many businesses find digital systems easier to maintain because they prompt for entries and flag gaps automatically. Ensure you have a way to access records even if your internet goes down - offline access or a printed backup of recent weeks is sensible.

How often should I update the safe methods section?

Review safe methods whenever something changes in your operation and at least once a year as a routine check. Common triggers include: new menu items, new equipment, change of supplier, building works, new staff members, or feedback from an EHO inspection.

Do I need separate records for each location if I have multiple sites?

Yes. Each premises must have its own SFBB pack with its own diary entries, cleaning schedules, and training records. You can use the same safe methods templates across sites, but the daily records must be site-specific because conditions and staff differ.

SFBB Diary & Records