Digitizing quality control helps reduce the number of errors detected by external auditors in the food industry

AUTOR: Bartosz Chrapek

In recent years, there has been a dynamic development of information technology in various industries, including the food sector. Food production is subject to a number of requirements arising from, among others, HACCP (Hazard Analysis and Critical Control Points) and IFS (International Featured Standards) systems. Implementing these systems obliges companies to maintain reliable and up-to-date documentation of processes, quality control, and corrective actions in the event of non-compliance. However, it is increasingly being pointed out that traditional, paper-based forms of data recording carry many risks and cause errors identified by external auditors.

What impact does implementing a digital quality control system like icmInspector have on minimizing the various types of non-compliances and errors that arise during external audits in food enterprises? From the material below you will learn that quite significant...

1. The Role of External Audits in the Food Industry

External auditors are authorized to assess a company's compliance with adopted legal requirements and the assumptions of quality systems such as HACCP and IFS. During the inspection, they check:

1. Accuracy and completeness of documentation – verify whether all records (including hazard analyses, measurements, CCP inspections, microbiological test results) are stored and maintained in a clear, systematic, and accessible manner.
2. Compliance of production processes with documentation – assess whether what is written in the procedures is actually implemented in practice.
3. Effectiveness of corrective actions – verify how the company responds to detected deviations and how it documents the corrective measures taken.

Irregularities Documentation gaps and deficiencies are among the most common non-compliances identified during external audits. The main causes include difficulties with the large amount of data collected on paper, inconsistent information, and illegible records.

2. Typical errors revealed by external auditors in the context of paper documentation

Based on industry studies and reports published by organizations dealing with certification and audits (e.g., SGS, Bureau Veritas), the most common categories of errors related to paper documentation can be distinguished:

1. Procedural errors
   • Inconsistencies between records in individual documents (e.g., differences between guidelines in the manual and actual data in the control cards).
   • Outdated procedures or no trace of updates.
2. Errors in registers and reports
   • Incorrect document dating, missing or illegible signatures Handwritten notes.
   • Duplicate information in different places without a consistent verification system, which leads to discrepancies in records (e.g., different values ​​in control cards and in the monthly report).
3. Difficult data collection and analysis.
   • The need to manually copy data from one form to another, which increases the risk of errors.
   • Lack of a single storage location for a large number of documents, which often results in some data being lost or incorrectly archived.
4. Problems with document security and availability.
   • Loss or destruction of documentation (e.g., due to random events: flooding, fire).
   • Limited access for employees who currently need the information.

All of the problems mentioned above directly impact results. external audits and may negatively impact the company's assessment, and in extreme cases, even prevent it from obtaining or maintaining a certificate confirming compliance with HACCP, IFS, or other standards.

3. Digitization of quality control processes – assumptions and benefits

Implementing a system for digitizing quality control processes in food enterprises involves moving from paper documentation to the use of software and electronic devices (e.g., tablets, smartphones, industrial terminals). These types of solutions allow for:

1. Automation of data entry
   • Registration of measurement results (e.g., temperature, humidity) using sensors and direct data transfer to the IT system.
   • Elimination of manual completion of paper forms.
2. Centralization and unification of documentation
   • Storing all information in a centralized database, which facilitates searches and analysis of reports.
   • Access to documentation at various levels of authorization for individual employees.
3. Ongoing monitoring and reporting
   • Generation of automatic alerts in the event of deviations from standards (e.g., excessively high warehouse temperature).
   • Access to reports and analyses in real time, which accelerates Identifying and removing sources of problems.
4. Increasing data transparency and reliability
   • Eliminating the risk of falsified documentation or illegible entries.
   • Every change in the system is recorded (e.g., thanks to the "change tracking" function), ensuring auditability and enabling accurate verification of the history of data entered.
5. Easier compliance with quality standards
   • The system can automatically notify about necessary procedure updates, device inspection and calibration dates, and internal inspections.
   • Ensuring quick and comprehensive presentation of requested information to external auditors.

4. Examples of research and analyses confirming the effectiveness of digitalization

Many experts emphasize that the automation and digitalization of quality control processes translates into noticeable benefits in terms of data transparency and reliability. For example:

• A 2021 report published by the GFSI (Global Food Safety Initiative) association indicates that food companies that implemented advanced digital systems for managing HACCP documentation recorded 30% fewer documentation non-compliances during external audits compared to companies relying on paper documents.
• Research conducted among IFS-certified companies (according to the SGS report, 2020) showed that the use of systems for automatic monitoring of critical control points (CCPs) significantly reduced the number of errors related to late or incomplete records.
• Industry analyses by consulting firms (e.g., Deloitte, PwC) indicate that companies that Those who have opted for comprehensive digitization are seeing significant improvements in data security, as well as a reduction in the time needed for analysis and preparation of reports before audits.

The results of this research confirm the thesis that digital tools supporting quality control contribute to improving the effectiveness of food safety management systems and minimizing common errors related to data recording and storage.

5. Challenges in implementing digitization systems

Despite its many advantages, implementing digitization of quality control processes still poses a challenge for some food businesses. The most frequently cited difficulties include:

1. Investment costs
   • Purchasing software, mobile devices, and employee training can all generate significant upfront costs.
2. Resistance to organizational change
   • Employees accustomed to traditional methods often show resistance to new technologies, which requires additional motivation, training, and support.
   • Necessity to change the structure of procedures and implement new workflows.
3. Data security
   • Necessity to secure the digital database against unauthorized access, cyberattacks, or data loss (e.g., due to server failures).
   • Ensuring appropriate backups and a data recovery plan in crisis situations.
4. Integration with other Systems
   • There is often a need to integrate quality control systems with other IT solutions within the company (e.g., ERP, HR systems, production management systems), which can require complex implementation work.

Despite these challenges, more and more food companies are deciding to invest in digitalization, recognizing the tangible benefits both in terms of product quality and safety, as well as in improving the results of external audits.

The question is, what's next?

Implementing the digitalization of quality control processes in the food sector is a significant step towards ensuring greater consistency and reliability of documentation, which is crucial for maintaining compliance with HACCP and IFS requirements. Industry analyses and reports clearly indicate that paper documentation is a source of numerous errors that can be detected by external auditors – from incomplete records and inconsistent data to security and recordkeeping issues.

Modern systems such as icmInspector, based on automation and digitization, minimize the risk of these irregularities while ensuring greater process transparency, facilitating analysis and reporting, and enabling rapid response to detected deviations. Furthermore, they improve communication within the organization, which translates into overall efficiency and allows for the focus on continuous improvement of product quality.

Digitalizing documentation and quality control processes reduces the number of errors revealed during external audits, directly contributing to a better company's assessment of food safety and quality. Although implementing modern systems is associated with financial and organizational challenges, in the long term it brings numerous benefits, contributing to improved efficiency and reliability of quality management activities in the food industry.

If you need professional assistance in implementing a system that will increase the effectiveness of risk management and better prepare your company for external verifications and audits, please contact us!

Bibliography:

1. GFSI (2021), Global Food Safety Initiative – Annual Report, [online].
2. SGS (2020), Implementation of Digital Tools in IFS-certified Companies.
3. Deloitte (2019), Food Safety & Quality Management: Trends and Digital Transformation.
4. PwC (2021), Challenges in the Food Supply Chain: How Digitalization Helps.
5. Bureau Veritas (2020), Key Non-Conformities in Food Safety Audits – Analysis and Recommendations.