Cleaning Policy

The cleaning and disinfection of equipment, materials and premises is done mainly to prevent or mitigate the spread of pathogens and foreign materials. All surfaces and equipment must be maintained to a high standard of care and cleanliness. This ensures that our high standards are maintained in everything that we do. Following the correct procedures and guidelines ensures that no surfaces or equipment reach any level of contamination that could expose food to a risk of contamination.

The cleaning procedures must be followed by all staff at those involved in cleaning at all times. It includes the required guidelines and procedures for cleaning each surface, equipment and area of the facility, the use of cleaning chemicals, PPE requirements, management of spillages, decontamination procedures.

Please note the procedures must be followed in full every time and no deviation from the procedure is allowed without prior written approval.

All staff members are taught about the importance of cleaning starting from their induction and all the way throughout their training. The supervisor continually reinforces the importance of cleaning throughout all production runs as well as the start and end of the day.

Employees are given updates on training in cleaning and their skills are monitored. This ensures that all staff members including board members give cleaning the very highest priority.

• This creates a culture that is conducive to ensuring the cleanest and safest food safe environment.

• Following correct procedures also ensures that the quality and consistency of the final product is high with minimising the risk of pathogenic and foreign body contamination as far as possible.

• Staff and visitors will be in a safe environment

• Working conditions are improved

• Equipment and surfaces are maintained to a good standard to make safe food, prolong the life of equipment, reducing costs of replacement and repair and, most importantly, ensure that equipment does not pose a risk to safety

• Prevent build-up of dirt or grease on equipment and surfaces

• Minimise the growth of pathogenic organisms

  
  

The Cleaning Procedures relates to all staff and contractors working in food production areas and other areas as set out at FERA. This SOP should be used in conjunction with appendices including cleaning instruction sheets, safety data sheets, cleaning records and other documents as outlined in this document.

As a general rule staff are trained to ‘clean as they go’. This includes any spillage, any product dropping onto the floor, any spillage or staining of any surface such as work tables, floors or clothing.

However it should also be noted that effective cleaning must be planned. A schedule is in place which is implemented to specify the frequency of cleaning, responsible team members, methods of cleaning, amount and type of chemicals to be used, precautions to be taken and protective clothing to wear.

The food production area is designed to enable effective cleaning. Please refer to the relevant documentation for the premises layout.

Managers and supervisors should ensure that adequate supplies of cleaning materials are available and replenished to enable all staff to clean equipment and areas at the recommended frequencies. This also includes personal protective equipment.

The recommended PPE is determined by the Board and senior supervisors according to manufacturer guidelines, local and national bodies, our own safety system and external food safety consultants and advisors.

The recommended PPE for specific cleaning procedures is detailed in each relevant document. For general cleaning the recommended PPE is as follows:

·         Disposable gloves

·         Fluid-resistant gloves and masks

·         Disposable apron

·         Eye protection (visor/goggles) where required

The duty manager is available for onsite support.

View Housekeeping checks to ensure the site remains visually clean

1.3.1a Opening and Closing Checks | INTRANET I Fera

Area

Frequency / Schedule

Responsibilty

Cleaning Validation Schedule

Chocolate Fridge by Everlast

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Cutlery Equipment

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Food Production Operative

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Entrance and Sanitisation Station

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Internal Bins

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Kitchennette Area

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Floor Cleaning

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Laminate Worktop Surfaces

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Food Production Operative

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Stainless Steel Shelving & Food Storage Cupboards

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Food Production Operative

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Stainless Steel Worktop Surfaces

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Food Production Operative

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Thermometers & Hygrometers

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Food Production Operative

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Changing Rooms

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Toilet and WC Area

• Clean as you Go

• End of Production Day

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Area

Frequency / Schedule

Responsibilty

Cleaning Validation Schedule

FBM Chocolate Machine

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Chocolate Melting Bowl

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Computers, Printers & Office Areas

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Interior Walls

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Packaging & Storage Areas

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Scissors and Sharps

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Shutter Door & Vicinity

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Vehicles

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Weighing Scales

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

External Parking Area

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Insectocutor and Pest Control Measures

• Clean as you Go

• End of Production Week

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Area

Frequency / Schedule

Responsibilty

Cleaning Validation Schedule

Fixtures & Fittings

• Clean as you Go

• End of Calender Month

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a month, ‘at random’ Rapid Hygiene Swab Test

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

External Bins

• Clean as you Go

• End of Calender Month

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

External Doors and Shutter

• Clean as you Go

• End of Calender Month

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

VK401 Virus Killer

• Clean as you Go

• End of Calender Month

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Shrinkwrap Machine

• Clean as you Go

• End of Calender Month

• Ensure all Food Products covered to minimse risk of cross contamination.

• Cleaning Team

• Supervised by Manager

• Once a Quarter, ‘at random’, UKAS Lab Swab Test for Micro / Allergens

Other frequency clean areas add here.

SITE MAP SHOWING STORAGE OF CHEMICALS

Chemicals are stored in a locked chemical cupboard when not in use.

The permitted areas of chemicals are outlined in the cleaning procedures document.

Use of Cleaning Chemicals. The use of Detergents and Disinfectants.

Detergents are used to dissolve grease and remove dirt and are the first stage in the process of cleaning. After using a detergent the surface will appear clean but it is possible to still be contaminated with bacteria at the point. Therefore to make sure that the surface is safe a disinfectant or sanitiser must be used. This will remove bacteria to a safe level.

All chemicals used must be composed in such a way to avoid tainting food and be certified food safe.

The Health and Safety at Work Act (1974) and the Control of Substances Hazardous to Health (COSHH)

The Health and Safety at Work Act (1974) and the Control of Substances Hazardous to Health (COSHH) Regulations (2002) require all employees to follow safe written working practices. All employees should receive Health and Safety training appropriate to their role and responsibilities.

The Health and Safety Executive has produced a guidance leaflet, titled COSHH: A Brief Guide to the Regulations – What you need to know about the Control of Substances Hazardous to Health Regulations.

The actions arising out of the COSHH risk assessment by FERA include:

• the maintenance and issue of up-to-date chemical safety data sheets relating to each product used, including action to be taken in the event of accident;

• insistence on the wearing of the appropriate personal protective equipment for each task;

• the labelling of chemical containers;

• the storage of chemical products in a secure area;

• recorded Health and Safety training;

• regular inspection of the use and storage of chemicals.

Storage of Chemicals

Supplies of chemicals are kept in a designated chemicals cupboard which will be lockable and have appropriate signage. The main detergent/sanitiser bottle in use will be kept in the kitchenette area ready for use at all times. No item that may come into contact with food will be stored in the vicinity of the chemicals cupboard.

Guidance Of Health And Safety For Staff With Cleaning Duties

Personal safety

Employees must work responsibly in undertaking their duties. You must comply with all instructions, procedures and training. Failure to do so risks harming yourself or others. You must work safely at all times.

Part of this responsibility includes:

• observing all health and safety rules laid out by The Date Company London

• always use the relevant equipment provided by your employer

• report any problems or faulty equipment to your supervisor

• alert your supervisor if you notice any potential hazard

• report all incidents which may lead to injury or harm

• complete an accident form in conjunction with your supervisor if any accident or injury occurs however minor

• not attempting to perform any task for which you do not have the relevant training

Quality Assurance and Control

Quality assurance metrics are as follows:

• Training matrices for staff to ensure all personnel are trained on proper cleaning procedures

• Laboratory analysis reports

• Required contact times are achieved and quantitative verification tests to confirm disinfection

Continous Improvement Initiatives

We endeavour to always continue to implement improved working practices. We carry this out by obtaining external audit and employing specialist consultants on a yearly basis.

Cleaning Material Suppliers

Nisbets is our Approved Supplier for Cleaning Products and Chemicals

Contract Cleaning

Staff are trained to follow a ‘clean as you go’ approach with cleaning procedures at the start and finish of production. FERA also uses the services of contract cleaners to carry out scheduled cleaning and maintenance along with deep cleans and periodic cleaning of equipment according to its schedule. We adopt a ‘one team approach’ and therefore this document is shared equally. To prevent issues in ownership responsibilities of this document the document will be circulated to all contractors and subcontractors who work at our facility. This will also apply to extra ‘one off’ cleaning services that may be requested from time to time.

Emergeny Contacts in case of Chemical Exposure or Incident

Always follow manufacturers guidance.

General information

• For immediate First Aid advice in the UK, dial 111. When it is safe to do so, remove victim

• immediately from source of exposure. However, consideration should be given as to whether

• moving the victim will cause further injury. For emergencies, dial 999.

EMERGENCY TELEPHONE CONTACTS

• Out of Office Hours Emergency Information:- For accidents and spillages involving this product that pose a threat to the environment, or human health, or require immediate first aid advice please call:- 0870 190 6777. NOTE: This number will not provide technical details of the product, or deal with other general enquiries regarding application and use of the product.

• UK Environment Agency 24hour Advisory Service 0800 807060.

Product Name & Image (Click to view more details and ordering information)

Directions & COSHH / Safety Data Information

Supplier

Quantity & Location

Check Date & Intial

Jantex Kitchen Cleaner and Sanitiser Concentrate 5Ltr

Directions & COSHH / Safety Data Information

Nisbets

Quantity: 3

Location: Chemical Storage Cupboard in the Store Room

30th November 2023 by VK

Jantex Green Surface Sanitiser Wipes Starter Tub 200mm

Directions & COSHH / Safety Data Information

Nisbets

Quantity: 3

Location: Chemical Storage Cupboard in the Store Room

30th November 2023 by VK

Jantex Kitchen Cleaner and Sanitiser Ready To Use 750ml

Directions & COSHH / Safety Data Information

Nisbets

Quantity: 3

Location: Chemical Storage Cupboard in the Store Room

30th November 2023 by VK

Jantex Virucidal Surface Sanitiser Ready To Use 750ml

Directions & COSHH / Safety Data Information

Nisbets

Quantity: 3

Location: Chemical Storage Cupboard in the Store Room

30th November 2023 by VK

Jantex Washing Up Liquid Concentrate 5Ltr

Directions & COSHH / Safety Data Information

Nisbets

Quantity: 3

Location: Chemical Storage Cupboard in the Store Room

Jantex Toilet Cleaner Ready To Use 5Ltr

Directions & COSHH / Safety Data Information

Nisbets

Quantity: 3

Location: Chemical Storage Cupboard in the Store Room

30th November 2023 by VK

MAPA Vital 124 Chemical-Proof Light-Duty Janitorial Gloves Yellow (CONTAIN LATEX)

Directions & COSHH / Safety Data Information

• Material Latex

• Weight 50g

• Colour Yellow

• The latex material has an effective resistance against various different acids, alkalis, alcohols and ketones

• An embossed exterior offers superb grip in wet conditions

• These gloves are also fully liquid-proof

• Boasts a cotton-based lining to absorb sweat and moisture

• The yellow design enables colour-coded cleaning

Nisbets

Quantity: 3

Location: Chemical Storage Cupboard in the Store Room

30th November 2023 by VK

• Mop buckets

• Disposable cloths

• Blue tissue roll

• Dust pan and brush with nylon bristles (cleanable with chlorine)

• Waste bags

• Soap

• Hand towels

• Non-abrasive pads

Directions & COSHH / Safety Data Information

Nisbets

12

30th November 2023 by VK

Toilet Brush

Directions & COSHH / Safety Data Information

Nisbets

Quantity: 1

Location: Chemical Storage Cupboard in the Store Room

30th November 2023 by VK

Checks to ensure correct dosing regimens are bring used for cleaning agents

1.3.4a-b Cleaning Form Records | INTRANET I Fera

Cleaning Records Review Submission Form

1.3.4a-b Cleaning Form Records | INTRANET I Fera

Introduction to Listeria

• The genus Listeria consists of a group of several Listeria species, including Listeria monocytogenes. Responsible for nearly all cases of the bacterial disease listeriosis, L. monocytogenes is one of the most virulent foodborne pathogens. In the UK, 150-200 listeriosis cases are reported annually2, with pregnant women, the elderly, and those with impaired immunity being at particular risk.

• L. monocytogenes can cause invasive disease, crossing the blood-brain barrier and the maternal-foetal barrier, resulting in meningitis and foetal death. Although the incidence of listeriosis is not as common as food poisoning caused by other pathogens, the fatality rate for listeriosis is high at 20-30%. The infective dose for L. monocytogenes is believed to be as few as 100 colony forming units per gram (cfu/g) of food, making it a significant foodborne pathogen of concern to the food and drink industry.

Foods at Risk of Listeria

Risk factors typically associated with Listeria outbreaks include foods which are:

• Stored refrigerated

• Ready to Eat Food  Support the growth of L. monocytogenes Have extended shelf lives

• Have no listericidal processing step

• At risk from post process contamination

• Consumed by at-risk consumer groups

  
  

• Many ready-to-eat foods have been implicated in Listeria outbreaks, including meat and fish, sandwiches, soft and mould-ripened cheese, ice cream and salad items. However, ready-to- eat foods are not always the culprit; there is currently a multi-country outbreak associated with frozen vegetables, which are recommended to be cooked prior to consumption. In such cases, cross- contamination in the domestic environment and consumers not using products in accordance with manufacturers’ instructions, may also place them at risk of developing listeriosis.

Controls for Listeria Management

A Listeria management plan can be used to effectively control and monitor L. monocytogenes in manufacturing, catering and retail environments. Generally forming part of HACCP plans or food safety plans, the key steps to a Listeria management plan include:

1.                 Restrict Listeria entering the facility

2.                 Training and awareness

3.                 Hygienic facility and equipment design

4.                 Cleaning

5.                 Environmental monitoring

6.                 Product design

Restrict Ingress of Listeria

• All incoming materials including food, water, packaging materials and chemicals, are a potential source of Listeria. It is therefore important to restrict Listeria entering the facility by managing the intake of materials through a supplier quality assurance programme. This may include:

• ·        Risk assessment of raw materials as potential sources of the organism

• ·        Monitoring of suppliers through questionnaire or site-based auditing

• ·        Agreeing specifications in writing which cover microbiological criteria as well as legislative requirements

• ·        Inspection of incoming materials

• Temperature control of ingredients (where applicable) during transportation and receipt, is also important.

• Pests may also carry Listeria, therefore a pest control programme which includes proofing of the facility as well as door control practices will minimise potential ingress of Listeria-carrying animals and birds.

Listeria Training and Awareness

• An ongoing training programme for operators is essential, both to raise awareness of the organism, minimise introduction of Listeria to the facility, and to manage opportunities for cross contamination which could otherwise occur through improper handling, cleaning, or engineering practices.

Hygienic Facility and Equipment Design

• The design and layout of production facilities or food preparation areas, including water supply and drainage, should be such that segregation is maintained to prevent cross contamination. Air handling equipment should not be located directly above open product areas or food contact areas.

• Proper maintenance of floors, ceilings, drains, walls etc. is essential to prevent entry of Listeria and harbourage of the pathogen. Similarly equipment should be well designed and easy to clean to prevent niches where Listeria can colonise; it should also be regularly inspected for damage. 

• Where equipment is paramount to food safety, for example equipment delivering a listericidal process such as heat, calibration is essential.

Cleaning

• Effective cleaning of the production (or food preparation) environment and equipment is critical in removing Listeria; furthermore the efficacy of cleaning should be validated.

• Appropriate chemicals at appropriate concentrations should be used, and training provided on their use. Separate cleaning equipment should be provided for segregated areas, and drains; cleaning equipment must also be cleaned. Great care should be taken to prevent the creation of aerosols which can transfer Listeria from floors onto the production line or between segregated areas, for example through use of high pressure hoses.

Lister sampling areas from site plan:

• To verify the effectiveness of controls in place, an appropriate environmental monitoring programme should exist. This may include swabbing of food contact surfaces to verify the effectiveness of cleaning i.e. testing for Enterobacteriaceae and E. coli. It may also include swabbing of food and non-food contact surfaces for Listeria spp.

• Typically areas swabbed will include high-risk locations such as drains, cleaning equipment, bins and floors as well as difficult to clean areas such as nooks and crannies on food contact equipment. Procedures should be in place incorporating the corrective actions to be taken in the case that Listeria spp. are detected on food contact and non-food contact surfaces.

• Where Listeria species other than L. monocytogenes are detected, this signifies that conditions are favourable for L. monocytogenes, so corrective action should still be carried out.

Records are reviewed as part of our quarterly meetings and input via our intranet. View here.

Product Controls

• Eliminating Listeria from the product is the ideal scenario. However, where possible, controls should also be built into the product’s design to prevent Listeria from growing in the product over its shelf life. Refrigerated storage of food products will not prevent the outgrowth of Listeria as the organism is capable of growing at temperatures as low as -1.5°C, albeit relatively slowly.

• Therefore intrinsic parameters should be used to reduce the risk to the product, such as pH, water activity, or the use of preservatives, which may be combined to produce an overall hurdle effect. Listeria will survive freezing, however storing products frozen will prevent the outgrowth of micro-organisms including L. monocytogenes

Corrective Action

Stop Production, inform LA and FSA and follow guidance