Audits and certifications

Food quality audits: how to prepare without stress

By Claudia · · 6 min read

Prepare your audits without last-minute rushingChecklists, evidence and findings organized for ISO 9001, IFS, BRCGS or FSSC 22000.

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Two auditors on the plant floor preparing for a food quality audit

Food quality audits: how to prepare without stress

For any quality manager in the food industry, the food quality audits represent one of the most stressful moments of the year. Weeks of document review, record review, evidence gathering… and the constant feeling that something might slip through. However, with the right strategy and the right tools, it's perfectly possible to go into an external audit with confidence and no surprises. In this article we'll tell you how to achieve that.

What auditors look for in a food company

Before preparing for any audit, it's essential to understand what an external auditor actually assesses when they walk into your plant. It's not just about checking that your paperwork is in order: auditors want to see that your quality management system is real, consistent and alive in the organization's day-to-day.

En términos generales, cualquier auditoría de calidad alimentaria —ya sea IFS Food, BRC/BRCGS o FSSC 22000— assesses the same major pillars:

  • Document management: up-to-date procedures, complete and traceable records, current versions of key documents.
  • HACCP system: updated hazard analysis, defined and monitored critical control points, documented corrective actions.
  • Prerequisites: pest control, cleaning and disinfection, facility maintenance, water control, personnel hygiene.
  • Traceability: the ability to trace a batch from raw material to finished product and back again.
  • Non-conformity and corrective action management: evidence that problems are detected, analyzed and resolved systematically.
  • Management involvement: auditors verify that the quality culture runs through the whole company, not just the quality department.

The Regulation (EC) No 852/2004 on the hygiene of foodstuffs (Regulation [EC] 852/2004, 2004) establishes the obligation to implement and maintain procedures based on HACCP principles, which forms the regulatory foundation on which all private certification standards are built.

Knowing these pillars lets you approach preparation strategically, prioritizing the areas that carry the most weight in the final score and those where deviations have historically appeared.

The most common mistakes in IFS and BRC food audits

Preparing for an IFS audit or a BRC food audit requires knowing the most common failures. Spotting them in advance lets you act before the auditor finds them. These are the most frequent:

1. Outdated or inconsistent documentation

One of the most repeated findings in any food quality audit is procedures with a version earlier than the one being applied on the plant floor, or records that don't match the documented instructions. For an auditor, a mismatch between what the paper says and what actually happens is a sign that the system isn't under control.

2. Incomplete records or incorrect data

Unsigned temperatures, CCP checks with blank boxes, cleaning records with impossible dates… Records are the main source of evidence during an audit, and any gap can turn into a major non-conformity. A well-designed checklist quality audit reviewed regularly, is one of the best defenses against this type of mistake.

3. Corrective actions without closure or verified effectiveness

Opening a non-conformity is only the first step. IFS and BRC auditors require proof that corrective actions have been implemented, that their effectiveness has been verified, and that there's documented evidence of the whole process. Non-conformities that are opened and never closed are one of the most common causes of penalties.

4. HACCP not reviewed for too long

Hazard analysis has to stay alive and be updated whenever the production process, legislation or ingredients change. Finding a HACCP plan that hasn't been touched in years is an immediate red flag. According to the BRCGS Global Standards (BRCGS, n.d.), periodic review of the HACCP system is a fundamental requirement for keeping certification.

5. Lack of documented staff training

It's not enough for operators to know the procedures: it has to be demonstrated. Training records, competency assessments and evidence of internal communication are documents the auditor will almost certainly request.

6. Poor traceability

A traceability exercise is common in certification audits. If the quality manager takes more than four hours to reconstruct the full path of a batch —forward and backward— the company runs the risk of a critical non-conformity.

How food audit software keeps you always audit-ready

Prepare your audits without last-minute rushingChecklists, evidence and findings organized for ISO 9001, IFS, BRCGS or FSSC 22000.

See audits

The good news is that most of the mistakes described above are perfectly avoidable with digitalized, systematic management. A food audit software like Solved turns audit preparation from a reactive, stressful process into a continuous, controlled activity.

Centralized, real-time document control

With Solved, all the quality system documentation —procedures, instructions, records, forms— is managed from a single digital environment. Every document has its current version visible, its revision history logged and its owners assigned. When the auditor arrives, there's no need to hunt for folders or reconstruct versions: everything is accessible and organized. You can learn about all the Solved's features for document management and much more.

Digital records with no gaps

Guided digital forms make it impossible to leave fields blank without justification. Automatic alerts warn when a check hasn't been done within the expected due date. The result is a clean, complete record history that can be exported for any review.

Non-conformity management with full follow-up

Solved lets you log any deviation the moment it happens, assign owners for the corrective action, set due dates and verify closure with evidence. The whole cycle is tracked and available for the auditor, with no need to dig through emails or scattered spreadsheets.

Digital HACCP, always up to date

Solved's HACCP module makes it easy to review and update hazard analysis collaboratively. If you want to dig deeper into digitalizing your HACCP system, we recommend reading our article on digital HACCP: benefits and keys to implementation.

Built-in audit dry runs

With Solved's configurable audit checklists, you can run internal audits using the same criteria the external auditor will apply. You catch deviations months in advance, close out corrective actions, and arrive at audit day with the system already validated internally.

Full traceability in minutes

Thanks to integrated batch and supplier management, Solved lets you reconstruct the complete traceability of any product in a matter of minutes, not hours. A key differentiator in any traceability exercise during an audit.

Your next audit, under control

Preparing for a food quality audit doesn't have to mean weeks of chaos and overtime. With ongoing management, backed by software built for the food industry, readiness becomes permanent. When the auditor arrives, you'll simply be showing how you work every day.

If you want to see how Solved can help you keep your quality system always audit-ready, request a free demo and we'll show you, no strings attached.

References

Prepare your audits without last-minute rushingChecklists, evidence and findings organized for ISO 9001, IFS, BRCGS or FSSC 22000.

See audits