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Accurate food safety documentation is a cornerstone of compliance and operational success in the food industry. As regulations evolve and digital solutions become more accessible, maintaining precise records is no longer optional - it’s essential. Whether you’re preparing for an EHO inspection or ensuring food safety compliance, adopting best practices for food safety record keeping is critical to safeguarding public health and your business reputation.
In 2026, the focus on streamlined, efficient, and reliable documentation has never been greater. From leveraging digital food safety management tools to implementing robust internal processes, here are the best practices for food safety documentation tailored to the needs of the food and hospitality sectors.
Stay up to date with HACCP, FSMA, and ISO 22000 standards. These frameworks define what documentation is required and how it should be maintained. An EHO inspection is never the time to realise you missed something, so working with experts like Safer Food Scores can help keep you audit ready.
Use food safety diary templates to consistently capture critical control points, temperature checks, cleaning schedules, and more. Always include corrective actions for any non compliance - it demonstrates accountability and that your team know what they're doing.
Ditch the paper trail and transition to digital food safety records. Cloud-based tools not only reduce manual errors but also improve traceability and accessibility across teams and locations.
Your documentation should reflect how your kitchen actually operates, not how it did six months ago. Schedule reviews and train staff to keep records timely and accurate. If you've got a tool that trains the team as they use it, that's even better.
Log hazard analyses, CCPs, and monitoring data in detail. Make sure you’re retaining records for the required duration as specified by authorities.
Use internal audits and food safety checklists to keep things in shape. When an EHO visits, your records should be organised, complete, and easy to access.
Clear roles and regular training ensure everyone knows what records they’re responsible for, and how to do it right. Assigning specific documentation responsibilities to team members helps build accountability and compliance awareness.
IoT sensors automatically log critical parameters such as fridge & freezer temperatures. This reduces human error and ensures timely corrective actions.
Track batches and maintain clear sourcing records. If there’s a recall, you’ll be able to respond quickly and confidently.
Don’t just “set and forget.” Reassess your systems regularly to adapt to new tools, feedback, or changes in legislation.
Accurate food safety documentation is essential for maintaining compliance and protecting your business. By adopting these best practices, you can streamline your processes and ensure your records are always audit-ready. Book a demo to explore how we can help you simplify food safety management with our digital solutions.
Q: What is food safety documentation?
A: Food safety documentation is the written or digital proof that shows how you buy, store, cook and serve food safely. It includes things like temperature logs, cleaning schedules, supplier invoices, staff training records and your HACCP plan. Together, these records prove to an Environmental Health Officer (EHO) that your kitchen follows the law.
Q: Why is food safety documentation important?
A: Good records protect customers and your business. They help you:
Spot problems early and fix them.
Show you meet HACCP and UK Food Hygiene rules.
Train new staff quickly.
Pass EHO visits without stress.
Trace food fast if there’s a recall.
Q: How long should I keep food safety records in the UK?
A: Keep most food safety records for at least 12 months. Some items - such as traceability files for meat, shellfish or products with a long shelf life - should be kept for up to 5 years, or the shelf life plus one year if that’s longer. Always check your local authority’s guidance and retain records for any period they specify.
Q: Are digital food safety records accepted by Environmental Health Officers (EHOs)?
A: Yes. UK EHOs accept digital records if they are accurate, tamper-proof, easy to access during an inspection, backed up securely and kept for the required retention period. Using a cloud system like Telsen’s makes it simple to share logs with an EHO in seconds.
Q: What records should be in a food safety logbook?
A: A complete logbook should track:
Fridge and freezer temperatures
Cooking, cooling and reheating temperatures
Cleaning and sanitising schedules
Allergen and cross-contamination checks
Delivery checks and supplier details
Staff training and illness records
Any corrective actions taken
Use a daily diary template or a digital checklist to keep these entries consistent.