Pack 4: Contingency Planning eDocs

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Emergency situations are unavoidable. And although it’s something that nobody wants to deal with, it’s important to have plans in place for when they do happen.

Contingency planning is the process of putting together; detailed, agreed and practiced plans for emergency situations, including recall and withdrawal.

Dealing with emergencies needs a detailed procedure and that’s at the core of this pack. It first tackles the subject of the incident team. How to build the team, what the members responsibilities must be and ensuring that everyone on the team is trained. The procedure details the key roles of the team and outlines the responsibilities for each role – you just need to agree who’s going to do each role and be the deputy for each.

Testing is thoroughly explained, so that once you’ve got your team trained, you can then give them some practice and check that the system you have in place works. You’ll know how to manage the test, as we’ve explained it carefully and given you the incident record you need to complete.

When an emergency happens you need really clear instructions, that are easy to follow. That’s why the pack includes a decision tree to help you work through how to identify and handle effected product.

Finally, the procedure includes predefined contingency plans on how to handle a range of emergency situations, plus loss of utilities, staff, transport or storage, phone lines or internet connection and IT systems. So all you need to do, is to review them with your incident team, amend and put the plans in place.

So, don’t fail to plan, because that means you’re planning to fail. Download this pack and you’ll be prepared for anything.

This pack has been written to meet the following sections of the Standards:

Food Safety
Issue 8
Packaging
Issue 6
Agents & Brokers
Issue 2
Storage & Distribution
Issue 4
3.11 Management of incidents, product withdrawal and product recall3.13 Management of product withdrawals, incidents and product recalls3.11 Management of incidents, product withdrawal and product recall3.7 Management of product withdrawal and product recall

3.8 Incident management and business continuity

Written by the experts…

Emergency situation

Recall and withdrawal

A withdrawal is where product is removed from the supply chain, when it’s not yet reached the customer. A recall, is where the consumer is at risk, as the product has been made available for sale. This means recalling product from the supply-chain and publicly asking the consumers to bring any product back as well. Understanding when a withdrawal or recall is needed is key and this requires a defined internal communication plan.

Incident team

Setting up an incident team who are trained and understand what their role involves and what they need to do is key. Having a team which are well practiced, so they’re ready if the worst is to happen is also essential.

Warning

Contingency plans

One of the main aims of putting the required emergency processes in place, is to create contingency plans. Understanding what could go wrong, what impact it would have and therefore, what back up plans are required is a must.

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