electronic traceability vs. paper based traceability · total traceability iso 22005:2007...

12th May 2008 © 2008 FoodReg AG – All rights reserved 1

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ELECTRONIC TRACEABILITY SYSTEMS VS.

PAPER BASED TRACEABILITY SYSTEMS

OYSTEIN HELLESOY


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Outline

1. ISO standard recommendations

2. Pros and cons of paper based traceability systems

3. Pros and cons of electronic traceability systems

4. Conclusion


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ISO 22005:2007 recommendations

• The choice of a traceability system is influenced by regulations, product characteristics and customer expectations

• Terms such as “document traceability”, “computer traceability” or “commercial traceability” should be avoided

• In this presentation we will apply the terminology “paper‐based traceability systems ” and “electronic traceability systems”


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• ISO 22005:2007 does not distinguish between paper‐based and electronic traceability systems. However, traceability systems must be:

Verifiable

Applied consistently and equitably

Results oriented

Cost effective

Practical to apply

Compliant with any applicable regulation or policy

Compliant with defined accuracy requirements


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• Food Traceability Systems should:Support food safety and/or quality objectives

Meet customer specifications

Determine the history or origin of the product

Facilitate the withdrawal and/or recall of products

Identify the responsible organizations in the feed and food supply chains

Facilitate the verification of specific information about the product

Communicate information to relevant stakeholders and consumers


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• Food Traceability Systems should:Fulfill any local, regional, national or international regulations or policies, as applicable

Improve the effectiveness, productivity and profitability of the organization


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Background, mandatory procedures

• When implementing Food Traceability, a number of procedures need to be established:

Product definition, lot definition and identification

Documentation of flow of materials and information including media for record keeping

Data management and recording protocols

Information retrieval protocols

Non‐conformity and corrective action handling

• Both paper-based and electronic traceability systems can be designed to conform to the above requirements


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Paper‐based traceability systems

• Traditional method

• Includes manual methods where information is transferred from some other temporary media to paper based records

• Processes are documented by procedures and check‐lists:By whom (Individuals can sign off if required)Where (Pond, cage, production line, etc.)When (Date and time for each action is normally recorded)How (Reference to process description, recipe etc.)

• At the end of the production cycle, paper records are archived. Agreed information is passed on to supply chain partners and other stakeholders


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Paper‐based traceability systems, pros

• Low cost

• Practical in many instances

• Comprehensive records can be maintained provided good document management practices are applied

• Durable if archived in appropriate conditions

• Signed documents are well‐established as legal representations


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Paper‐based traceability systems, cons

• Document retrieval can be time consuming

• Quantity of documents to be archived can be overwhelming

• Paper is vulnerable to humidity, fire etc.

• Information exchange only at certain times & locations


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Paper‐based traceability systems, cons

• Paper can be easily copied or forged

• Error prone

• Once lost, the information can not easily be reconstructed

• Analysis; Statistics and data mining is challenging


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Electronic traceability systems

• Relatively new method

• Solutions mimic paper‐based solutions by recording processes, procedures and check‐lists electronically

• Make use of a variety of data entry tools

• Operators are forced to follow the correct process flow


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• Some degree of data input control can be applied

• Agreed data passed on to supply chain partners electronically in electronic despatch notes

• Data can be made available real time, anywhere, at all times


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Electronic traceability systems, pros

• Immediate retrieval of records

• Data can easily be made available to supply chain partners, certification agencies, food safety inspectors, supply chain partners and import authorities

• Facilitates analysis in terms of statistics and data mining, which can be used to increase production efficiency

• Can be configured to provide automated alerts


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Electronic traceability systems, pros

• Can be configured to automatically record:

Temperature, humidity, salinity, oxygen level etc.

Identifiers (bar codes / RFID / Smart labels)

Identity of person recording data

Identity of person accessing / trying to access data or modifying / trying to modify data

Usage of feed, pesticides, fertilizer etc.

• Handle large amount of data in a precise manner


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Electronic traceability systems, cons

• Historically seen as costly to implement (typically provided as part of expensive ERP systems ...)

• Vulnerable to intrusion / data privacy

• Requires some degree of IT literacy by users

• Legal significance is growing but not as established as for signed documents

• Only as secure as the storage media and back‐up procedures applied


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Attention!

• Neither paper‐based nor electronic traceability systems provide any guarantee that the information recorded is correct

• Systems and methodology are only as good as the operating procedures and practices applied

• Inspection, control and non‐conformance monitoring is essential to ensure traceability system integrity


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Record keeping – Manual vs. Electronic

Mortality record

(Manual)

Mortality record & report (Electronic)


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Record keeping – Manual vs. Electronic

Water Quality Record (Paper based)

Water Quality Record (Electronic)


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Additional benefits available through application of electronic traceability systems…

• Improved productivity

• Improved paperwork flow in dealing with certification agencies, inspection authorities and government

• Ancillary functions, such as inventory management, cost of production analysis

• Reduced cost of maintaining certifications


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Benefits of electronic record keeping

SPLA

M

SALT

SALM

annual certification effort


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Benefits provided by electronic traceability systems; Higher productivity, Lower cost

• fast• effortless• error free

Information interchange is cheaper, more accurate, more secure and more provable than exchanging printed documents.

• slow• huge effort• error prone


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Conclusion; Paper‐based traceability systems


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Conclusion; Both Paper‐based and Electronic Traceability Systems


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Conclusion: Traceability system integrity


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Thank you

Oystein Hellesoy

General Manager

[email protected]

electronic traceability vs. paper based traceability · total traceability iso 22005:2007...

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