Paper to Electronic HACCP Records

Moving from paper records to electronic records : 

Moving from paper records to electronic records John G. Surak, PhD Surak and Associates Clemson, SC, USA

Electronic records – lack of successes : 

Electronic records – lack of successes Electronic systems are complex Lack of an “owner” of the system Insufficient training The electronic system does not look like the paper system

Advantages of electronic records : 

Advantages of electronic records Improvement in data accuracy Easy to analyze data Reduction of operational costs

Electronic HACCP Implementation : 

Electronic HACCP Implementation Time Line Electronic system Implementation activities Paper system Go live Stop paper Preliminary Activities Validation Transition period

Preliminary activities : 

Preliminary activities Determine the extent of the electronic HACCP system CCPs CCPs and prerequisite programs Develop an implementation plan Time line and measurable objectives Metrics for success - personnel competencies and data accuracy Evaluation of the current documentation system Are there any issues or glitches? How are the data handled? Is everything recorded? Are appropriate actions taken in response to violation of CCP? Make the necessary improvements to the paper system

Preliminary activities : 

Preliminary activities Development of the electronic HACCP forms Review the eHACCP forms with management and individuals assigned to collect and use the eHACCP data Install the electronic system Initial training and ensuring that employees are competent in using the system

Transition phase : 

Transition phase Go live Correct any data collection issues Collect data for validation

Validation : 

Validation Validate performance measures with appropriate statistical analysis Personnel Data accuracy Prepare the validation report for regulatory authorities and/or third party auditors Eliminate the use of paper data collection Celebrate!

Successful transition : 

Successful transition Use project management techniques Use the KISS principle Keep It Sweet and Simple Know the current process in detail Eliminate any current issues before starting the transition

Successful transition : 

Successful transition Ensure employees have the proper competencies in using the electronic system before going live Ensure there is a plan to retrain current employees and train new employees Review successes and failures of the implementation process

Slide 11: 

John G. Surak, PhD jgsurak@yahoo.com 864-506-2190 Thank you