Internal Audits: Assessing Your Brcgs Issue 9 Documentation

By Author: Jennifer Midland
Total Articles: 135
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Internal audits focused on BRCGS Issue 9 documentation - https://www.certificationconsultancy.com/brc-food-documents-manual-procedures.htm/ are essential for companies striving to maintain food safety and quality. For organizations subject to BRCGS standards – whether in food production, packaging, storage, or distribution – a rigorous internal audit program helps ensure that documented procedures and records fully meet the current Issue 9 requirements. By regularly evaluating documentation and systems, internal audits identify gaps, outdated records, and inaccuracies before an external certification audit. This proactive approach demonstrates the organization’s commitment to continuous improvement and compliance, and helps maintain readiness by catching and correcting issues early.

The Purpose of Internal Audits in BRCGS Compliance

The core purpose of internal audits under BRCGS Issue 9 is to verify that the food safety and quality management system is fully implemented and effective. Issue 9 explicitly requires an audit program that covers the entire food safety system at least once per year. Auditors check ...
... that all required plans, procedures, and records exist, are updated, and are actually used in practice. For example, an auditor might confirm that the hazard analysis (HACCP plan) is current, that critical limits are defined, and that staff follow the documented procedures during production. By thoroughly testing documentation against reality, internal audits uncover weaknesses in the system and ensure that corrective actions can be taken promptly.

Key Documentation and Records

In an internal audit, auditors review a range of BRCGS Issue 9 documentation. This includes the Food Safety and Quality Manual or equivalent framework document, which should outline the policies and scope of the system. All standard operating procedures (SOPs) and work instructions for critical processes should exist and be up to date. Auditors also examine records such as training logs, calibration certificates, sanitation checklists, and pest control reports. Issue 9 emphasizes controlled documentation: each document should have clear version control, approval signatures, and revision dates. Auditors verify that only the correct versions of procedures are in use and that any obsolete documents have been removed or archived properly.

Conducting the Internal Audit

Conducting an effective internal audit requires careful planning and impartial execution. Companies should schedule audits based on risk and operational changes, while ensuring that by year’s end every part of the system has been examined. Internal auditors typically use checklists mapped to Issue 9 clauses, customizing them to the organization’s specific processes and history of prior issues. During an audit, the auditor interviews personnel, observes processes, and examines records simultaneously. For example, an auditor might watch a production run to see if staff follow the written instructions and then compare the recorded temperatures or measurements in control charts. Observing operations alongside reviewing documentation confirms that the paperwork reflects real practices.

Identifying Gaps, Updates, and Accuracy

Internal auditors actively look for gaps or inconsistencies in the documentation. They check that any recent changes – such as new equipment, ingredients, or regulations – have been reflected in updated procedures and risk assessments. Auditors verify document revisions and note if any policy is outdated or missing. They also scrutinize record accuracy: logs must be complete, legible, and signed with dates. Incomplete or missing entries in a hygiene or temperature log, for instance, would be a nonconformity. Auditors also watch for any evidence of data tampering or back-dated entries, since honesty and transparency in record-keeping are required by Issue 9. Any missing logs, draft documents in use, or signs of falsification are flagged as serious issues.

Aligning Audits with Issue 9 Expectations

Internal audits must also align with the new expectations of Issue 9. One notable emphasis is food safety culture – auditors now review whether management communicates priorities clearly and whether staff feel responsible for safety. This might involve reviewing meeting minutes, training outcomes, or simply asking employees to explain why certain procedures are important. Issue 9 also tightens requirements around validation and verification, so internal audits need to confirm that validation records are complete and reviewed regularly. In short, the audit program itself must evolve: checklists, audit scope, and schedule should be updated to cover all Issue 9 clauses, and audit results should feed into the mandatory management review process.

Internal Auditors’ Role in Certification Readiness

Internal auditors play a key role in maintaining audit readiness. By identifying issues early and ensuring corrective actions are taken, they build a culture of continual improvement and compliance. Audit findings are reported to management, who then implement corrective and preventive measures in a documented way. In this way, internal audits keep the organization in a constant state of preparedness for the external certification audit. Over time, a strong internal audit program builds confidence throughout the organization and reduces the likelihood of surprises. Ultimately, well-executed internal audits form the foundation of a robust Issue 9 compliance program, ensuring the company is always ready to demonstrate its food safety commitment.