Transcript Document
RECORD KEEPING
AIMS OF THE TRAINING GUIDE
This training guide explains:•
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Why we keep records
Our responsibilities
What records do we need to keep
Penalties for non-compliance
Which barbox guides are relevant for further
information
RECORDS
WHY DO WE KEEP RECORDS?
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NOT a Legal requirement
Strengthens the company’s due diligence defence
Demonstrates legal compliance
Provide evidence of practices
Could be our “get out of jail free card” if needed
OUR RESPONSIBILITIES
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Familiar with all company’s policies
Ensure there is full compliance with all policies
Ensure records are kept
Ensure records are clear
Ensure records are accurate
Ensure records are up to date
RECORDS
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Health and Safety
Food safety
Fire safety
Licensing
Pest control
Training
WHAT RECORDS DO WE
KEEP?
HEALTH & SAFETY RECORDS
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Health and Safety Policy Manual
Health and Safety Policy Statement
Risk assessments
COSHH risk assessments
Noise risk assessments
HSE Poster
Insurance certificates
Accident records
REFER TO BARBOX GUIDE…
HEALTH & SAFETY
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GENERAL GUIDES
Policy statement guidelines
Policy statement template
Individual training record
Accident forms
REFER TO BARBOX GUIDE…
RISK ASSESSMENTS
Generic risk assessments for the following areas can
be found in the risk assessment section. These can
be used to create site specific risk assessments:
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Bar & Cellar
COSHH
General
Kitchen
Maintenance
Play areas
FOOD SAFETY RECORDS
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Food Safety Policy
Food handler questionnaire
Pre-employment questionnaire
Food incident form
Training
Temperature records
Cleaning schedules
Food safety audits
HACCP
REFER TO BARBOX GUIDE…
FOOD SAFETY
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FOOD SAFETY RECORDS
Food Incident Form
Weekly Kitchen Record Pack
Record of EHO Food Safety Visits template
Delivery Checklist Record
Refrigerator Temperature Record
Freezer Temperature Record
Cooking & Reheating Temperature Records
Hot Holding Temperature Record
Cleaning Schedule Template
Daily Closedown Food Safety Audit Template
Weekly Probe Calibration Record
Weekly Food Hygiene Management Audit
Employee health questionnaire following absence from work
Food Handlers Declaration Form
Pre-employment Questionnaire
REFER TO BARBOX GUIDE…
FOOD SAFETY
HACCP
• HACCP Review Monitoring Form
• Staff Declaration of HACCP Awareness
• Blank Hazard Analysis Flow Chart
FIRE SAFETY
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Fire Log Book
Fire Risk Assessment
Emergency plan
Maintenance Records (fire alarm, emergency
lighting, fire extinguishers, Ansul system etc.)
REFER TO BARBOX GUIDE…
FIRE SAFETY
• Creating your Fire Safety Plan
• Assessing the Risks
• Fire Safety Review and training
MAINTENANCE
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Statutory testing e.g. lifts/pressure vessels,
gas, PAT, boiler etc.
Asbestos register/survey
PRONETT
Duct cleaning
Fire equipment
Water risk assessment
- Records for periodic testing, monitoring and
maintenance of water systems
REFER TO BARBOX GUIDE…
HEALTH & SAFETY
PREMISES SAFETY
• Example maintenance calendar
NB. All maintenance records should be kept on site
once maintenance has been carried out
PEST CONTROL
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Records of pest control contractor visits
LICENSING
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Form of Authorisation
Licence Summary
Gaming Machine Permits
Price lists
Door log
TRAINING
• Employers are required under the Health and
Safety at Work etc Act 1974 to provide "such
information, instruction, training and
supervision as is necessary to ensure the
health and safety at work of his employees“
• Training records will demonstrate that training
has been carried out
REFER TO BARBOX GUIDE…
KNOWLEDGE TESTS
• Health and safety
• Food safety
REFER TO BARBOX GUIDE…
STAFF TRAINING
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Cleaning and Personal Hygiene Training
Food Safety Training
Noise at Work
Personal Protective Equipment
Accidents and First Aid
Manual Handling
COSHH General Fire Safety
PENALTIES
HEALTH & SAFETY (OFFENCES)
ACT 2008
• Fines = £20,000 per offence maximum in
Magistrates Court for nearly all health & safety
offences
HEALTH & SAFETY (OFFENCES)
ACT 2008
• Prison terms - TWELVE MONTHS in the
Magistrates Court
• Prison terms - TWO YEARS in Crown Court
FOOD SAFETY LEGISLATION
Food Safety Regulations
• Fines up to £5,000 per offence
Food Safety Act
• Fines up to £20,000 per offence
PROSECUTION
• Company
• General Manager or equivalent
• Individual Staff
DUE DILIGENCE DEFENCE
• Took all reasonable precautions
• Exercised all due diligence to prevent the
offence
Your written records provide this for you
and your company. Make sure they are
always completed!