The NCASS Digital Food Safety System, Your Questions Answers

Will my Environmental Health Officer (EHO) support me using the Digital Safety App for my business?

Yes – there is no reason why they shouldn’t.

EHOs are increasingly viewing compliance records in digital formats as opposed to paper-based systems. Most of the national pub and restaurant chains have been using digital systems for reporting their compliance matters for some years now.  An increasing number of independent hospitality businesses are now following suit.  Therefore, this format should not be unfamiliar to EHOs.

EHOs are also turning to digital solutions themselves to support with their day-to-day work. For example, inspection apps which allow the EHO to create digital inspection reports.

As part of the routine inspection process, an EHO will check to ensure you are correctly implementing your Safety Management System and keeping records. This will include checking to ensure the relevant food hygiene and safety checks have been carried out. Consistently implementing the relevant checks within the Digital Safety App will enable you to provide evidence of this.

During routine inspections, it will be acceptable for you to show an EHO how you use the Digital SMS on your device to complete your compliance checks. Just as would in a Daily Diary, Kitchen log etc.

There is a great reporting mechanism available within the Digital Safety – within a few clicks you will be able to download a PDF report of your daily/weekly or monthly trading checks, including the actions reported and resolved and evidence that the weekly and monthly reviews have been completed.

Can the reports from the Digital Safety App be shared with the EHO to support routine inspections?

Absolutely they can! You can easily generate reports that bring together all your checks for the EHO to review.

The reporting and download feature within the Digital Safety App compiles evidence of your compliance checks and due diligence into a tabulated report, which can be displayed on screen, printed or attached to an email.

You can generate this report based on the dates or timeline you select. This will enable you to demonstrate or evidence your compliance and thus, it is a convenient tool for supporting routine inspections, spot checks, event applications, and formal regulatory investigations, such as allegations of food poisoning.

There are easy to follow instructions within the App which will show you how to generate your report within a few clicks.  You can then display this on screen or email this to the EHO.

But the EHO wants me to use the Safer Food Better Business (SFBB) system?

You are not legally required to use SFBB. Just like you don’t have to use a paper-based system if you prefer to maintain a digital food safety management system.

Whilst it is a legal requirement to have a documented food safety management system based on the principles of Hazard Analysis Critical Control Point (HACCP) the food safety regulations allow you the flexibility to choose the type of HACCP based food safety management system that you want to use. You just need to make sure it is appropriate to the size and complexity of your business and can be properly implemented.

EHOs may recommend the use of SFBB because they are most familiar with this system and may not be aware of the additional support and services that come alongside the NCASS System as part of NCASS membership. For example, compliance support and services with health and safety and fire safety, ongoing advice support and training etc, which are not available in the same way with the SFBB system.

It should not be necessary for an NCASS member who is effectively implementing their SMS, to use the SFBB system.

For more information refer to NCASS guide which compares SFBB with the NCASS Safety Management System.

What if the EHO is still not happy with me using a digital system?

If an EHO has concerns in relation to the content of the Digital Safety App then they are directed to contact us and our Primary Authority partners, Royal Borough of Greenwich, with their feedback. This is in line with the government backed Primary Authority Partnership Scheme.

If you are having difficulty properly implementing the Digital Safety System to demonstrate your food safety controls etc. then please get in touch with us and we will assist you.