Record Keeping

In accordance with the 2010 Regulations Governing the Sanitation of Food Establishments, there are specific circumstances where various forms of documentation, such as logs, records, or invoices, are required. Required documentation must be kept on-site for a specific amount of time as detailed in the regulations.

In many cases, recordkeeping assists the person in charge of a food establishment to achieve active managerial control by holding employees accountable for monitoring food, equipment and procedures in the facility. Although not required by regulation, such effective record keeping enhances food safety and compliance with the regulations.

The below table provides a list of topics that either require documentation or where documentation is recommended to achieve active managerial control. This information is for general guidance only and does not constitute a complete list of required and recommended documentation.

Required Topic Description Section Available Documentation
x Approved source – the health authority may request records to verify 3-201.11
x Maintaining shellstock identification (tags or labels) 3-203.11
x Preventing contamination from hands (hand washing documentation, if needed) 3-301.11 / Appendix K
Cooking temperatures 3-401 Logs
x Parasite destruction records (freezing temperatures); creation & retention 3-402.11 /
x Thawing (temperature logs verifying compliance) 3-501.13(D)
Cooling 3-501.14 Logs
Refrigeration temperatures 3-501.16 Logs
Hot holding temperatures 3-501.16 Logs
x Time as a public health control logs/documentation 3-501.19
x Specialized processing methods (HACCP Plans/Waivers) 3.502 HACCP Plans
x Cooling and cold holding refrigerator time/temperature records (per submitted HACCP plan) 3.502.13
(2F, 3, 4)
x Waiver modifications (submissions, if needed) 4-101.13 Waiver Requests
x Contents of HACCP plan 4-101.15 HACCP Plans
x Uncategorized food establishment documentation 4-103.11A(4)
Three compartment sink: wash solution temperature 4-204.12 Handouts
Ware washing machines: hot water sanitization temperature 4-204.14(E) Logs
Ware washing machines: chemical sanitizer concentration 4-204.14(F) Logs
Food temperature measuring devices (thermometer calibration) 4-302.13 Logs
Non-food temperature and pressure measuring devices 4-302.14 Logs
x System flushing and disinfection documentation 5-101.12
Hand washing sink water temperature 5-202.11 Handouts
x Scheduling Inspection & Service for Water System Device records 5-206.11
x Restricted Use Pesticides, Criteria (Pest control records) 7-206.11D(6)
x Contents of the Health Permit Application 8-202.13
x Elements of a Compliance Schedule 8-207.11A
x Warehouse Sub-Leases documentation, if needed 9-301.12
x Refrigerated warehouses non-commercial vehicle transportation temperature log 9-303.13B(4)
x Vending machine food transportation vehicle temperature log 9-306.13C(4)
x Warehouse record retention and product inventory 9-401.11
A & B
x Molluscan shellstock HACCP Plan/Molluscan shellstock tank monitoring records & logs 9-401.11C HACCP Plan
x Salvage facilities records/receipts 9-401.11D
x Warehouse receiving temperature logs/records (invoices) 9-401.11E(1)
x Ambient air temperature log of refrigerated compartment of transport vehicles 9-401.11E(2)
x Temperature logs of all refrigeration units within the warehouse 9-401.11E(3)
x Commissary or servicing depot visits log (for mobile food vendor) 10-703
x Catering food temperature logs – prior to transport 12-303.13A
x Catering food temperature logs – upon arrival 12-303.13C
x Farmers Markets food source documentation 13-401.13
x Seasonal permit holder commissary service log 14-303.13
x Seasonal permit commissary PHF temperature log for open food handling-prior to transport 14-303.17B
x Seasonal permit PHF temperature log for open food handling-upon arrival at site 14-303.17C


Updated on: October 10, 2018