IFS Audit Checklist - Food Standard V8

Use this IFS Audit Checklist template to conduct internal assessments and ensure compliance with the requirements of the IFS Food Standard Version 8.

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IFS Audit Checklist - Food Standard V8

3.1 Human Resources

3.2 Personal Hygiene

3.3 Training And Instruction

7. 3.3.2 Do the documented training and/or instruction programs apply to all personnel, including seasonal and temporary workers and employees from external companies, employed in the respective work area, and are they trained/instructed in accordance with these programs upon employment and before commencing work?

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3.4 Staff Facilities

3. 3.4.3 Are changing rooms located to allow direct access to the areas where unpacked food products are handled, or are alternative measures implemented and maintained to minimize product contamination risks when infrastructure does not allow direct access? Are outdoor clothing and protective clothing stored separately, or are alternative measures implemented and maintained to prevent contamination risks?

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4. 3.4.4 Do toilets neither have direct access to nor pose contamination risks to areas where products are handled? Are toilets equipped with adequate hand washing facilities and proper ventilation, either natural or mechanical? Is mechanical airflow from a contaminated area to a clean area avoided?

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4.1 Customer Focus And Contract Agreement

9. 4.1.4 In accordance with customer requirements, does the senior management inform affected customers as soon as possible of any issue related to product safety or legality, including deviations and non-conformities identified by competent authorities?

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4.2 Specifications And Formulas - 4.2.1 Specifications

2. 4.2.1.2 a Is there a documented, implemented, and maintained procedure to control the creation, approval, and amendment of specifications, including, where required, the acceptance of the customer(s)? Does this procedure include the update of finished product specifications in case of any modification related to raw materials?

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3. 4.2.1.2 b Is there a documented, implemented, and maintained procedure to control the creation, approval, and amendment of specifications, including, where required, the acceptance of the customer(s)? Does this procedure include the update of finished product specifications in case of any modification related to formulas/recipes?

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4. 4.2.1.2 c Is there a documented, implemented, and maintained procedure to control the creation, approval, and amendment of specifications, including, where required, the acceptance of the customer(s)? Does this procedure include the update of finished product specifications in case of any modification related to processes impacting the finished products?

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5. 4.2.1.2 d Is there a documented, implemented, and maintained procedure to control the creation, approval, and amendment of specifications, including, where required, the acceptance of the customer(s)? Does this procedure include the update of finished product specifications in case of any modification related to packaging materials impacting the finished products?

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4.3 Product Development/Product Modification/Modification Of Production Processes

3. 4.3.3 Does the development and/or modification process result in specifications about the formulation, rework, packaging materials, manufacturing processes, and compliance with food safety, product quality, legality, authenticity, and customer requirements, including factory trials, product testing, and process monitoring? Are the progress and results of product development/modification recorded?

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4. 4.3.4 Are shelf life tests or appropriate validation through microbiological, chemical, and organoleptic evaluation carried out, considering product formulation, packaging, manufacturing, and declared conditions? Is the shelf life defined in accordance with this evaluation?

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4.4 Purchasing

1. 4.4.1 Is there a documented, implemented, and maintained procedure for sourcing raw materials, semi-finished products, and packaging materials, including approval and monitoring of suppliers (internal and external) which contains, raw materials and/or suppliers’ risks?

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14. 4.4.4 When a part of the product processing and/or primary packing and/or labeling is outsourced, is this documented in the food safety and quality management system, and are such processes controlled to guarantee that food safety, product quality, legality, and authenticity are not compromised? Are controls of outsourced processes identified and documented, and when required by the customer, is there evidence that they have been informed and have agreed to such outsourced processes?

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4.5 Product Packaging

1. 4.5.1a Are key parameters for the packaging materials defined in detailed specifications based on risks and intended use, ensuring compliance with current relevant legislation and other relevant hazards or risks? Is the suitability of food contact packaging materials and the existence of functional barriers validated for each relevant product, monitored, and demonstrated by tests/analyses such as organoleptic tests?

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2. 4.5.1b Are key parameters for the packaging materials defined in detailed specifications based on risks and intended use, ensuring compliance with current relevant legislation and other relevant hazards or risks? Is the suitability of food contact packaging materials and the existence of functional barriers validated for each relevant product, monitored, and demonstrated by tests/analyses such as storage testing?

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3. 4.5.1c Are key parameters for the packaging materials defined in detailed specifications based on risks and intended use, ensuring compliance with current relevant legislation and other relevant hazards or risks? Is the suitability of food contact packaging materials and the existence of functional barriers validated for each relevant product, monitored, and demonstrated by tests/analyses such as chemical analyses?

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4. 4.5.1d Are key parameters for the packaging materials defined in detailed specifications based on risks and intended use, ensuring compliance with current relevant legislation and other relevant hazards or risks? Is the suitability of food contact packaging materials and the existence of functional barriers validated for each relevant product, monitored, and demonstrated by tests/analyses such as migration test results?

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5. 4.5.2 For all packaging materials that could impact products, are declarations of compliance documented, attesting to compliance with legal requirements? If no specific legal requirements apply, is evidence maintained to ensure that packaging materials are suitable for use, including for materials influencing raw materials, semi-finished, and finished products?

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6. 4.5.3 Do used packaging and labeling correspond to the product being packed and comply with agreed customer product specifications, with labeling information being legible and indelible, and monitored and documented at least at the start and end of a production run as well as at every product changeover?

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4.6 Factory Location

1. 4.6.1 Is the potential adverse impact on food safety and/or product quality from the factory environment (e.g., ground, air) investigated, with documented measures implemented and reviewed for effectiveness at least once within a 12-month period or whenever significant changes occur?

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4.7 Factory Exterior

4.8 Plant Layout And Process Flow

8. 4.8.2 Is the process flow from receipt of goods to dispatch implemented, maintained, reviewed, and modified as necessary to ensure that microbiological, chemical, and physical contamination risks of raw materials, packaging materials, semi-finished, and finished products are avoided, with cross-contamination risks minimized through effective measures?

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4.9 Production And Storage Premises - 4.9.1 Constructional Requirements

4.9.2 Walls

4.9.3 Floors

2. 4.9.3.2 Is the hygienic disposal of water and other liquids ensured? Are drainage systems designed, constructed, and maintained to minimize product contamination risks (e.g., entry of pests, areas sensitive to the transmission of odor or contaminants) and are they easy to clean?

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4.9.4 Ceilings/Overheads

1. 4.9.4.1 Are ceilings (or, where no ceilings exist, the inside of roofs) and overhead fixtures (including piping, cableway, lamps, etc.) designed, constructed, and maintained to minimize the accumulation of dirt and condensation, and do they not pose any physical and/or microbiological contamination risks?

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4.9.5 Windows And Other Openings

4.9.6 Doors And Gates

4.9.7 Lighting

4.9.8 Air Conditioning/Ventilation

4.9.9 Water

4.9.10 Compressed Air And Gases

4.10 Cleaning And Disinfection

4.11 Waste Management

4.12 Foreign Material And Chemical Risk Mitigation

12. 4.12.4 Where metal and/or other foreign material detectors are required, are they installed to ensure maximum efficiency of detection to prevent subsequent contamination, and are detectors maintained at least once within a 12-month period or whenever significant changes occur?

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13. 4.12.5 Is the accuracy of all equipment and methods designed to detect and/or eliminate foreign materials specified, and are functionality tests of such equipment and methods carried out on a risk-based frequency? In case of malfunction or failure, is the impact on products and processes assessed?

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15. 4.12.7 In areas where raw materials, semi-finished, and finished products are handled, is the use of glass and/or brittle materials excluded, and where their presence cannot be avoided, are risks controlled, and are the materials clean and posing no risks to product safety?

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17. 4.12.9 Are procedures documented, implemented, and maintained to describe the measures to be taken in case of glass breakage and/or brittle materials, including identifying the scope of goods to be isolated, specifying authorized personnel, cleaning and disinfection of the production environment, and releasing the production line for continued production?

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4.13 Pest Monitoring And Control

11. 4.13.3 When a third-party service provider is hired for pest control, are all requirements documented in the service contract, and is a competent person at the company appointed to monitor pest control activities? Even if outsourced, are responsibilities for necessary actions, including ongoing supervision of pest control activities, retained within the company?

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4.14 Receipt And Storage Of Goods

6. 4.14.6 When a third-party storage service provider is hired, is the service provider certified to IFS Logistics or any other GFSI-recognized certification standard covering the respective scope of activity, or do they fulfill all relevant requirements equivalent to the company’s own storage practices as defined in the contract?

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4.15 Transport

15. 4.15.7 When a third-party transport service provider is hired, is the service provider certified for IFS Logistics or any other GFSI-recognized certification standard covering the respective scope of activity, or do they fulfill all relevant requirements equivalent to the company’s own transport practices as defined in the contract?

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4.16 Maintenance And Repair

1. 4.1.6.1 Is a maintenance plan documented, implemented, and maintained for all critical equipment (including transport and storage premises) to ensure food safety, product quality, and legality, covering both internal maintenance activities and service providers? Does the maintenance plan include responsibilities, priorities, and due dates?

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6. 4.1.6.6 When a third-party maintenance and repair service provider is hired, are all company requirements regarding material, equipment, and operational rules defined, documented, and maintained in the service contract to prevent product contamination?

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4.17 Equipment

4.18 Traceability

1. 4.1.8.1 Is a traceability system documented, implemented, and maintained that enables the identification of product lots and their relation to batches of raw materials, food contact packaging materials, and/or materials carrying legal and/or relevant food safety information?

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7. 4.1.8.2 Is the traceability system, including mass balance, tested at least once within a 12-month period or whenever significant changes occur, with test samples reflecting the complexity of the product range? Are test records available that demonstrate upstream and downstream traceability (from delivered products to raw materials, and vice versa)?

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8. 4.1.8.3 Can traceability from finished products to raw materials and customers be performed within four (4) hours maximum, with test results and timeframe for obtaining information recorded and necessary actions taken? Are timeframe objectives compliant with customer requirements if less than four (4) hours are required?

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9. 4.1.8.4 Is labeling of semi-finished or finished product lots done at the time when goods are directly packed to ensure clear traceability, and where goods are labeled later, are temporarily stored goods marked with a specific lot labeling? Is the shelf life of labeled goods defined using the original production batch?

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10. 4.1.8.5 If required by the customer, are identified representative samples of the manufacturing lot or batch number stored appropriately and kept until the expiration of the “Use by” or “Best before” date of the finished products, and if necessary, for a determined period beyond this date?

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4.19 Allergen Risk Mitigation

1. 4.19.1 Is a risk assessment performed for all raw materials to identify allergens requiring declarations, including accidental or technically unavoidable cross-contaminations of legally declared allergens and traces, with this information available and documented for relevant countries of sale? Is a continuously up-to-date listing of all raw materials containing allergens used on the premises maintained, including identification of all blends and formulas to which such raw materials containing allergens are added?

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8. 4.19.3 Are finished products containing allergens that require declarations declared in accordance with legal requirements, with accidental or technically unavoidable cross-contaminations of legally declared allergens and traces labeled? Is the decision risk-based, considering potential cross-contamination with allergens from raw materials processed in the company?

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4.20 Food Fraud

2. 4.20.2 Is a documented food fraud vulnerability assessment, including assessment criteria, implemented and maintained, covering all raw materials, ingredients, packaging materials, and outsourced processes to determine risks of fraudulent activity such as substitution, mislabelling, adulteration, or counterfeiting?

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4.21 Food Defense

5.1 Internal Audits

1. 5.1.1 Is an effective internal audit program documented, implemented, and maintained, ensuring that all requirements of the IFS Standard are audited? Is this activity planned within a 12-month period and executed within 15 months? Does the company have a risk assessment for auditing activities critical to food safety and product quality more frequently, including off-site storage locations owned or rented by the company?

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5.2 Site Factory Inspections

5.3 Process Validation And Control

2. 5.3.2 Are process parameters (such as temperature, time, pressure, and chemical properties) that are essential for food safety and product quality monitored, recorded continuously and/or at appropriate intervals, and secured against unauthorized access and/or change?

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5.4 Calibration, Adjustment, And Checking Of Measuring And Monitoring Devices

4. 5.4.3 Are all measuring devices used exclusively for their defined purpose? If a malfunction is indicated by the results of measurements or the status of the device, is the device immediately repaired or replaced? Is the impact on processes and products assessed to identify whether non-conforming products have been processed?

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5.5 Quantity Control Monitoring

5.6 Product Testing And Environmental Monitoring

9. 5.6.3 Are analyzes relevant for food safety preferably performed by laboratories with appropriate accredited programs/methods (ISO/IEC 17025)? If analyses are performed internally or by a laboratory without appropriate accredited programs/methods, are the results cross-checked with test results from accredited laboratories at least once within a 12-month period or whenever significant changes occur?

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11. 5.6.5 Are results of analyses evaluated in a timely manner by competent personnel? Are immediate corrections implemented for any unsatisfactory results? Based on risks and legal requirements, is the frequency for reviewing testing and monitoring plan results defined to identify trends? When unsatisfactory trends are identified, is the impact on processes and products assessed, and is the need for actions evaluated?

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13. 5.6.7 For monitoring the quality of the finished product, are internal organoleptic tests carried out according to specifications and related to the impact on respective parameters of product characteristics? Are the results of these tests documented?

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5.7 Product Release

1. Is there a documented, implemented, and maintained procedure for quarantine (blocking/hold) to ensure that only raw materials, semi-finished and finished products, and packaging materials complying with food safety, product quality, legality, authenticity, and customer requirements are processed and delivered?

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5.8 Management Of Complaints From Authorities And Customers

5.9 Management Of Product Recalls, Product Withdrawals And Incidents

8. 5.9.2 Is the procedure for recalls/withdrawals subject to internal testing, covering the end-to-end process? Is this activity planned within a 12-month period, and does its execution not exceed 15 months? Is the outcome of the test reviewed for continuous improvement?

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5.10 Management Of Non-conforming Products

5.11 Management Of Deviations, Non-conformities, Corrections And Corrective Actions

1. 5.11.1 Is there a documented, implemented, and maintained procedure for the management of corrections and corrective actions, including the recording, analysis, and communication of deviations, non-conformities, and non-conforming products? Does this procedure aim to close deviations and/or non-conformities and avoid recurrences via corrective actions? Does it include a root cause analysis, at least for deviations and non-conformities related to safety, legality, authenticity, and/or recurrence of deviations and non-conformities?

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1.1 Policy

IFS Audit Checklist - Food Standard V8

Use this IFS Audit Checklist template to conduct internal assessments and ensure compliance with the requirements of the IFS Food Standard Version 8.

1. 3.1.1 Do all personnel performing work that affects product safety, quality, legality, and authenticity have the required competence, appropriate to their role, as a result of education, work experience, and/or training?

2. 3.1.2 Are the responsibilities, competencies, and job descriptions for all job titles with an impact on food safety and product quality documented, implemented, and maintained? Is the assignment of key roles defined?

1. 3.2.1.a Are risk-based requirements relating to personal hygiene documented, implemented, and maintained, covering hair and beards?

2. 3.2.1.b Are risk-based requirements relating to personal hygiene documented, implemented, and maintained, covering protective clothing (including conditions of use in staff facilities)?

3. 3.2.1.c Are risk-based requirements relating to personal hygiene documented, implemented, and maintained, covering hand washing, disinfection, and hygiene?

4. 3.2.1.d Are risk-based requirements relating to personal hygiene documented, implemented, and maintained, covering eating, drinking, smoking/vaping, or other use of tobacco?

5. 3.2.1.e Are risk-based requirements relating to personal hygiene documented, implemented, and maintained, covering actions to be taken in case of cuts or skin abrasions?

6. 3.2.1.f Are risk-based requirements relating to personal hygiene documented, implemented, and maintained, covering fingernails, jewelry, false nails/eyelashes, and personal belongings (including medicines)?

7. 3.2.1.g Are risk-based requirements relating to personal hygiene documented, implemented, and maintained, covering the notification of infectious diseases and conditions impacting food safety via a medical screening procedure?

8. 3.2.2 Do all relevant personnel, contractors, and visitors understand and apply the requirements for personal hygiene?

9. 3.2.3 Is compliance with personal hygiene requirements monitored with a frequency based on risks, but at least once within a 3-month period?

10. 3.2.4 Is a risk-based program implemented and maintained to control the effectiveness of hand hygiene?

11. 3.2.5 Are visible jewelry (including piercings) and watches not worn, with any exceptions comprehensively evaluated based on risks and effectively managed?

12. 3.2.6.a Are cuts and skin abrasions covered with plasters/bandages that do not pose contamination risks and are they waterproof and colored differently from the product color?

13. 3.2.6.b Where appropriate, do plasters/bandages contain a metal strip?

14. 3.2.6.c Where appropriate, are single-use gloves worn?

15. 3.2.7 In work areas where wearing headgear and/or a beard snood is required, is the hair completely covered to prevent product contamination?

16. 3.2.8 Are usage rules implemented for work areas/activities where it is required to wear gloves (colored differently from the product color)?

17. 3.2.9 Is adequate protective clothing provided in sufficient quantity for each employee?

18. 3.2.10 Is all protective clothing thoroughly and regularly laundered in-house, by approved contractors, or by employees, with this decision documented and based on risks?

19. Do the requirements related to laundry ensure sufficient segregation between dirty and clean clothing at all times?

20. Do the requirements related to laundry ensure appropriate laundering conditions, including water temperature and detergent dosage?

21. Do the requirements related to laundry ensure the avoidance of contamination until use?

22. Do the requirements related to laundry include monitoring of laundering effectiveness?

23. 3.2.11 In case of any health issue or infectious disease that may impact food safety, are actions taken to minimize contamination risks?

1. 3.3.1.a Are documented training and/or instruction programs implemented with respect to product and process requirements and the training needs of employees, based on their jobs, and do they include training contents?

2. 3.3.1.b Are documented training and/or instruction programs implemented with respect to product and process requirements and the training needs of employees, based on their job, and do they include training frequency?

3. 3.3.1.c Are documented training and/or instruction programs implemented with respect to product and process requirements and the training needs of employees, based on their job, and do they include employee tasks?

4. 3.3.1.d Are documented training and/or instruction programs implemented with respect to product and process requirements and the training needs of employees, based on their job, and do they include languages?

5. 3.3.1.e Are documented training and/or instruction programs implemented with respect to product and process requirements and the training needs of employees, based on their job, and do they include a qualified trainer/tutor?

6. 3.3.1.f Are documented training and/or instruction programs implemented with respect to product and process requirements and the training needs of employees, based on their job, and do they include evaluation of training effectiveness?

8. 3.3.3.a Are records of all training/instruction events available, stating the list of participants (including their signature)?

9. 3.3.3.b Are records of all training/instruction events available, stating the date?

10. 3.3.3.c Are records of all training/instruction events available, stating the duration?

11. 3.3.3.d Are records of all training/instruction events available, stating the contents of the training?

12. 3.3.3.e Are records of all training/instruction events available, stating the name of the trainer/tutor?

13. Is there a procedure or program documented, implemented, and maintained to prove the effectiveness of the training and/or instruction programs?

14. 3.3.4.a Are the contents of training and/or instruction reviewed and updated when necessary, with special consideration given to food safety?

15. 3.3.4.b Are the contents of training and/or instruction reviewed and updated when necessary, with special consideration given to product authenticity, including food fraud?

16. 3.3.4.c Are the contents of training and/or instruction reviewed and updated when necessary, with special consideration given to product quality?

17. 3.3.4.d Are the contents of training and/or instruction reviewed and updated when necessary, with special consideration given to food defense?

18. 3.3.4.e Are the contents of training and/or instruction reviewed and updated when necessary, with special consideration given to food-related legal requirements?

19. 3.3.4.f Are the contents of training and/or instruction reviewed and updated when necessary, with special consideration given to product/process modifications?

20. 3.3.4.g Are the contents of training and/or instruction reviewed and updated when necessary, with special consideration given to feedback from previous documented training/instruction programs?

1. 3.4.1 Are adequate staff facilities provided that are proportional in size, equipped for the number of personnel, and designed and controlled to minimize food safety risks? Are such facilities maintained in a way to prevent contamination?

2. 3.4.2 Are product contamination risks from food and drink and/or foreign materials minimized, considering food and drink from vending machines, canteens, and/or brought to work by personnel?

5. 3.4.5.a Are hand hygiene facilities provided that address an adequate number of wash basins?

6. 3.4.5.b Are hand hygiene facilities provided that are suitably located at access points to and/or within production areas?

7. 3.4.5.c Are hand hygiene facilities provided that are designated for cleaning hands only?

8. 3.4.5.d Is the necessity of similar equipment in other areas (e.g., packing area) based on risks?

9. 3.4.6.a Do hand hygiene facilities provide running potable water at an adequate temperature?

10. 3.4.6.b Do hand hygiene facilities provide adequate cleaning and disinfection equipment?

11. 3.4.6.c Do hand hygiene facilities provide adequate means for hand drying?

12. 3.4.7.a Where higher hygiene control is required, does the hand washing equipment provide hand contact-free fittings?

13. 3.4.7.b Where higher hygiene control is required, does the hand washing equipment provide hand disinfection?

14. 3.4.7.c Where higher hygiene control is required, does the hand washing equipment provide a waste container with a hand contact-free opening?

15. 3.4.8 Where needed, are cleaning and disinfection facilities available and used for boots, shoes, and further protective clothing?

1. 4.1.1 Is a procedure implemented and maintained to identify fundamental needs and expectations of customers, with feedback used as input for the company’s continuous improvement?

2. 4.1.2 Are all requirements related to food safety and product quality, within the customer agreement and any revisions of these clauses, communicated to and implemented by each relevant department?

3. 4.1.3 a Where there are customer agreements related, are the requirements for the product recipe (including raw materials characteristics) being complied with?

4. 4.1.3 b Where there are customer agreements related, is the process being adhered to as specified in the customer agreement?

5. 4.1.3 c Where there are customer agreements related, are the technological requirements outlined in the customer agreement being met?

6. 4.1.3 d Where there are customer agreements related, are the testing and monitoring plans specified in the customer agreement being followed?

7. 4.1.3 e Where there are customer agreements related, is the packaging meet the requirements set forth in the customer agreement?

8. 4.1.3 f Where there are customer agreements related, is the labeling in compliance with the specifications provided in the customer agreement?

9. 4.1.4 In accordance with customer requirements, does the senior management inform affected customers as soon as possible of any issue related to product safety or legality, including deviations and non-conformities identified by competent authorities?

1. 4.2.1.1 Are specifications documented and implemented for all finished products, ensuring they are up-to-date, unambiguous, and in compliance with legal and customer requirements?

6. 4.2.1.3 Are specifications documented and implemented for all raw materials (ingredients, additives, packaging materials, rework), ensuring they are up-to-date, unambiguous, and in compliance with legal and customer requirements?

7. 4.2.1.4 Are specifications and/or their contents available on-site for all relevant personnel?

8. 4.2.1.5 Where products are requested to be labeled and/or promoted with a claim or where certain methods of treatment or production are excluded, are measures implemented to demonstrate compliance with such statements?

1. 4.3.1 Is there a documented, implemented, and maintained procedure for the development or modification of products and/or processes, including, at a minimum, a hazard analysis and assessment of associated risks?

2. 4.3.2 Does the procedure ensure that labeling complies with current legislation of the destination country/ies and customer requirements?

4. 4.3.4 Are shelf life tests or appropriate validation through microbiological, chemical, and organoleptic evaluation carried out, considering product formulation, packaging, manufacturing, and declared conditions? Is the shelf life defined in accordance with this evaluation?

5. 4.3.5 Are recommendations for preparation and/or instructions for the use of food products related to food safety and/or product quality validated and documented?

6. 4.3.6 Is nutritional information or claims declared on labeling validated through studies and/or tests throughout the shelf life of the products?

1. 4.4.1 Is there a documented, implemented, and maintained procedure for sourcing raw materials, semi-finished products, and packaging materials, including approval and monitoring of suppliers (internal and external) which contains, raw materials and/or suppliers’ risks?

2. 4.4.1a Does the procedure include the assessment of raw materials and/or suppliers’ risks?

3. 4.4.1b Does the procedure specify required performance standards (e.g., certification, origin)?