Post on 14-Mar-2018
9 May 2017
SOP n°1
Preparation prior to collection,
processing and analysis of samples
Benin Cameroon Mali Nigeria
Guidelines | 27 July 2006 2 |
SCOPE : this procedure is a generic SOP
applicable for the preparation for collection,
kitchen processing, and analysis of food
samples for TDS.
It is intended to be used (possibly after adequate
adaptations) by each national TDS team
Source and scope
Guidelines | 27 July 2006 3 |
To be a generic procedure for the preparation of
materials, kitchen and laboratory environment
Objective
Guidelines | 27 July 2006 4 |
FOOD SHOPPING LIST : detailed list of food
products to be purchased by food item that will
form a representative sample of the total diet
according to the RTDS FOOD LIST.
The shopping list should indicate when appropriate :
Type / Variety / Brand
Number of items / Amount in grams
Places
Frequency / Seasonality
Definitions (1/4)
Guidelines | 27 July 2006 5 |
ASSIGNMENT SHEET :
Shopping plan calendar
1. Dates to go
2. Places to go (city and market or shop)
3. Staff involved
Food preparation plan
1. Dates
2. Which kitchen
3. Staff involved
Definitions (2/4)
Guidelines | 27 July 2006 6 |
COLLECTION REPORT (filled by purchasers) :
1. Date / location / retail type
2. Food identification (food group, food sub-group and food item)
3. Product origine / source / brand / batch number / expiry date
4. Subsample size
5. Subsample packaging and condition when purchased
6. Packaging /conditioning for transport
7. Cost of the subsample
Definitions (3/4)
Guidelines | 27 July 2006 7 |
CONTINGENCY SAMPLES :
Extra samples acquired saved for any future loss or event
PACKING LIST :
Template for writing a general description of the content of each
box or thermal bag
SPECIAL NOTE :
Instructions for corrective actions etc…
Definitions (4/4)
Guidelines | 27 July 2006 8 |
Job description of :
Purchasers
Kitchen / Laboratory staff
Coordinators
Should be noted
Responsibilities
Guidelines | 27 July 2006 9 |
Review the FOOD SHOPPING LIST :
Detailed description
Codification numbers for samples to collect
Total minimum quantity (weight, volume, pieces…)
City, place & date of shopping
Description of alternative food subsamples
Estimated price
PROCEDURE
1. Instruction for purchasers
Guidelines | 27 July 2006 10 |
Create an ASSIGNMENT SHEET taking into account :
Kitchen-laboratory capacity/availability
Time between collection and preparation should
be minimum
Collection time should be minimum
Schedule should be set
Special care in planning collection of perishable
food (2-TUBERS, 4-VEGETABLES, 5-FRUITS, 7-MEAT, 8 EGGS, 9-
FISH, 10 MILK & DAIRY PRODUCTS)
PROCEDURE
1. Instruction for purchasers
Guidelines | 27 July 2006 11 |
Buying :
Different approaches may be used to identify where to
shop in a specific area, depending on available information:
o Consumption data (e.g. FOOD LIST level 3)
o Informations from retailers/caterers
o Random criterion
If a food item (representing a cerain variety/brand) is not
available:
o Purchase similar product/ from similar producer
o If not possible, another product with the highest possible market share
PROCEDURE
Instructions for buying, conditioning and transport
Guidelines | 27 July 2006 12 |
Conditioning :
The PACKING LIST is where you make note of
where each item can be found
Foodstuffs must be protected and placed so that
contamination risk can be avoided
Containers should be in good condition and clean
prior to utilization
PROCEDURE
Instructions for buying, conditioning and transport
Guidelines | 27 July 2006 13 |
Transport :
Containers should remain in good condition during
transport of foodstuffs
If possible, receptables of vehicles used for transporting
the food samples should not be used to transport anything
other than food
If the condition above is not possible, cleaning of vehicle
receptables must be effective prior to loading samples
Where necessary, temperature should be monitored
during transport
PROCEDURE
Instructions for buying, conditioning and transport
Guidelines | 27 July 2006 14 |
SHOPPING LIST
COLLECTION REPORT
City map and route
RTDS SOP 02
ASSIGNMENT SHEET
PACKING LIST
Data on market shares
Small labels (food items)
Bigger labels (plastic bags)
PROCEDURE
Tools for purchasers
Card boxes/ containers for
transit storage
Ice boxes with freezer inserts
Whirl-paks (HDPE bags)
Indelible pens
Freeze tags for sealing bags
Heavy duty adhesive tape
Shopping money
Guidelines | 27 July 2006 15 |
2.1 Prepare a check list with:
Mission Order from national food safety authority
RTDS documents and templates to carry
Packaging material needed (what and quantity)
Labels (type and quantity)
Pens
PROCEDURE
2. Preparation of materials for packing, labelling and storage
FOOD CONTACT MATERIALS SHOULD BE INERT
Guidelines | 27 July 2006 16 |
Labeling instructions:
Mission Order from national food safety authority
RTDS documents and templates to carry
Packaging material needed (what and quantity)
Labels (type and quantity)
Pens
PROCEDURE
2. Preparation of materials for packing, labelling and storage
FOOD CONTACT MATERIALS SHOULD BE INERT
Guidelines | 27 July 2006 17 |
Identification of ice boxes :
Numbered: 1/X, 2/X,…X/X
Labels for food items/bags
PROCEDURE
Instructions for labelling and codification of samples
Labels can can writen on or printed in advance, but spare white labels must be taken « just in case »…
2/4
City DD/MM/YY
RTDS Food Group
RTDS Food sub-group
RTDS Codification N°
Guidelines | 27 July 2006 18 |
Codification format : CEN-P-COMP-NU :
CEN : Centre (Lagos=LAG or Kano=KAN)
P : Périod or sampling campaign (1 or 2)
COMP : Composite (0101 => 1310)
NU : N° subsample (01 => 12)
PROCEDURE
Instructions for labelling and codification of samples
Kano 05/11/16
4 VEGETABLES
4.7 OKRO
N° KAN-1-0407-01
City DD/MM/YY
RTDS Food Group
RTDS Food sub-group
RTDS Codification N°
Guidelines | 27 July 2006 19 |
Codification format : CEN-P-COMP-NU :
PROCEDURE
Instructions for labelling and codification of samples
Guidelines | 27 July 2006 20 |
Cupboards, freezers and deep freezers:
Check availablity of space
Identify shelves
Prepare storage registering sheets (see SOP 04)
Prepare labels for cupboards, freezers etc…
Check availability of sample containers and bags
PROCEDURE
Preparation of storage equipment
Make sure composites and subsamples are clearly identified
Guidelines | 27 July 2006 21 |
Check equipment, utensils and consumables
needed for sample preparation as well as sample
prerequisite (SOP n°4)
Check availability of kitchen and laboratory rooms
for the number of days needed
Book laboratory and kitchen
PROCEDURE
Preparation of kitchen and laboratory environment
Guidelines | 27 July 2006 22 |
Make sure all the templates/registration sheets
needed for collection, reception and sample
preparation phases (see SOP 2, 3 & 4) are already
prepared
Reference of location of files (electronic database,
hard copies etc…).
PROCEDURE
Preparation of files for sample registration
FOR MORE INFORMATION
For more information, please contact the Scientific Committee Secretariat
Luc Ingenbleek (CPC)
Email : ingenbleek@pasteur-yaounde.org
Email : luc.ingenbleek@gmail.com
Dr Jean-Charles Leblanc (FAO)
Email : JeanCharles.Leblanc@fao.org
Dr Philippe Verger (WHO)
Email : vergerp@who.int
THANK YOU FOR YOUR CONTRIBUTIONS!