RECORD KEEPING

AIMS OF THE TRAINING GUIDE

This training guide explains:-

• 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?

• 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

• 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

• Health and Safety • Food safety • Fire safety• Licensing• Pest control• Training

H&S Food

Fire Pest

WHAT RECORDS DO WE KEEP?

HEALTH & SAFETY RECORDS

• 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 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:

•Bar & Cellar •COSHH •General•Kitchen•Maintenance •Play areas

FOOD SAFETY RECORDS

• Food Safety Policy• Food handler questionnaire• Pre-employment questionnaire• Food incident form• Training• Temperature records• Cleaning schedules• Food safety audits• HACCP

HACCP

Food

REFER TO BARBOX GUIDE…FOOD SAFETY 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

• 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

• 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

• Records of pest control contractor visits

LICENSING

• 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

•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

• Prison terms - TWELVE MONTHS in the Magistrates Court

• Prison terms - TWO YEARS in Crown Court

HEALTH & SAFETY (OFFENCES) ACT 2008

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!