SOP n 1 Preparation prior to collection, processing and ... · PDF filekitchen processing, and...

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


To be a generic procedure for the preparation of

materials, kitchen and laboratory environment

Objective


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)


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)


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)


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)


Job description of :

Purchasers

Kitchen / Laboratory staff

Coordinators

Should be noted

Responsibilities


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


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


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


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



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



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


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


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


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°


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


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°


Codification format : CEN-P-COMP-NU :

PROCEDURE



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


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


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 : [email protected]


Dr Jean-Charles Leblanc (FAO)


Dr Philippe Verger (WHO)


THANK YOU FOR YOUR CONTRIBUTIONS!

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