HACCP: internal and external documentation—what is the difference?

Every HACCP plan has two layers of documents. The first contains records created by the operation itself: policies, procedures, journals, and audit reports. The second contains documents received from outside: supplier certificates, safety data sheets for cleaning products, and laboratory reports. Keep them separate: each has its own retention period and role during an inspection.

Internal documentation

• Food-safety policy: a one-page document signed by the manager.
• HACCP plan: process diagrams, hazard analysis, CCPs, and their limits.
• Kitchen work instructions: handwashing, board labeling, and processing temperatures.
• Journals: hygiene, temperature, cleaning, reject products, and training.
• Internal audit reports and CAPA records.

External documentation

• Declarations and certificates for raw ingredients and packaging.
• Safety data sheets for detergents and disinfectants.
• Contractor reports for pest control and service reports for refrigeration equipment.
• Laboratory test reports for water and surface swabs.
• Contracts with suppliers and carriers.

How to store them

Keep internal documents in a system that shows the edit history and signatures. Store external documents separately, searchable by supplier and the document’s expiry date. WeSetup separates these workflows: external documents have their own tab and access-control tree.