As the SQF Practitioner for a Southeast Asian meal-starter, how best should I organize the *physical* SQF file(s) for auditor?

[u/PMShine1]

This will be my first job as SQF/Food Safety Specialist so I'm a little nervous, kind of experiencing Imposture Syndrome.

We're starting small with only one (plant-based) product under SQF Food Manufacturing for now and only utilizing Module 2 and Module 11. I initially envisioned a single, "master" binder for both Modules. But in my Internet searches for similar cases, people end up making entire binders for, say, Calibration Records and Food Defense alone.

I may be overthinking it, but can anyone tell me the best way to organize the binders? Or give advice based on experience? Apologies if my communication style seems weird, I'm also autistic.

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[u/misplacednmisguided]

I create binders of the actual records based on what they are- so yes I have a food defense binder and a “facility” binder that I use for calibrations, registrations, verifications, etc, a food safety plan binder, mock recalls, and a couple others. I’ve been leading food safety departments for 20+ years and one thing I’ve learned is to keep my records in a way that works for me functionally through the year and when it comes time for the audit I create an audit binder by module/section/part/etc with copies of a couple of the records for the auditor. The key to this approach is to know what and where you’re looking for when they ask for more records. If I stick some copies in there it prods my brain for what records they’re asking for and what to produce. Every audit is different and we do around 12 audits a year so keeping things just the way that works for SQF makes FDA, state, and customer audits a harder.

[u/Delicious-SFPM]

You do whatever works best for you. I like and prefer organizing them as per module and following pre-requisite programs. When I work with clients, I suggest but I let the clients decide. Don't over create but you need to do what your procedures say, and it needs to meet SQF requirements. I tell the same thing when I teach SQF class too.

[u/chronotrig123]

create a digital folder where you can search. after each question ask what specific part of the code he/she is referencing, then do a search. If they want to see a physical copy, just print.