Product Recall Program

Product Recall Program

Recall Program

Index

F1 Recall System

1.Recall Procedures

Product Recall Program
CFIA Notification Format RC - 1
Recalled Product Information Record RC - 2
Recall product Customer Distribution Record RC - 3
Recall Notification Form RC - 4
Recall Return Postcard RC - 5
Notice from DistributionCenter to Retailer Form RC - 6
Recall Summary and Evaluation RC - 7
Recall Procedures Checklist RC - 8
Recall Notice Retail Stores RC - 9
Recall Notice Customer Service Representative Form RC - 10
Press Release – Foodborne Illness RC-11
Health Hazard Alert RC - 12
Product Return Slip RC - 13
Press Release – Allergens RC - 14
Mock Recall Procedure
Mock Recall Results RC – 15
Recall Review RC-16
Crises Management Log RC-17

Extra Recall Forms

Customer Contact List

Distribution Contact

Product List

Personnel Phone List

Supplier List

Introduction

Product recall is indicated when a product may represent a health hazard to the consumer. The procedures implemented should effectively remove the product from circulation to prevent its consumption. The product recall procedures should be undertaken by the processor in an efficient and speedy manner.

Definitions

Product Recall

A company’s correction in the field or removal from the market place and distribution channels of products which are subject to regulatory action under the Canadian Food Inspection Agency (CFIA). Product recall is an efficient and effective means of removing sizeable quantities of products from the market place.

Market Withdrawal

A company’s removal or correction of distributed products involving no violation or a minor violation of the Canadian Food Inspection Agency.

Product Recovery

A company’s removal or correction of products that have not left the direct control of the manufacturer or at primary distributor under the firm’s control. It would be a product recall or market withdrawal if the product were in distribution channels.

Recall Classifications

Class I

A situation in which there is a reasonable probability that the use of, or exposure to, a volatile product will cause serious adverse health consequences or death. In a Class I Recall, top priority must be given to the complete and immediate removal of the recalled products from all levels in the distribution chain – all the way down to the consumer level.

Class II

A situation in which the use of, or exposure to, a volatile product may cause temporary adverse health consequences or where the probability of serious adverse health consequences is remote. In a Class II Recall, products must be removed from all levels in the distribution chain.

Class III

A situation in which the use of, or exposure to, a volatile product is not likely to cause adverse health consequences. In a Class III Recall, product must be removed from all levels of the distribution chain.

Once the product is removed from circulation, the recalled product may then be subject to testing, corrective action to ensure compliance, or destruction, depending on the nature of the problem.

Recall Procedures – Recommended Steps

Decision to Recall Products

Assemble the Recall Management Team

Notify the CFIA

Identify all Products to be Recalled

Detain and segregate all products to be

recalled which are in your firm’s control

Prepare the Press Release (if required)

Prepare the Distribution List

Prepare and distribute the Notice of Recall

Verify the effectiveness of the recall

Control the recalled product(s)

Fix the cause of the recall if the

problem occurred at your facility

A recall committee is set up within the company. Each member has specific responsibilities and the order of the activities in which they are taken are described below:

Recall Committee:

Position Primary Person/ Alternate

President / Director of Operations Deborah Cater / Tim Cater

Recall Coordinator Jamie McDougall / Tim Cater

HACCP Coordinator / Plant Manager Jamie McDougall / Lynn Jean

Risk Assessment Tim Cater / Jamie McDougall

Records Lynn Jean / Aaron Kuwica

Shipping Jamie McDougall / Tim Cater

Recall Committee/Alternates

Contact /

Home Phone

Cell Phone

President
Director of Operations
Recall Coordinator
Recall Coordinator (Alternate)
HACCP Coordinator
HACCP Coordinator
(Alternate)
Risk Assessment
Risk Assessment
(Alternate)
Plant Manager.
Asst. Plant Manager (Alternate)
Shipping
Shipping
(Alternate)

Recall Plan

Yes

Recall Coordinator / Recall Committee Members:

Alternate:

*Crisis Management Log (RC-17) should be started and completed.

Step 1 - To investigate consumer/customer complaints and to make preliminary decision as to potential health hazard.

Step 2 – Notify CFIA for classification of recall using the CFIA Notification Format – Form RC – 1

- Notify President

- Notify Director of Operations

Step 3 – Fill in Press Release RC -11 and fax to Crisis Management Team

Step 4 – Complete the Recall Summary and Evaluation Form RC – 7

Step 5 – Contact to Crisis Management Team

Step 6 – Fill out Mock Recall Results Form RC – 15

Recall Procedures Checklist For Recall Coordinaor

Steps

Procedures

Completed

1 / Verification of test results, customer complaints and other information to determine potential health hazard
2 / Recall log started to record decisions, actions and rationale
3 /

Notified CFIA for classification of recall

4 / Notified President
5 / Notified Director of Operations
6 / Press Release form RC –11 filled in and sent to Crisis Management Team for review and release within 2 hours
7 / Recall Summary and Evaluation Form RC – 8 completed
8 / Crisis Management Team kept informed of all actions taken
9 / Fill out Mock Recall Results Form RC - 15
10 / Mock Recall Forms and crises management logs filed

Completed By:______Date:______

HACCP Coordinator / Recall Committee member:

Alternate:

* Crisis Management Log (RC-17) should be started and completed.

Step 1 – Ensure all suspect product on premises is put on HOLD.

Step 2 – Investigate and gather all records of raw materials, mixing sheets, production sheets and test results.

Step 3 – Complete product identification using the Recalled Product

Information Record Form RC – 2.

Step 4 – Determine product distribution. Complete Recalled Product

Customer Distribution Record – Form RC – 3.

Step 5 – Log, test and verify compliance of the returned product.

Step 6 – Fax Press Release Form RC-11 and Health Hazard Alert Form RC-12 to Crisis Management Committee on dedicated fax line. The fax number is 483-1692

Step 7 – Supervise corrective actions and disposition of the recalled product.

Step 8 – Complete Product Return Form RC – 13

Recall Procedures Checklist For HACCP Coordinator

Steps

Procedure

Completed

1 / Separated and isolated all affected batches of ingredients/products – put On Hold signs and log information
2 / Investigated and gathered all records of raw materials, mixing sheets, production sheets, lot identification and test results
3 /

Completed product identification using the Recall Product Information Form RC – 2

4 / Determined product distribution and identified affected customers and completed Customer Distribution Record Form RC -3
5 / Set up appropriate test program to provide technical information and analytical support using in-house lab and 3rd party lab
6 / Logged and verified product return and isolation
7 / Supervised corrective actions and disposition of the recalled product
8 / Completed Product Return Form RC –13

Completed By:______Date:______

Plant Manager / Recall Coordinator: Lynn Jean

Alternate: Aaraon Kuwica

* Crisis Management Log (RC-17) should be started and completed.

Step 1 – Advise recall committee, and senior director of operations of a product recall

Step 2 – Co- ordinate and verify implementation of recall activities and communications.

Complete Recall Procedures Checklist Form RC – 8.

Step 3 – Arrange for product replacement for the customer.

Recall Procedures Checklist For Recall Coordinator

Steps

Procedure

Completed

1 / Advised recall committee and director of operations of product recall and assembled team
2 / Coordinated and verified implementation of recall activities and communications including: cause of problem and corrective action
3 /

Completed Recall Procedures Checklist Form RC - 8

4 / Completed and sent out Urgent Product Recall Form RC – 9
5 / Reviewed production requirements and available staffing to replace product
6 / Arranged for product replacement for the customer
7 / Ensured that corrective action is effective and communicated to all supervisors to prevent reoccurrence of recall
8
9
10

Completed By:______Date:______

President / Recall Committee Member: Debohra Cater

Alternate: Tim Cater

* Crisis Management Log (RC-17) should be started and completed

Step 1 – Notify Crisis Management team.

Step 2 – Issue Press Release to CFIA and Canadian Newswire if necessary

Step 3 – Contact Customer Services with all the necessary information.

Step 4 – Spokesperson for fields all media related questions

Recall Procedures Checklist For President

Steps

Procedure

Completed

1 / Notified Crisis Management Team of Recall to discuss recall strategy in conjunction with legal council and CFIA
2 / Reviewed and Released Press Release Form RC – 11 and Health Hazard Alert RC – 12 to CFIA and Canadian Newswire
3 /

Contacted Customer Service with all necessary information of recall

4 / Spokesperson for fields all media related questions
5
6
7
8
9
10

Completed By:______Date:______

Contact Name and Numbers

Canada News Wire 1-604-669-7764 this number is automatically forwarded after hours to Toronto to ensure 24 hour coverage.

Susan DeStein cell phone 604-802-1451

Susan Postma ext. 1177, cell 881-2405

Risk Assessment / Recall Committee member: Tim Cater

Alternate: Jamie McDougall

* Crisis Management Log (RC-17) should be started and completed

Step 1 – Assess and quantify risk

Step 2 – Notify legal counsel

Step 3 – If the source of the recall may involve malicious contamination – notify Product Tamper Underwriters and follow instructions.

Step 4 – If the general liability exposures exist in excess of $50,000 notify ____

Recall Procedures Checklist For Risk Manager

Steps

Procedure

Completed

1 / Origin of recall was established
2 / Status of possible injuries obtained – notified legal counsel and insurance broker as necessary
3 /

Identified most likely forensic pathway – contact PR advisor, HR department, insurance broker and product tamper U/W, vendor and vendor’s U/W, VIHA and CCGD as necessary

4 / Determined magnitude of exposure to and its customers
5 / Crisis Management Team informed of all necessary information
6
7
8
9
10

Completed By:______Date:______

Contact List and Numbers

Broker:
Liability Underwriters:
Megson Fitzpatrick Inc.
Contact: Ms. Vicki Howe Phone: (250) 595-5212
Fax: (250) 595-2900

Legal Counsel- Liability

MCKIMM & LOTT

Contact: Timothy F. Lott Phone: (250) 656-3961
Fax: (250) 655-3329

Canadian Food Inspection Agency

Recall Coordinator Office 1-604-666-6060

Pager 1-604-775-6085
Lauren Jung – Victoria Office 250-363-3204

Vancouver Island Health Authority

John Younger Office (250) 475-1858
Fax: (250) 475-5130

WHAT TO DO IN A CRISIS

Major distributors

HFS North America Phone: (604) 232-9209

. 21771 Fraserwood Way

Richmond, BCV6W 1J5

HFS North America Phone: 1-905-763-6200

Toronto, Ontario

Records / Recall Committee Member: Lynn Jean

Alternate: Aaraon Kuwic

Step 1 – Notify stores/customers of the situation prior to the initiation of any recall, if possible (i.e. every effort will be made to contact customers while the recall procedures continue).

Step 2 – Send out and collect the following forms from customers involved.

Recall Notification Form RC – 4.

Recall Return Postcard Form RC – 5

Notice from DistributionCenter to Retailer Form RC – 6.

Step 3 – Instruct customers as to what state the product must be returned in, how, and when the product will be picked up. Determine if the replacement product is required, necessary quantity needed and when replacement product will be available.

Step 4 – Complete and send out Customer Service Rep Form RC –10.

Recall Procedures Checklist For Office Administration

Steps

Procedures

Completed

1 / Notified stores and customers of recall situation verbally and by fax
2 / Sent out and collected forms from customers:
Recall Notification Form RC – 4
Recall Return Postcard From RC – 5
Notice from DistributionCenter for Retailer Form RC – 6
3 /

Communicated and directed customers on how the product should be returned and when product will be picked up

4 / Determined if replacement product is needed and when replacement product will be available
5 / Completed and sent out Customer Service Rep Form RC - 10
6
7
8
9
10

Completed By:______Date:______

Shipping/ Recall Committee Member: Jamie McDougall

Alternate: Tim Cater

Step 1 – Provide necessary information regarding production dates, purchasing numbers and suppliers as necessary

Step 2 – Arrange for storage and quarantine for recall product.

Step 3 – Arrange for carriers to pick up product if required.

Step 4 – Isolate returned recalled product. Notify Recall committee where the suspect product is to be held in quarantine.

Step 5 – Product Return Slips are completed and collected upon receipt of returned recalled product.

Step 6 – Keep an inventory of returned recalled product using Recalled Product Distribution Record Form – RC – 3.

Recall Procedures Checklist For Shipping

Steps

Procedures

Completed

1 / Arranged for storage and quarantine for recalled product
2 / Arranged for carriers to pick up recalled product if necessary
3 /

Isolated returned recalled product to designated area

4 / All Product Return Slips were completed and collected upon receipt of returned recalled product
5 / Kept an inventory of returned recalled product using Recalled Product Distribution Record Form RC – 3
6 / Coordinated with HACCP Coordinator proper disposal of recalled product if necessary
7
8
9

Completed By:______Date:______

Preparation of Public Notice

Class I RecallTo avoid damaging publicity, it is in the best interest of the company to notify the insurance company in the event of a Class I Recall. They will be advised of the situation with accuracy, detail and solid facts which only then should the information on the Class I Recall be released to the media.

Class II & IIIFor class II and III, no release to media is necessary

Product Recovery & Disposition

To ensure Product Recall is recovered expediently, an accurate record of the quantity picked up from the customers and the quantity received at must be clearly documented.

Upon receipt, product would be segregated and evaluated. Quantity received would be verified against quantity produced and/or distributed. Information would be recorded on the Product Return Slip.

Termination of Recall

The recall is considered to be complete when satisfactory information on accurate inventory of returned goods and proper disposition of the recalled product is provided. A summary of the corrective measures taken by the company to eliminate manufacturing and distribution processes that caused the recall is required.

Outside Key Contacts

CFIA

Weekdays 8:00AM – 4 :00PM

Pager:(604) 775-6085 (call this number first)

Phone:(604) 666-1707

After Hours – Inspection Manager

Phone:(604) 775-6085

Canada News Wire 1-604-669-7764

Environmental Health Offices

Director – VIHA

Ann Thomas

Phone:519-7065

Chief Medical Officer:

Dr Richard Stanwick

Phone:519-7066 (24 hour number)

Recall Flow Chart

CFIA Notification Format RC-1

Date:

Canadian Food Inspection Agency

Re:Product Removal/Correction

Dear Sir or Madam:

This letter is to apprise you that company xyz has initiated removal/correction of one of our products recently distributed.

A.Product Involved

Identify the product name, size, description and packaging date or code (if available)

B.Reason for Action

Identify in short, simple, non-legal terms the problem with the product.

Example: Contamination-filth in jar.

C.Evaluation of Risks - Provide a brief description of your health hazard evaluation setting out your conclusions regarding the harm and probability of harm.

D.Distribution

Total amount produced, and where and when the product was produced.
The best guess as to the amount of product(s) in distribution channels.
The number of accounts sold (and if requested, identify) and the areas of the country affected.

E.Recall Communications

Provide a copy of the recall communication or proposed recall communication to be sent to the distribution channels and a copy of any proposed press release.

F.Recall Strategy

Provide a short and distinct statement setting out the recall strategy including such things as depth of recall and effectiveness checks.

G.Recall Co-ordinator

Provide name, title, telephone number of company official who would be contacted concerning the recall

Fill in by:HACCP Coordinator

CFIA Notification Format RC-1a

Re:Product Removal/Correction

A.Product Involved - Please identify the following (if available):

Product Name: / Size:
Description: / Packaging Date or Code:

B.Reason for Action

Example: Contamination-filth in jar.

C.Evaluation of Risks

D.Distribution

Total amount produced, and where and when the product was produced.
The best guess as to the amount of product(s) in distribution channels.
The number of accounts sold (and if requested, identify) and the areas of the country affected.

E.Recall Communications - Provide a copy of the recall communication or proposed recall communication to be sent to the distribution channels and a copy of any proposed press release.

F.Recall Strategy - Provide a short and distinct statement setting out the recall strategy including such things as depth of recall and effectiveness checks.

G.Recall Co-ordinator

Name: / Title:
Telephone #: / Alt. Telephone #:

Recalled Product Information Record RC-2

Date:Recall Class:

Time:Product Code:

Product Name:Code Date:

Production Date:

Reason for Recall:

PRODUCTS CONTAINING REWORK OF RECALLED PRODUCT

No. of Cases Rework Used

Product Name

Product Code

Production Date

Code Date

No. of Cases Produced

Date Issued:Revised Date:Signature:

Filled in by: HACCP Coordinator

Recalled Product Customer Distribution Record RC-3

Product Name:Product Code:

Production Date:Code Date:

No. Cases Produced:

Customer Name / Customer No. / Order No. / Date Shipped / No. Cases Shipped / No. Cases Returned

Filled in by: Receiver

Verified by: ______

URGENT – Recall Alert

Recall Notification Form RC-4

Re:Name of Product

Product Code

Production Date

we requests all outside storage facilities and stores to immediately examine existing inventory and segregate the following product(s):

Name of Product / Size / Product Code / Made On / Best Before Date / Date Product Received at Store
1
2
3
4
5

We have recently discovered that the above productsmay show a deficiency, specifically: (A short description of the reason for the recall)

To fulfill our joint responsibility to our consumer to provide a quality and wholesome food product, we would request your assistance in the removal of this product from distribution.

We request that you remove our products from your inventory and segregate and hold all products meeting the size and code description in this notice
Our representative will contact you to arrange for retrieval of the merchandise and to issue a credit to you. Arrangements are being made to ship replacement products to you as soon as possible.
Please inform all staff to direct all questions to Company XYZ, Director of Operations at insert phone number.

Thank you for your cooperation.