What records do I need to keep for food safety compliance?

What records do I need to keep for food safety compliance?

Effective record-keeping is a core requirement of any Food Safety Program and a key indicator for auditors that your food safety system is actually being followed — not just documented on paper. Standard 3.2.1 of the Food Standards Code requires businesses with an FSP to maintain and retain records that demonstrate compliance.

Essential records for NSW food businesses

• Temperature monitoring records: Daily cool room/fridge temperatures, cooking temperatures, hot holding temperatures, delivery temperatures
• Cleaning and sanitising records: Completed cleaning schedules, sanitiser concentration records
• Corrective action records: Documentation of every food safety deviation and the action taken
• Staff training records: Food handler competency records, FSS certificate, induction records
• Supplier records: Supplier approvals, delivery dockets, incoming goods checks
• Pest control records: Contractor reports, baiting logs, evidence of remedial actions
• Calibration records: Thermometer calibration records (at minimum, ice-point test records)
• Internal audit records: Completed audit checklists and findings
• Review records: Evidence that your FSP has been reviewed annually

How long must records be kept?

Standard 3.2.1 requires records to be kept for a minimum of 3 months after the relevant activity. However, best practice is to retain records for at least 12 months to cover any potential investigation, recall, or legal action.

Paper vs digital records

Both paper and digital records are acceptable. Digital records (apps, spreadsheets, or food safety management software) can improve consistency and make retrieval easier during audits. AMES Food Advisory can advise on record-keeping systems suited to your business size and budget.