Packhouse audit and record-keeping requirements
Export-accredited packhouses are audited against performance standards for legislation, training, traceability, hygiene and labelling. This is what auditors look for.
Key points
- Keep audit, accreditation and export certification records for at least two years (Australian export program).
- Designate and train staff for receivals, packing, storage and load-out – and keep the records.
- Demonstrate traceability from accredited block to load-out and keep export-eligible product separate.
- Non-compliance found at an initial audit typically must be fixed within seven calendar days.
How an initial audit runs
- Entry meeting: objectives, scope and process. The manager, or a nominated representative, must attend.
- Documents: the manager provides required records – crop monitoring, trapping, pest and disease control, spray diaries, traceability systems, cleaning and waste programs and records, training program and records.
- Site inspection against the performance standard checklists.
- Findings: any non-compliance is issued in writing with a due date, typically no more than seven calendar days.
Records to keep
- Cleaning and pest control activities
- Receivals and load-out of product
- Staff training (what, when, who)
- Audits, accreditation and export certification – at least two years
Performance standards (Australian example)
| Area | Auditor checks |
|---|---|
| Legislation | Access to protocol/work plan and importing-country requirements; change notification; evidence of accreditation |
| Training | Receival, packing, storage and load-out staff trained; records with content, date and name |
| Traceability | Trace to individual blocks; only accredited product packed for protocol markets; documented system; segregation; trace from receival to dispatch |
| Hygiene & security | Clean premises; documented pest control, waste, routine and start/end-of-season cleaning; product security |
| Packaging & labelling | Correct packaging, clean storage of unused packaging, correct labels (product, block number, packhouse number as required) |
Making it automatic
Producepak records receivals, batch inputs, storage and load-out by scan, prints protocol labels and keeps QC and cleaning checklists, so most audit evidence is produced as a by-product of daily work.
Frequently asked questions
How long must packhouse records be kept?
For Australian export accreditation, at least two years. Other schemes and countries differ; check your program.
What happens if an auditor finds a non-compliance?
An advisory finding is issued in writing describing the issue and a due date for rectification, typically within seven calendar days.
