Records show that temperature control is actually working. They should be simple, readable and proportionate to the risk in the business.
In short: record the result, date and time, measurement location, responsible person and response to any deviation. Set monitoring frequency and retention in the HACCP procedure; there is no single rule for every food business.
What should be recorded?
| Record | Minimum useful information |
|---|---|
| Temperature | Date, time, room or instrument, result and person taking the reading |
| Alarms and deviations | Start and finish time, recorded values and affected product |
| Corrective actions | Batch assessment, decision, approving person and root-cause action |
| Instrument checks | Thermometer ID, reference or method, result and next due date |
| Maintenance and cleaning | Task, date, person or contractor and any defect found |
A useful entry answers: what happened, when, where, who checked it and what they did. Never overwrite an old result without leaving an audit trail.
How often should you measure?
Frequency comes from risk assessment. One or two manual readings may suit a straightforward operation, but cannot show a short rise between checks. Higher-risk storage may need continuous logging with alarms and a regular review of data.
Do not interpret only the air display without knowing where the sensor is. During an excursion, the product temperature may also need to be measured with the correct method.
The Frostbox HACCP annex provides a template with two readings per day. It is a useful starting form for an Algor room, but the site's procedure may require more frequent checks or continuous monitoring. A logger does not remove the need for a person to review alarms and respond.
How should the record be maintained?
- use stable room names and sensor identifiers;
- include the unit and record the actual value without rounding it “into compliance”;
- on paper, cross out an error with one line, enter the correction and sign it;
- in an electronic system, keep user permissions and change history;
- link an alarm to its corrective-action record;
- back up electronic data and verify that it can be restored.
Example of a completed log for one chilled zone with three readings a day. The 19:00 reading on 21/06 is above the limit, so the same row records the corrective action:
| Date | Time | Zone | Reading | Target | Init. | Action |
|---|---|---|---|---|---|---|
| 21/06 | 07:00 | Cold A | 3.2 °C | ≤ 4 °C | MK | — |
| 21/06 | 13:00 | Cold A | 3.6 °C | ≤ 4 °C | MK | — |
| 21/06 | 19:00 | Cold A | 8.1 °C | ≤ 4 °C | MK | Door fix |
| 22/06 | 07:00 | Cold A | 3.4 °C | ≤ 4 °C | AS | — |
| 22/06 | 13:00 | Cold A | 3.5 °C | ≤ 4 °C | AS | — |
| 22/06 | 19:00 | Cold A | 3.3 °C | ≤ 4 °C | AS | — |
What should be ready for an inspection?
The responsible person should be able to provide the current procedure, recent readings, alarm history, thermometer checks and evidence that previous deviations were closed. A stack of blank forms does not prove control; the important parts are continuous records and a documented response to exceptions.
Regulation 852/2004 requires documentation proportionate to the nature and size of the business. It does not create a universal rule to retain every record for “two years beyond product shelf life”. Define retention from sector law, product life, customer requirements and traceability needs.
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The record template must match the procedure adopted by the business.
