An Overview of the GLOBALG.A.P. Chain of Custody Requirements for Retail and Restaurants

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This article briefly overviews the requirements for retail and restaurants for the GLOBALG.A.P. Chain of Custody standard.

Retail stores and restaurant operators are pivotal in ensuring the integrity of certified products. This comprehensive guide outlines the Chain of Custody (CoC) Standard requirements specifically tailored for these entities, providing actionable steps to ensure compliance and maintain product quality.

Implementing the GlobalG.A.P. Chain of Custody (CoC) standard is essential for retail stores and restaurant operators to ensure the integrity and traceability of certified products. This guide provides a step-by-step approach to help you understand and implement the requirements effectively.

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Understanding the Chain of Custody Standard

Purpose

  • Consumer Assurance: Ensures that products labelled as GlobalG.A.P. certified are genuinely certified and sourced from certified producers.
  • Prevention of Mixing: Guarantees that certified products are kept separate from uncertified products throughout the supply chain.

Scope

The Chain of Custody certification is mandatory for retail stores and restaurants selling bulk products from GlobalG.A.P. certified production processes.

Visit the GLOBALG.A.P. Chain of Custody Page here.

Key Requirements for Retailers and Restaurants

1. Management Structure

A well-defined management structure ensures that Chain of Custody (CoC) requirements are met consistently across all locations.

1.1 License Agreement:

  • GLOBALG.A.P. (GGN) Label Logo: Ensure you have a valid license agreement to use the GLOBALG.A.P. (GGN) label logo, which signifies compliance with GLOBALG.A.P. standards.

1.2 Centralised Control:

  • Management Oversight: Operate under a centralised management structure to oversee compliance with Chain of Custody (CoC) standards across all stores and restaurants.
  • Site Ownership: Maintain ownership or franchise relationships with all sites handling certified products, ensuring they adhere to Chain of Custody (CoC) standards.

1.3 Staff Training:

  • Training Programmes: Implement comprehensive training programs for staff to understand Chain of Custody CoC procedures and the importance of certified products.
  • Continuous Learning: Encourage staff to participate in workshops and training sessions to stay updated on best practices and regulatory changes.

2. Input Verification

Input verification is critical for confirming that only certified products are sold.

2.1 Product Verification:

  • Verification Process: For each certified product, verify that the product and quantity received match the information in the delivery documents. Maintain logs or other proof of verification.
  • Responsibility Assignment: Assign specific staff members to be responsible for verifying incoming products and maintaining records.

2.2 Handling Non-Certified Products:

  • Immediate Classification: Immediately classify products ordered as certified but delivered without the necessary documentation as non-certified and handle them accordingly.
  • Corrective Action Procedures: Establish procedures for corrective actions when discrepancies occur, including communication with suppliers.

3. Traceability

A robust traceability system ensures that certified products can be tracked throughout the supply chain.

3.1 Segregation/Identity Preservation:

  • Method Implementation: Implement the segregation method (allowing the mixing of certified products from multiple producers) or the identity preservation method (maintaining distinct identities of accredited products).
  • Documentation of Methods: Document the chosen method and ensure all staff are trained to apply it effectively.

3.2 Accurate Records:

  • Traceability Records: Maintain complete and unaltered records showing the identity and quantities of certified products received and sold during a given period.
  • Regular Audits: Conduct regular audits of traceability systems to ensure compliance and identify areas for improvement.

Download the CoC standard here.

4. Identification and Display

Proper identification and display of certified products are crucial for consumer transparency.

4.1 Supplier Communication:

  • Certified Supplier List: Communicate a list of certified suppliers to consumers at the retail counter, ensuring they are correctly identified with either GLOBALG.A.P. Numbers or Chain of Custody Numbers.
  • Consumer Awareness: To enhance transparency, consumers should be provided with information about the significance of GLOBALG.A.P. Numbers and Chain of Custody Numbers.

4.2 Product Labeling:

  • Minimum Information Requirement: Ensure that retail consumer items sold in bulk contain minimum required information, including the GLOBALG.A.P. Number label logo and product details.
  • Display Compliance: Regularly review display labels and tags to ensure compliance with Chain of Custody standards.

5. Compliance Procedures

Establishing compliance procedures helps mitigate risks associated with non-compliance.

5.1 Withdrawal/Recall Plan:

  • Product Recall Procedure: Develop a documented plan for product withdrawals or recalls, detailing the type of events that may trigger a recall and the responsibilities of the staff involved.
  • Annual Testing: Test the recall plan annually to ensure its effectiveness, documenting the results of these tests.

5.2 Monitoring Additional Requirements:

  • Supplier Compliance: If using the GLOBALG.A.P. Number label logo subject to additional requirements, ensure that suppliers meet those requirements and monitor compliance regularly.
  • Documentation of Compliance: Maintain records of supplier compliance with additional requirements to ensure accountability.

6. Addressing Non-Conformance

6.1 Non-Conformance Management:

  • Identification: Quickly identify and document any instances of non-compliance found during audits or self-assessments.
  • Corrective Actions: Implement corrective actions within specified timelines and document the resolution process.

6.2 Sanctions and Appeals:

  • Understanding Sanctions: Be aware of potential sanctions for non-compliance, including warnings, suspensions, or cancellations.
  • Appeal Process: Familiarise yourself with the process for appealing decisions the Certification Body makes.

7. Maintaining Certification

7.1 Annual Confirmation:

  • Registration Confirmation: Confirm your registration and compliance with the Certification Body annually before the certificate expires.
  • Renewal Process: Be proactive in managing the renewal of your Chain of Custody certification, ensuring all requirements are met.

7.2 Continuous Improvement:

  • Feedback Mechanism: Establish a system for collecting feedback from staff and customers on product handling and compliance.
  • Training Updates: Regularly update training programs to reflect changes in the Chain of Custody standard or operational practices.

8. Utilising GlobalG.A.P. IT Systems:

The GlobalG.A.P. IT systems offer powerful tools and resources that enable retail stores and restaurant operators to manage certification information efficiently.

One key feature is the GLOBALG.A.P. Number Label Portal, which allows businesses to verify the certification status of suppliers and products easily.

8.1 Accessing Information

  • GLOBALG.A.P. Number Label Portal: Use the GLOBALG.A.P. label portal to verify the certification status of suppliers and products.
  • Data Management: Ensure accurate and up-to-date information is maintained in the GLOBALG.A.P. IT systems.

Download the CoC checklist here.

Conclusion

Retail stores and restaurant operators are crucial in implementing the Chain of Custody (CoC) Standard. Implementing the GLOBALG.A.P. The Chain of Custody standard is a comprehensive process that requires careful planning, documentation, and continuous improvement. By applying a structured management approach, verifying inputs, ensuring traceability, and maintaining proper identification and labelling, these entities can contribute to the integrity of the supply chain and ensure that consumers receive high-quality certified products.

Through diligent adherence to these guidelines, businesses can enhance consumer trust and comply with international standards, ultimately fostering a sustainable and responsible food supply chain. Regular training and staying updated with the latest requirements will further strengthen your adherence to the Chain of Custody (CoC) standard.

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