BRCGS Unannounced Audits: How to Prepare
In this video, we’ll break down BRCGS unannounced audits and share practical tips to ensure your business is prepared and advanced to the next one.
The BRCGS (British Retail Consortium Global Standards) program is a cornerstone of food safety and quality in the UK. Companies achieve BRCGS certification by undergoing audits assessing compliance with the program’s rigorous standards. One element that can cause anxiety, particularly for smaller businesses, is the unannounced BRCGS audit.
▶️ There are two ways an unannounced BRCGS audit can occur:
• Voluntary Program: Businesses can opt-in to a program where all their BRCGS audits are unannounced. This approach offers greater transparency but requires constant vigilance in maintaining compliance.
• Mandatory Requirement: As a requirement set by the Global Food Safety Initiative (GFSI), at least one BRCGS audit in every three-year cycle must be unannounced. This ensures a more realistic assessment of a company’s adherence to food safety protocols.
The prospect of an unannounced BRCGS audit can be particularly daunting for smaller businesses. Often, a single staff member carries the responsibility for managing audits. The concern is that the entire process will fall apart if this key person is unavailable during an unannounced audit.
▶️ Here are some actionable steps UK businesses can take to navigate the challenges of unannounced BRCGS audits:
• Be Aware of the Notification Window: The certification body must inform you within three months of your previous audit if the next one will be unannounced. This timeframe provides a window to prepare your team.
• Ensure Smooth Auditor Access: During an unannounced audit, the auditor must be granted access to the facility within 30 minutes of arrival. Clear procedures for receiving and directing the auditor help ensure a smooth start to the audit process.
• Invest in Mock Audits: Consider conducting mock audits with a consultancy firm. These simulations should be designed to mirror an accurate BRCGS audit, complete with a realistic report. The report should be meticulously crafted to link relevant evidence, such as procedures and risk assessments, to specific audit clauses and potential questions. This empowers your colleagues to address auditor inquiries confidently, even in your absence.
• Embrace Remote Participation: The beauty of modern technology is that you don’t have to be physically present on-site to support your team during an unannounced audit. As long as internet connectivity allows, you can participate remotely via phone, email, or video conferencing platforms like Zoom. This flexibility ensures that you can still provide crucial guidance and support to your colleagues, even if you’re away on a business trip or vacation.
Don’t hesitate to seek professional help. Consultancy firms specializing in food safety compliance can offer invaluable support throughout the unannounced BRCGS audit process.
▶️ These firms can provide services such as:
• Conducting comprehensive mock audits with customized reports.
• Delivering targeted training programs to equip your staff with the knowledge and confidence to handle auditor inquiries.
• Offering general audit preparation guidance to ensure your company is in the best possible position for a successful outcome.
By following these comprehensive strategies and partnering with a consultancy firm, UK businesses can confidently approach unannounced BRCGS audits.
Remember, a well-prepared team and a proactive approach are the keys to a successful audit and continued BRCGS certification.
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