Product Withdrawal and Recall Procedure

Purpose. Sets out how Southern Cross traces, holds, withdraws and recalls product when a food safety, labelling or export eligibility problem is identified after product has left the plant.

1.Triggers

This procedure must be activated when a confirmed or suspected hazard, mislabelling, foreign matter, temperature abuse or eligibility breach affects product that has been despatched. Triggers include an adverse microbiological result, a customer complaint indicating a systemic fault, a regulator notification, a supplier notification about an ingredient or packaging, and an internal traceability failure.

2.Recall team

The recall team is convened by the Quality Assurance Manager and includes the General Manager, the Packing and Loadout Manager, the Boning Room Manager, the sales coordinator and the People and Safety Manager. The Quality Assurance Manager is the recall coordinator and the single point of contact for the regulator and customers.

3.Trace and quantify

Identify the affected lot numbers, packed dates and carton labels using the production records and the loadout orders system. Determine the total quantity produced, the quantity still on site, the quantity in the distribution centre and the quantity despatched to each customer. Complete the trace within four hours of activation and record the reconciliation.

• Lot numbers and packed dates
• Quantity produced, on site, in transit and delivered
• Customers and export markets affected
• Related lots processed on the same shift

4.Hold and notify

Place all affected product on site and at the distribution centre on hold in the loadout orders system and physically tag it. Notify the on-plant veterinary officer and the export regulator where export product is involved, and notify each affected customer by telephone followed by written confirmation. Prepare public communication only with the approval of the General Manager and in the form required by the regulator.

5.Retrieve and dispose

Arrange return or secure destruction of affected product with each customer and record the quantity retrieved against the quantity despatched. Product returned to site must be segregated in the hold area and its disposal recorded and witnessed. The reconciliation must account for every carton.

6.Investigation and close out

Investigate the root cause using the non-conformance process, implement corrective and preventive actions and verify their effectiveness. Prepare a recall report for the General Manager and the regulator that includes the timeline, the reconciliation, the root cause and the actions taken. A mock recall must be conducted at least twice a year and the results reviewed at the quality meeting.