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RECORD KEEPING

RECORD KEEPING. AIMS OF THE TRAINING GUIDE. This training guide explains:- Why we keep records Our responsibilities What records do we need to keep Penalties for non-compliance Which barbox guides are relevant for further information. RECORDS. WHY DO WE KEEP RECORDS?.

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RECORD KEEPING

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  1. RECORD KEEPING

  2. AIMS OF THE TRAINING GUIDE This training guide explains:- Why we keep records Our responsibilities What records do we need to keep Penalties for non-compliance Which barbox guides are relevant for further information

  3. RECORDS

  4. WHY DO WE KEEP RECORDS? • NOT a Legal requirement • Strengthens the company’s due diligence defence • Demonstrates legal compliance • Provide evidence of practices • Could be our “get out of jail free card” if needed

  5. OUR RESPONSIBILITIES • Familiar with all company’s policies • Ensure there is full compliance with all policies • Ensure records are kept • Ensure records are clear • Ensure records are accurate • Ensure records are up to date

  6. RECORDS H&S • Health and Safety • Food safety • Fire safety • Licensing • Pest control • Training Food Fire Pest

  7. WHAT RECORDS DO WE KEEP?

  8. HEALTH & SAFETY RECORDS • Health and Safety Policy Manual • Health and Safety Policy Statement • Risk assessments • COSHH risk assessments • Noise risk assessments • HSE Poster • Insurance certificates • Accident records

  9. REFER TO BARBOX GUIDE… HEALTH & SAFETY GENERAL GUIDES • Policy statement guidelines • Policy statement template • Individual training record • Accident forms

  10. REFER TO BARBOX GUIDE… RISK ASSESSMENTS Generic risk assessments for the following areas can be found in the risk assessment section. These can be used to create site specific risk assessments: • Bar & Cellar • COSHH • General • Kitchen • Maintenance • Play areas

  11. FOOD SAFETY RECORDS • Food Safety Policy • Food handler questionnaire • Pre-employment questionnaire • Food incident form • Training • Temperature records • Cleaning schedules • Food safety audits • HACCP Food HACCP

  12. REFER TO BARBOX GUIDE… FOOD SAFETY FOOD SAFETY RECORDS • Food Incident Form • Weekly Kitchen Record Pack • Record of EHO Food Safety Visits template • Delivery Checklist Record • Refrigerator Temperature Record • Freezer Temperature Record • Cooking & Reheating Temperature Records • Hot Holding Temperature Record • Cleaning Schedule Template • Daily Closedown Food Safety Audit Template • Weekly Probe Calibration Record • Weekly Food Hygiene Management Audit • Employee health questionnaire following absence from work • Food Handlers Declaration Form • Pre-employment Questionnaire

  13. REFER TO BARBOX GUIDE… FOOD SAFETY HACCP • HACCP Review Monitoring Form • Staff Declaration of HACCP Awareness • Blank Hazard Analysis Flow Chart

  14. FIRE SAFETY • Fire Log Book • Fire Risk Assessment • Emergency plan • Maintenance Records (fire alarm, emergency lighting, fire extinguishers, Ansul system etc.)

  15. REFER TO BARBOX GUIDE… FIRE SAFETY • Creating your Fire Safety Plan • Assessing the Risks • Fire Safety Review and training

  16. MAINTENANCE • Statutory testing e.g. lifts/pressure vessels, gas, PAT, boiler etc. • Asbestos register/survey • PRONETT • Duct cleaning • Fire equipment • Water risk assessment - Records for periodic testing, monitoring and maintenance of water systems

  17. REFER TO BARBOX GUIDE… HEALTH & SAFETY PREMISES SAFETY • Example maintenance calendar NB. All maintenance records should be kept on site once maintenance has been carried out

  18. PEST CONTROL • Records of pest control contractor visits

  19. LICENSING • Form of Authorisation • Licence Summary • Gaming Machine Permits • Price lists • Door log

  20. TRAINING • Employers are required under the Health and Safety at Work etc Act 1974 to provide "such information, instruction, training and supervision as is necessary to ensure the health and safety at work of his employees“ • Training records will demonstrate that training has been carried out

  21. REFER TO BARBOX GUIDE… KNOWLEDGE TESTS • Health and safety • Food safety

  22. REFER TO BARBOX GUIDE… STAFF TRAINING • Cleaning and Personal Hygiene Training • Food Safety Training • Noise at Work • Personal Protective Equipment • Accidents and First Aid • Manual Handling • COSHH General Fire Safety

  23. PENALTIES

  24. HEALTH & SAFETY (OFFENCES) ACT 2008 • Fines = £20,000 per offence maximum in Magistrates Court for nearly all health & safety offences

  25. HEALTH & SAFETY (OFFENCES) ACT 2008 • Prison terms - TWELVE MONTHS in the Magistrates Court • Prison terms - TWO YEARS in Crown Court

  26. FOOD SAFETY LEGISLATION Food Safety Regulations • Fines up to £5,000 per offence Food Safety Act • Fines up to £20,000 per offence

  27. PROSECUTION • Company • General Manager or equivalent • Individual Staff

  28. DUE DILIGENCE DEFENCE • Took all reasonable precautions • Exercised all due diligence to prevent the offence Your written records provide this for you and your company. Make sure they are always completed!

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