The BRCGS Audit Process: What to Expect and How to Prepare
This article will explain what the BRCGS audit assesses, the process involved, and how to best prepare your operations for a successful audit. Equipping yourself with a thorough understanding of the BRCGS audit process can significantly enhance your readiness and confidence.
What Is a BRCGS Audit?
A BRCGS audit (previously known as a BRC audit) is a comprehensive evaluation designed to assess your company’s adherence to the BRCGS standards, specifically focusing on food safety and quality. It serves as a critical step for businesses aiming to achieve BRCGS certification. Brands across the food supply chain, including food producers, manufacturers, packaging manufacturers, and storage and distributors, are eligible to undergo the BRCGS audit and achieve certification.
The audit examines various aspects of a company’s operations, from food safety practices and quality management systems to operational standards and employee training, ensuring they meet the stringent requirements set out in the latest version of the standards.
Background information: What Is BRCGS? Everything You Need To Know
Key Areas Assessed During a BRCGS Audit
BRCGS standards, and thus audit requirements, are tailored to the specific position of a business within the food supply chain, such as plant-based production versus packaging and packaging materials. However, regardless of the sector, the audit assesses these general areas:
Food Safety Management Systems: This includes the company's processes for hazard analysis, risk management, and critical control points (HACCP). Auditors assess the effectiveness of the food safety plan, its implementation, and ongoing management.
Site Standards: The physical condition of the site, including its cleanliness, maintenance, and suitability for producing safe food. This also covers pest control, waste management, and the overall layout to prevent cross-contamination.
Product Control: Evaluation of processes related to product formulation, allergen management, and product testing to ensure product safety and quality. This includes measures to prevent food fraud and ensure accurate product labeling.
Process Control: The audit examines operational controls to ensure the consistent production of safe food. This encompasses cooking, cooling, reheating, and prevention of cross-contamination processes.
Personnel: Training, hygiene practices, and health screening of staff are assessed to ensure they meet the standards required to maintain product safety. The appropriate use and management of protective clothing are also evaluated.
Management Commitment: The engagement and commitment of senior management to uphold food safety culture, including communication of food safety objectives and continuous improvement practices.
How the BRCGS Audit Process Works
The BRCGS audit process is a structured sequence designed to evaluate compliance with the relevant requirements.
Pre-Audit Steps
Application and Agreement: Companies initiate the audit process by submitting an application, followed by an agreement review to confirm the scope of the audit and ensure all parties understand the conditions.
Preparation: Businesses must provide a certifying body like QIMA/WQS with essential background information including:
Summary of the site’s hazard and risk analysis and any critical control points (CCPs)
Process flow diagram
Simple site plan
Management organizational chart
List of products or product groups included within the audit scope
Typical shift patterns
Production schedules
Recent quality issues, recalls, withdrawals or customer complaints and other relevant performance data
This step is instrumental in identifying the scope and correct standard, and ensuring the auditor is qualified for all products in scope.
Audit Execution
Scope Agreement: The audit’s scope, including any exclusions, is agreed upon between the company and the auditor, ensuring it aligns with BRCGS requirements.
Conducting the Audit: The audit is performed by a certified auditor, possibly accompanied by another professional for training or evaluation purposes. The process assesses various operational areas against BRCGS standards. The audit itself typically takes around 2-3 days to complete.
Reporting: A detailed report in the BRCGS format is prepared, documenting the audit findings and any non-conformities. This report is critical for the next steps in the certification process.
Post-Audit Process
Non-Conformities and Corrective Action: If non-conformities (NCs) are identified, the company must undertake corrective actions and develop a preventive action plan addressing the root cause. The certification decision hinges on the resolution of these non-conformities.
It categorizes audit findings into three levels of non-conformity: critical, major, and minor, depending on the severity of the issue identified. Sites undergoing their initial audit have up to 90 days post-audit to rectify any NCs. In contrast, sites that are already certified have a shorter window of 28 days to close their corrective actions. We recommend submitting the Corrective Action report and supporting evidence within 24 calendar days (86 calendar days for initial certification) to allow some back and forth in the event the information submitted initially is incomplete.
You will have a chance to discuss specifics with your auditors during the exit meeting.
Certification Decision: Based on the audit report and the resolution of any non-conformities, the certifying body makes a certification decision. The outcome can range from full certification to the need for further action by the company.
Report and Certificate Issuance: Once certification is granted, the final report and certificate are uploaded to the BRCGS Directory, becoming accessible to the client. At this point, you can share or display your certification with partners and customers.
Timing Considerations for BRCGS Audits
The BRCGS audit process, from initial application to certification decision, can vary in duration depending on several factors, including the readiness of the company, number and complexity of nonconformances, diligence in resolving non-conformities, and quality and completeness of the corrective action report.
Generally, the process may take several weeks to a few months, with the final report typically issued within 42 calendar days after the audit's completion, and the certificate made available within 49 calendar days after the audit date. Working with an experienced certifying body like QIMA/WQS can help you streamline the certification process.
BRCGS certification typically lasts for one year, with re-audits required annually to ensure ongoing compliance with the standards. BRCGS Issue 9 includes the requirement for at least one unannounced audit every three years to maintain certification integrity.
Tying Audit to Certification
The audit is integral to achieving BRCGS certification. It provides a thorough assessment of a company's compliance with the standards, identifying areas of excellence and those needing improvement. Successful resolution of audit findings and adherence to BRCGS standards culminates in certification, demonstrating a company's commitment to food safety and quality. BRCGS certification is recognized globally, opening doors to new markets and reinforcing trust with consumers and retailers alike.
How Can I Prepare My Business for an Audit?
To prepare for a BRCGS audit, consider the following actionable steps that focus on building the foundations of food safety and quality:
Understand food safety and how that applies to your product. Know what makes your product safe so you can develop programs that work for you.
Understand the BRCGS standard and how it applies to your product and processes. This can help you defend your programs during an audit.
Engage in a BRCGS pre-assessment. Some companies like to take pre-assessments before the real audit to practice having their programs challenged in a stress free environment.
Foster a Culture of Continuous Improvement: Beyond preparing for the audit, cultivating a culture that values continuous improvement in food safety and quality practices is vital. Encourage feedback from staff at all levels and regularly review processes and systems to identify opportunities for enhancement.
Partner with QIMA/WQS for Your BRCGS Audit Journey
Entrusting your BRCGS audit process to QIMA/WQS means leveraging unparalleled expertise in food safety and quality standards. Our thorough understanding of the BRCGS framework ensures your business is audit-ready, fostering a seamless path to certification and beyond.
Contact us to learn more about BRCGS certification or book an audit today.
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