For food manufacturers, a Food Safety Management System (FSMS) acts like a guiding roadmap for monitoring, and controlling potential food safety hazards and non-conformities.
These systems outline procedures, rules, and checks that everyone from frontline workers to quality managers must follow to make sure that food is safe at every step.
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What is a Food Safety Management System?
A Food Safety Management System (FSMS) is a set of organized rules and practices that food companies use to make sure the food they produce is safe. It helps identify and control hazards like contamination or spoilage at every stage of food production.
A food safety management system combines strong safety checks, detailed record-keeping, and regular audits.
Key features of a FSMS at a glance
In large food plants, an FSMS focuses on organizing every part of the production process.
Risk Identification: This involves identifying potential risks that could cause contamination. For example, unclean machinery or improper handling of ingredients. The system will pinpoint these issues so that the company can fix them.
Documentation: Every inspection, cleaning, and safety check is documented. This provides proof that safety rules are followed and helps during audits.
Corrective Action: When something goes wrong, the FSMS lays out steps to fix it quickly. This could mean stopping production to clean equipment or retraining workers on hygiene practices.
Training: Workers are regularly trained on how to prevent hazards and follow safety procedures. This helps make sure that everyone understands their role in keeping the food safe.
Big food producers operate at incredible scales, but with such vast production comes a serious challenge — keeping every single item safe for consumption. They can have dozens of suppliers, hundreds of workers, and numerous pieces of equipment working non-stop. A reliable FSMS helps manage these moving parts efficiently and avoid costly mistakes.
But managing food safety on such a scale isn’t easy and a FSMS is not enough, which is why more companies are turning to tech solutions like Inspectle, a visual inspection software that can track food safety in real-time, automate reports, and make compliance with standards based on GFSI, AIB, or ISO 22000 far easier.
Here's what you need
So you need a simple 1-2-3 workflow:
A good, solid food safety management system in place based on an established food safety standard.
A visual inspection tool to make sure you maintain your standards.
Routine visual food safety inspections to notice problems early.
Here's how you set that up.
How to Set Up a Food Safety Management System
For large food producers, the stakes are extremely high. According to the Food Safety Magazine, one recall can cost $10 million, not to mention the reputational damage that follows.
This type of setback impacts more than just profit margins—it disrupts entire supply chains and can lead to long-lasting consumer distrust. Every minute spent resolving a safety issue that was not noticed visually early on costs producers time, money, and consumer loyalty.
Step 1: Choose a food safety standard to follow
ISO 22000, an international standard for food safety, is one of the frameworks that producers use to implement their FSMS. It is a good pick for a large food producer as it is well-respected and used across the industry. But the standard itself isn’t enough—it’s the daily execution that matters.
Alternatives include many types of AIB- or GFSI-based food safety standards. In this case we will focus on ISO 22000.
Understand the Basics of ISO 22000: Start by learning the main requirements of ISO 22000. This standard focuses on food safety and includes different food safety principles. It applies to all parts of the food chain, certifying that every stage — from raw materials to final distribution — reduces potential risks. Understanding this framework is the first step to building your FSMS. For more details, check this guide from NQA.
Learn about Prerequisite Programs (PRPs): These are fundamental safety practices, like pest control, personal hygiene, and equipment maintenance, that form the baseline for safe food production.
Understand Traceability and Transparency: ISO 22000 emphasizes the importance of being able to trace every ingredient and product through the supply chain. If a problem occurs, like contamination, traceability helps quickly identify where it came from and stop it from spreading further.
Start with Documentation and Continuous Monitoring: An FSMS under ISO 22000 requires thorough documentation of safety protocols. Your company must have written procedures for everything from ingredient inspections to shipping processes. A food safety management system is built on continuous monitoring and regular audits to make sure the processes are working and improving over time.
Train Your Team: You need to train your staff members on the principles of ISO 22000 and food safety. Everyone from quality control managers to factory floor workers needs to know their role in maintaining safety standards. Look for practical training courses and materials that make learning effortless.
Develop a Food Safety Policy:Craft a food safety policy that aligns with the core requirements of ISO 22000. This document will serve as the foundation of your FSMS, outlining your company’s commitment to safety, hygiene, and continuous improvement. It should include objectives and a plan for managing food safety hazards.
Identify Critical Control Points (CCPs): Implement food safety principles by identifying critical control points in your food production process. These are the areas where food safety risks are highest, and measures must be in place to monitor and control them. This step helps prevent hazards before they happen.
Document Procedures and Perform Regular Audits: Document all your processes, from production line checks to supplier evaluations. ISO 22000 requires proper documentation of safety protocols and regular audits to gain compliance. Regular internal audits will help identify any weak points in your FSMS and enable continuous improvement
Step 2: Start using a visual inspection app
Inspectle’s software, for example, allows quality teams to report hundreds of non-conformities in a single inspection and generate instant visual reports for their supervisor. With automated hygiene score and other reports alongside images of issues giving a clear picture of what is going on.
Getting started with it is easy:
The Inspectle team will help you set everything up quickly.
Install the Inspectle app for everyone doing inspections.
Do your first round of inspections across your manufacturing facilities.
Log in to your Inspectle web app and see the first reports come in, along with automated reports and your hygiene score.
The combination of a food safety management system with visual inspections means when something goes wrong, corrective actions can be taken immediately. You are drastically reducing the chances of a minor issue becoming a full-scale crisis.
In a large factory, simple human error can be catastrophic. Without tools like Inspectle, it could take hours to identify the source of contamination. With it, these problems are flagged and addressed far more quickly, often reducing response time by 70%.
Step 3: Tips for Continuous Monitoring and Inspections
When something doesn’t meet safety standards (a non-conformity), it’s important to act right away. Use software like Inspectle that alerts the right team members to fix the issue as soon as it’s found. This keeps small problems from becoming bigger ones.
Regular inspections don’t just catch current problems—they also help identify patterns over time. Use inspection data to see if certain issues keep coming up. This will help you make improvements in those areas and meet ISO 22000’s requirement for continuous improvement.
Benefits of a Food Safety Management System
Food safety in large plants relies on strict routines and checks. An FSMS along with a visual inspection app helps companies follow these steps every day without missing anything.
Here’s how:
Standard Procedures: The FSMS makes sure that every worker follows the same safety steps every time. This reduces mistakes and helps keep everything consistent across the plant.
Faster Problem-Solving: When there is a contamination risk, visual inspections can alert the right people to fix it. This might mean repairing equipment or removing a batch of contaminated food. The quicker they respond, the less chance there is of bad food reaching consumers.
Better Tracking: An FSMS, along with visual checks, tracks every step in the production process. If there’s a problem, the system helps trace it back to where it started. This makes it easier to figure out what went wrong and how to prevent it next time.
Safer Work Environment: An FSMS also focuses on making sure workers are following safety guidelines, which helps keep them safe from accidents and other workplace hazards.
The Main Requirements of a FSMS
ISO 22000 lays out several specific requirements that companies must meet to be certified. While other standards may offer slightly different variants, mainly the requirements across all main standards cover a range of similar topics, from top-level management responsibilities to everyday tasks on the factory floor.
Some of the key requirements include:
Top Management Commitment:The success of an FSMS depends on the commitment of top management. ISO 22000 requires leaders to take responsibility for the FSMS, including setting safety objectives, providing resources, and supporting continuous improvement. Management must also create a food safety policy that outlines the company's commitment to safety. The food safety policy is part of your wider food safety culture.
Food Safety Team:Every company following ISO 22000 must have a designated food safety team. This team is responsible for developing, implementing, and maintaining the FSMS. They oversee risk assessments, set up safety controls, and see that the system works effectively.
Monitoring and Verification: Continuous monitoring and visual inspections are required to make sure that safety controls are working. This is where an app like Inspectle can come in really handy. That's because ISO 22000 specifies that companies must regularly check their Critical Control Points and verify that all procedures are followed correctly. If something goes wrong, corrective actions must be taken immediately to fix the problem.
Internal Audits: ISO 22000 also requires companies to conduct internal audits of their FSMS. These audits help identify areas for improvement and make sure that safety standards are maintained over time. Regular internal audits also prepare companies for external audits by certification bodies.
How to Develop a Food Safety Management System
Things move fast in food production. From raw materials to packaging, every step needs to be carefully controlled to avoid contamination and keep food safe. But where do you begin when one problem chases after another? That's why developing a Food Safety Management System (FSMS) plan, especially under ISO 22000, can seem like a huge task.
7 Steps How to Create a FSMS Plan
Assemble a Food Safety Team: The first step in creating an FSMS plan is putting together a team that will be responsible for its development and maintenance. This team usually includes experts from different areas of the production process, like quality control, management, and operations. The team will lead the process of identifying hazards, setting up safety protocols, and making sure the FSMS is followed.
Perform a Risk Assessment. One of the most important tasks for the food safety team is to perform a risk assessment. This involves identifying any potential hazards that could affect the safety of the food, such as contamination risks, equipment failures, or improper handling of raw materials. Once these hazards are identified, the team must determine Critical Control Points (CCPs)—the specific stages in the production process where controls need to be put in place to prevent or eliminate risks.
Set Up Prerequisite Programs (PRPs): Prerequisite Programs (PRPs) are the basic food safety measures that must be in place before production starts. These programs cover general practices like hygiene, cleaning, and pest control. Setting up these programs is a critical step in building a strong FSMS because they form the foundation for everything that happens during production.
Develop Monitoring Procedures: To make sure the FSMS is working, the food safety team must develop clear monitoring procedures for each Critical Control Point.
Monitoring helps the company track performance and detect problems before they cause contamination. Monitoring procedures should include detailed instructions for how often visual inspections should be performed, who is responsible, and what tools or technology will be used.
Create Corrective Action Plans: Even with the best plans in place, things can go wrong. That’s why it’s important to have corrective action plans ready. These plans outline what to do when a safety issue is found, like removing contaminated products from the production line or stopping production until the problem is fixed. Corrective actions should be quick and well-documented
Document Everything: Documentation is a key part of ISO 22000. Every procedure, from cleaning schedules to risk assessments, must be written down and stored in a way that makes it easy to review. Proper documentation not only keeps the company compliant with the ISO standard, but also makes it easier to identify trends, track performance, and improve the system over time.
Train Employees: Once the FSMS plan is developed, it’s time to train all employees who will be working within the system. Training should cover all food safety procedures, monitoring techniques, and corrective actions. Employees should also understand the importance of their role in maintaining food safety.
Cost and Certification
A food safety management system is often a requirement to do business with major retailers and food service companies. But certification based on a standard like ISO 22000 comes with costs, both in terms of time and money. Understanding these costs and the value of certification is critical for companies looking to stay competitive in today’s food industry.
How Much Does ISO 22000 Certification Cost?
The costs associated with ISO 22000 certification can vary depending on several factors, such as the size of the company, the complexity of the production process, and the readiness of the current system. Here's a breakdown of typical expenses involved:
Initial Assessment: Before the certification process begins, companies usually hire a consultant or certification body to conduct an initial assessment. This helps identify gaps between the current practices and what’s required by ISO 22000. The cost of an initial assessment can range from a few thousand to tens of thousands of dollars, depending on the size of the plant.
Training Costs: Employees need to be trained on ISO 22000 requirements and new safety procedures. Companies might spend several thousand dollars on training programs, including online courses, workshops, or bringing in external trainers
System Development and Documentation: Developing the FSMS to meet ISO 22000 standards often requires updating current procedures and creating new ones. This step involves time and resources, with costs depending on the complexity of the existing system and the need for new technology or software. This phase can cost anywhere from $10,000 to $50,000.
Certification Audit Fees: Once the FSMS is in place, a certification body will conduct an audit. The audit fees depend on the size of the company and the scope of the audit, but typically range between $5,000 and $20,000. For large food producers, the cost is usually on the higher end.
Ongoing Maintenance: Maintaining certification requires regular internal audits, updates to the FSMS, and periodic re-certification audits by external bodies. Ongoing costs for these activities can range from a few thousand dollars each year to more than $10,000 for large operations.
Process and Timeline for Certification
Achieving ISO 22000 certification involves several steps, and the timeline can range from a few months to over a year, depending on the company's readiness. Here’s what the process looks like:
Gap Analysis: The first step is performing a gap analysis to compare the current system with ISO 22000 requirements. This helps identify areas that need improvement before moving forward with certification.
System Development and Implementation: After identifying the gaps, the company develops or updates its FSMS to comply with ISO 22000. This can include revising procedures, installing new equipment, and training employees. Depending on the company’s size and complexity, this process could take several months(
Internal Audit: Before the formal certification audit, the company conducts an internal audit to test the FSMS. The audit certifies that the system meets ISO 22000 standards and is working effectively.
Certification Audit: A certification body will visit the company and perform an audit. The auditors will review documentation, inspect the facility, and interview employees to check that the FSMS complies with ISO 22000. If everything is in order, the company receives certification
Ongoing Surveillance Audits: Certification doesn’t end with the initial audit. ISO 22000 requires regular surveillance audits, typically every 12 months, to confirm that the company continues to meet the standard’s requirements.
Cost-Benefit Analysis of Certification
While the costs of ISO 22000 certification can be high, the benefits for large food producers often outweigh the expenses. Here are some of the key benefits:
Access to New Markets: Many major retailers and distributors require their suppliers to be ISO 22000 certified. By obtaining certification, food producers can expand their market opportunities and work with global partners.
Reduced Risk of Recalls: ISO 22000 helps companies put strong food safety practices in place, reducing the likelihood of contamination and costly recalls. Recalls can cost millions of dollars, so investing in a strong FSMS can save money in the long run.
Improved Efficiency: Implementing ISO 22000 often leads to more efficient processes, as companies must organize and document their safety procedures. This can result in fewer mistakes, less downtime, and reduced waste.
Improved Reputation: ISO 22000 certification signals to customers and business partners that the company takes food safety seriously. This builds trust and can enhance the company’s reputation in a competitive market.
Managing and Maintaining a FSMS
Once a Food Safety Management System (FSMS) is up and running, the challenge shifts to keeping it functioning at its best. In large food production facilities, where thousands of products move through daily, continuous attention is needed to prevent contamination and check everything stays safe
Daily management
Regular Monitoring of Critical Control Points (CCPs): CCPs are the most important parts of the production process where a food safety risk could occur. For example, temperature checks in storage areas must be conducted frequently to prevent spoilage. If a temperature reading falls outside the safe range, it should noticed, documented visually and corrected immediately.
Updating Procedures as Needed: The food industry is constantly changing, with new regulations, technologies, and best practices coming up regularly. It’s important to review and update FSMS procedures when new information becomes available. For example, if a new regulation requires changes in cleaning protocols, your FSMS must reflect this, and employees need to be trained accordingly.
Conducting Routine Inspections and Audits: Regular internal audits and visual inspection tours help you certify that your FSMS is working as planned. Audits and inspeciton tours involve reviewing documentation, checking equipment, and making sure that employees are following the proper procedures. These inspections should happen regularly, often monthly or quarterly, depending on the company’s needs.
Employee Training and Refresher Courses: Training is not a one-time event. Employees need regular refresher courses to stay up-to-date on food safety procedures and any changes in the system. Continuous education guarantees that everyone, from management to factory workers, understands their role in maintaining food safety.
Continuous Improvement
Continuous improvement is a key part of ISO 22000. It requires companies to regularly assess their FSMS and make changes that improve efficiency and safety. Here are some strategies for maintaining continuous improvement:
Using Data to Spot Trends: Data collected through visual inspection software like Inspectle by monitoring CCPs, doing regular audits, and inspections can help spot trends over time. For example, if one part of the production process shows frequent problems, the company can take steps to improve that area. By reviewing this data regularly, food producers can focus on areas where improvements are needed.
Feedback from Employees: Employees on the production floor often notice small problems before management does. By creating an environment where workers feel comfortable reporting issues, companies can catch problems early and find better solutions. Employee feedback can help refine processes and make the FSMS stronger.
Some forward-looking food producers give their every front line worker access to Inspectle to report any non-conformity they see as soon as they spot it by taking a quick snap with a short comment. Then the supervisors and managers can fix the issue.
Reviewing Audit Results:Internal and external audits provide valuable information about how well the FSMS is working. Reviewing these results helps identify weaknesses and areas for improvement. For example, if an audit reveals that documentation is not being properly maintained, the company can adjust procedures for better record-keeping in the future.
Dealing with Common Challenges
Even with a strong FSMS in place, large food producers often face challenges in maintaining food safety. Here are some common challenges and how to overcome them:
Handling Non-Conformities: Non-conformities happen when something doesn’t meet the required food safety standards. This could be anything from a missed cleaning schedule to improper storage of ingredients. Handling non-conformities quickly is essential to prevent contamination. Your FSMS should include clear steps for identifying and resolving these issues as soon as they arise.
Keeping Up with Changing Regulations: Food safety regulations can change frequently, and keeping up with these changes is a challenge for many producers. Regularly reviewing regulatory updates and integrating them into the FSMS is necessary to stay compliant. Companies may need to assign a dedicated team or individual to monitor changes in regulations.
Managing Multiple Facilities: For large food producers with multiple production sites, maintaining consistency across all locations is difficult. Each facility may have different equipment, employees, and production processes. Implementing a standardized FSMS across all sites can help make sure that every facility follows the same food safety procedures, no matter where they are located.
Try Inspectle for Free
Running a food factory is tough. Keeping everything safe, from raw materials to finished products, is a huge responsibility. With so much at stake, food producers need a reliable system. Inspectle helps you manage food safety better. It saves time by making visual inspections and reporting problems 3x-5x easier and makes sure your team fixes issues fast.
Using Inspectle is like having a constant extra set of eyes on your production line. You’ll feel more confident knowing you’re staying ahead of risks. Start a free trial today and see how Inspectle can make food safety simpler and stronger.
About the Author: Robert Jakobson
Robert Jakobson has worked in the manufacturing industry since 2010. With over a decade of experience in B2B marketing, he specializes in helping companies improve their operations with software and hardware solutions. His deep knowledge of the industry and passion for technology make him a trusted expert. Robert’s experience ranges from product development to marketing, giving him valuable insights into how businesses can use tools like the Inspectle Food Safety Inspection software to stay compliant and improve their processes.