Level 3 · Lesson 3

Records and
documentation

The checks you make protect the food. The records you keep prove you made them. In food safety, a thing you did but cannot show is treated as a thing you never did.
A record is evidence

A complete log, and one missing line

Time Fridge °C Signed OK 09:003°CAF 12:004°CAF 15:00 18:003°CJM 21:004°CJM Missing treated as never done Duediligence
A record is a line of evidence: the check was done, at this time, at this temperature, by this person.
Why records exist

Records are your evidence

Due diligence means

being able to show you took all reasonable steps to keep food safe. Records are that proof. Without them, a business cannot demonstrate the controls ever happened.

A record turns a check you did into a check you can prove. That proof protects the customer, and it protects the business.
How to keep records

Accurate, at the time, and honest

At the time

Fill in each record as you do the check, not later from memory. A number recalled at the end of a shift is really a guess.

Never in advance

Never fill a record in before the check is done. A reading written before it happens is a record of nothing.

Never falsify

Never invent or change a reading to make the sheet look right. A false record is worse than a missing one.

A missing record is treated as if the control never happened. That is the rule that makes recording as important as the check itself.
The usual records

What a food handler records

Cook and reheat temps

Core temperatures at the cook and reheat steps, such as a 75°C core.

Fridge and freezer temps

Chilled and frozen storage readings, checked at set times.

Corrective actions

Any deviation and what you did about it, as covered last lesson.

These are the everyday records that show the critical points and prerequisites were kept under control.
Try it

An inspector asks you to prove it

Tap a question on the left, then tap the record that answers it. Three questions, three records.

0 of 3 answered
The inspector asks
Your records
Start with any question. The record you pick has to be the one that answers it.
Due
diligence

Your turn

You realise you missed a check

It is 3pm and you realise the midday fridge check was never done or recorded. The fridge reads fine now. What is the right thing to do?
Tap anywhere to continue

The five things to remember

1Records provide evidence that food safety was controlled
2Due diligence means showing you took all reasonable steps
3Complete records accurately and at the time of the check
4A missing record is treated as if the control did not happen
5Never fill records in advance or falsify them
Sample question

One question from the quiz

A temperature check was carried out correctly but never written down. How is it treated?
Tap anywhere to continue

Your records stand up

You know what records prove, how to keep them, and why a gap counts against you. Next is tracing food itself: stock rotation, dates, and finding affected product fast. The quiz is where you prove what you know and earn a certificate recognised by TrustBite. One payment covers all three levels, so Levels 1 and 2 are included at no extra cost.

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Level 3 · Lesson 3 of 6
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