Security Management

Product Marking, Tracing and Recalling System


1. Purpose

Through marking the products and product states during the whole production and service process, we succeeded in preventing the mix-up and misusage of the material and maintaining traceable bases when needed.  


2. Scope

Used throughout the whole process of production.


3. Responsibility

3.1 The number and tracing control of the original eel farms (pond) is charged by the Trading Department.

3.2 The assorting, marking and tracing control of the assistant material is charged by the Storage Dept.

3.3 The assorting, marking of pre-factory material, semi finished articles and the lot numbering and tracing control of finished products are charged by the Production Dept.

3.4 The distribution and delivery records, tracing control are charged by Trading Dept.

3.5 The supervision of production and the marking of measurement stages are charged by inspector.

3.6 The supervision and checking of all product-marking and tracing are charged by the QC.


4. Production Lot

4.1 Definition of Lot: the production and procedure must managed by the unit of eel farm (pond) which is called Lot-management. Products from the same eel farm (pond), product that caught, slaughtered, processed, packaged in the same class are considered as the same lot. Eels from different farm (pond) can not be processed as the same material lot.

4.2 Marking Rules: the lot number must contain: date of production, number of eel farm/pond, etc. For example, the marking 070218-01-3600MXXXX 003 means that the product is from the 1st lot, material is from the number 3 farm (pond) of the cultivating field whose code name is 3600MXXXX.


5. Procedure

  5.1 The marking and tracing of material

     a) The cultivating field number is managed according to the CIQ’s recording number, for details please look at the Qualified Supplier issued by CIQ.

     b) Marking of Material Lot

       The Trading Dept should purchase the qualified eels free of residues which should be proved by the cultivating field with Supply Certification, and the material should be classified by different ponds. After the material arrive the company, the live eels should be put in different ponds (each pond has a lot number) and then temporary bred with marks: enter-factory date +truck number +cultivating field number, such as 080618 01 3600M0292 012. Meanwhile, samples should be inspected against residues and heavy metal before putting them into production. The Raw Material Team should record the cultivating field and fond number according to the Raw Material Check and Accept List by the Trading Dept.

      c) The production lot must be marked clearly from live eel material to finished products, which the lot number must be coherent all the time.


5.2 The marking and tracing of Assistant Material

a) The qualified assistant and packing material are to be assorted and numbered by the storage supervisor.

b) Coherent assorting and numbering method: the raw materials are to be assorted store, on which the factory name, production lot number, etc. should be recorded with details.


5.3 Marking of Semi-product  

  5.3.1 The live eels will be assorted by specification after temporary breeding. After that, the different specifications will be put in different ponds and the quantity, enter-factory date, supplying eel cultivating number/pond number; raw material management number and eel genus are marked in Raw Material Daily paper.

  5.3.2 The eel-freezing team should fill out the “scutcheon” and inform the eel-slaughter teem of the article, specification, supplier, lot number and eel genus.

  5.3.3 The eel-slaughter team does processing according to the eel-freezing team’s marks, and then they inform the Clustering Team of the articles, specifications, supplier, lot number and eel genus in use of “scutcheon”.

  5.3.4 The eel-arranging staff fill out the “scutcheon” according to the eel-clustering team’s marks, and then the eel-roasting person operate according to the “scutcheon”.    

  5.3.5 The packing team adjust their operation according to the “scutcheon”, which they mark different signs in the inner box to clearly state the article, specification, lot number, eel genus and grades of products.

  5.3.6 The semi finished product which has been supervised and proved “qualified” will be on move on the production line. As to these semi products, people in charge should put them away in the prescriptive containers or hang a “qualified” brand to them.  

  5.3.7 The unqualified semi products discovered by operators should be put in the containers which marked with “unqualified” hang a “unqualified” brand to them. As to a large quantity of unqualified products, the production workshop will take them to the unqualified products store place or hang them an unqualified brand, in addition to isolate them with other products.

  5.3.8 To the semi products that can not be supervised and measured in time, the inspector should mark them with “to be inspected” and do supervision and measuring as soon as possible.


5.4 The Marking of Finished Products

  5.4.1 The finished products should be marked on the packing box, of which the methods are as follows:

      a) Mark on the outer box the date of production, lot number and input-stamp when necessary.

      b) Stamp different stamps of different operator to distinguish the products packed by different person.

      c) Mark the product specifications on the inner and outer boxes.  

  5.4.2 To the proved-qualified finished products that have been inspected and measured and have to be put in warehouse, the inspectors should hang it a qualified brand and the group personnel fill out the Finished Product Storage List. This qualified product should be put in appointed storage area and a brand of “qualified” will be hung to them.

  5.4.3 To the proved unqualified products the inspector should indicate “unqualified” in the related Inspection and Measurement Report and make them isolated with other products. The storage supervisor is responsible to put the unqualified products at appointed area or hang those “unqualified” sign as well as make them isolated. As to the products that have exceeded expired date and products that with quality problem, the supervisor should also make them isolated and hang them an “unqualified” sign.

5.4.4 To the product that haven’t been inspected and measured, the warehouse supervisor should mark them with “to be inspected” sign and inform the inspector to make inspection in time.

5.4.5 The consignment personnel should fill out the following tables according to the trading Dept.’s packing notice: the finished products accounting, the loading list and the eel cultivating farm list. Below contents are to be included: article, specification, lot number, quantity, distributor name, container number, etc., which is to make sure the trace system can cover from the first origin to the last distribution.


5.5 Tracing of Products

  5.5.1 The company realizes the products traceable character mainly through the printing of the date of production, lot number, person-in-charge’s stamp and customer name on the outer packing box. The date of production lot number and article is the exclusive mark of a product, which can effectively prevent the mix-up of products of different genus and different number lots. According to the article and production date number, the traceable contents can cover the origin of assistant material, the key records during the process of production and the distribution after delivery.

5.5.2 When the trace system is required due to the demand of contract or the rules of law, or by requirement of our factory’s quality control consideration, the related documents should state clearly the products that need to be traced, the tracing scope, the marking method and the record request.  


5.6 Recall Back

  When the unqualified products are fond entered market or customers demand on returning goods, the Recall Back procedure should be started up.

  5.6.1 The trading dept. informs all the consignees through telephone and fax and then sent out the written recall-back letter. At the same time, they work with the QC dept. to check the code number, relating record and start tracing, after which they supply the following information to each other: article, lot number, code number, date, specification, reason of recall-back and its relevant harms. The General Manager is responsible for the supervision of the recall process.

5.6.2 According to the importer’s opinion and the instruction of related organizations of the importing country, the company will appoint the importer to pronounce warning or notice publicly and recall back the stocked products and those have been distributed.

5.6.3 The product will be deal with in appropriate method such as destroy on spot (products that do harm to consumers), depreciated transact, return all to factory, etc. according to the assortment of the products after the trading dept. negotiate with customer or the relating organization of the importing country.

5.6.4 The products that are returned back by customers will be re-inspected and analyzed by QC dept., which they will give suggestion on dealing with those products and summit to the General Manager for approval.

5.6.5 The Food Safety team will trace the returning reason of products and give corresponding rectifying measure.

5.6.6 All the unqualified products must be assured having been recall; the rectifying measure having been carried out so as to avoid repetition of similar problem.


6. Management of Records

All the production records must be written according to the fact by the handler before be looked through by the safety team, which they audited and solve the problem once found. The records will be pigeonholed and stored for five years.


7. Related Documents and the Main Recording Table

Record Management Procedure HX-QP-02

Finished Product Accounting

Loading Notice

Loading List


Sampling and testing


Our company only purchases live eels from our company’s associated-eel-cultivating farm that recorded by CIQ.  The material purchasing team will only purchase the qualified eels free of residues which should be proved by the cultivating field with Supply Certification and Cultivating Record and then the live eels will be put in different ponds.

Meanwhile, the raw material of live eel will be inspected against soil odor, residues and heavy metal before putting them into production.


一、Soil Odor Inspection:


      1. Take samples according to the amount of products, requirement also made in the sample quantity and number of inspector.

Lot(pond)Quantity(KG)
Sample Quantity
Number of Inspector
1----2000
3
3-5persons
2001-5000
6
3-5 persons
5001-10000
9
3-5 persons

  2.Soil odor inspection include pre-inspection, stock inspection, before production inspection and before steamer inspection; the pre-inspection, stock inspection, before production inspection should inspect according to method 1;the before steamer inspection is to smell by nose by 2 persons every 2 hours.


二.Drug Inspection:


      1. Drug residue inspection should also take samples in responding to the amount of these products and then fix the sample number.    


Lot(Pond) Quantity(KG)
Sampling Number
Inspectee Number
1-----2000
3
1
2001--5000
6
2
5001--10000
9
3
10001-15000
12
4

      2. Drug residue inspection should also take samples in responding to the amount of these products and then fix the sample number.  

QC member list:

Department
Name
Education Background
Training
General Manager
Lin Qing
Senior High School
ISO9000/HACCP
QC Manager
Zheng Xianzhu
Junior College
HACCP,ISO9000
Production Manager
Lv Zhicheng
Technical Secondary School
HACCP,ISO9000
Trading Department
Huang Yunling
Senior High School
HACCP
Wu Mingyan
Junior College
Inner Training
Zhang Li
Junior College
Inner Training
Raw Material Department
Wang Jubing
Senior High School
HACCP ,ISO9000/Free of Social Effect Pollution Eel Cultivation
Yang Yongfa
Senior High School
Inner Training
Rao Xunjun
Senior High School
Inner Training
Sanitary Safe Department
Lulu
Senior High School
Inner Training
Quality Majordomo
Huang Daqing
Technical Secondary School
ISO900/HCCP,ISOZZ00,EU Statute