Documentation and administration
In any kitchen operation, there is a legal responsibility for all work to be carried out safely and hygienically. Certain records and documentation must be kept in order to ensure that the kitchen is meeting these legal requirements.
Think first
Can you think of any examples of records/documentation that would be kept in a kitchen environment? Type some ideas into the box below before you move on.
Now click to see some examples of documentation.
Documentation
- Temperature charts – these will be used to record temperatures of fridges and freezers, display cabinets and any other temperature controlled storage used at the point of sale (measurements will be taken at least twice per day to ensure that food is being stored at correct temperatures)
- Food safety information – other documentation relating to food safety will include records of food related incidents (such as contamination) and cleaning records/rotas
- Accident report forms – these will be completed if an accident or near miss occurs in the kitchen
- Equipment fault reports – if there is an issue with a piece of equipment in the kitchen, staff must record the issue and the actions taken to resolve it
- Stock usage reports – as you have already learned, documentation is important in stock control and records such as stock control sheets, order forms and delivery notes must be kept up to date
- Time sheets – used to record staffing working hours (time sheets are used to make sure that staff are paid the right amount of money for the hours they have worked; they can also be used to ensure that staff are not working longer hours than permitted by law)
As you can see, there is a wide range of documentation required throughout the kitchen operation. This documentation is important for ensuring the kitchen is complying with legal requirements. It also helps to maintain the safety of staff working in the kitchen, as well as customers of the business.
When completing kitchen documentation, records must be:
- Written neatly so that they are legible (readable)
- Completed at correct intervals (daily, hourly, ad hoc)
- Completed accurately and fully
- Signed and dated
- Stored securely, in line with data protection laws and filed in a way that they can be easily retrieved when needed
Key point
Documentation must be kept up to date at all times and filed in the correct place. If there is ever a health and safety problem in the kitchen, then an Environmental Health Officer may want to refer to relevant documentation in order to trace the source of the problem (for example, if substandard ingredients were delivered from a particular supplier).