Inspection and Laboratory Testing of Traded Products Procedure

Build traded-product assurance around risk-based verification

A documented product sampling or assurance programme defines the inspection, sampling, testing or other verification activity required for each traded product or product group. Technical / Quality Management establishes the programme and determines the sample rate and assessment process on a risk basis where verification relies on sampling.
The assurance programme verifies traded products against the applicable buying specification and applicable legal and safety requirements. Inspection, sampling and testing are carried out through the methods and controls established in the Product Inspection, On-site Testing & Laboratory Analysis Procedure, while assessment and analysis records provide evidence that the defined assurance activity has been completed.
Where the available evidence does not demonstrate conformity, the procedure prevents the product from being treated as conforming on the basis of that uncertain evidence. Technical / Quality Management assesses the issue and determines the applicable product or supplier response.

Test confidence in supplier-provided conformity information

Where certificates of conformity, certificates of analysis or other supplier-provided information are relied upon, the assurance programme includes periodic independent product analysis. Technical / Quality Management reviews the independent results against the supplier information before continued reliance is placed on it.

If the independent analysis does not support the supplier-provided information, that information is not accepted as sufficient evidence of conformity until the discrepancy has been assessed and resolved. This preserves a clear distinction between supplier evidence and the independent basis used to confirm confidence in it.

Require evidence for provenance and other product claims

The procedure requires claims about traded products or their raw materials to be supported by sufficient supplier or independent information. Technical / Quality Management determines whether the available evidence is adequate to verify the claim.

The control covers provenance, chain-of-custody and assured or identity-preserved status. Where the available information does not substantiate a claim, the claim is not treated as verified until satisfactory supporting information has been obtained and assessed. Detailed verification and substantiation methods remain governed by the Product Authenticity, Claims & Chain of Custody Procedure.

Control the evidence used for critical safety and legality decisions

Analysis that is critical to product safety or legality is relied upon only where the laboratory, subcontractor and applicable analytical method are suitable for the work being performed. Technical / Quality Management confirms that suitability before the analytical result is used for a product decision.

For company or subcontracted critical analysis, the laboratory or subcontractor must hold recognised laboratory accreditation or operate in accordance with the requirements and principles of ISO/IEC 17025. Where a non-accredited test method is used, documented justification is required.

If the suitability of the laboratory, subcontractor or test method cannot be demonstrated, the affected result is not relied upon for the product conformity decision until Technical / Quality Management has confirmed the relevant suitability.

Use accumulated results to identify developing performance issues

Test, inspection, assessment and analysis results remain available to demonstrate the outcome of traded-product verification activities. Technical / Quality Management reviews test and inspection results to identify recurring or developing product-performance issues, with detailed trend review carried out through the Product Inspection, On-site Testing & Laboratory Analysis Procedure.

Unsatisfactory individual results and unsatisfactory trends trigger assessment and action, with evidence of the actions taken maintained. The procedure therefore links the accumulated evidence from routine assurance with defined technical review rather than treating each result in isolation.

Restrict reliance on adverse or uncertain evidence until it is resolved

Technical / Quality Management assesses unsatisfactory results and trends promptly and determines the applicable product, supplier or corrective-action response. Unsatisfactory results are not used to demonstrate conformity.

Where a result shows that affected product does not meet specified requirements, or its conformity cannot be demonstrated, the product is controlled through the Non-Conforming Product Control Procedure. Where a trend identifies a recurring or wider weakness requiring investigation or corrective action, the response is managed through the Corrective & Preventive Action Procedure.

If an unsatisfactory result concerns product that has already entered the supply chain and requires incident-level assessment or coordination, escalation follows the Incident Management, Product Withdrawal & Recall Procedure. Affected product, supplier evidence or other conformity information is not used or relied upon until the applicable assessment or response confirms that continued use is acceptable.

Allocate technical authority where conformity decisions are made

The procedure places ownership of the assurance programme, risk-based sampling decisions, evidence assessment, claim verification, laboratory and method suitability, trend review and response to unsatisfactory findings with Technical / Quality Management.

Senior Management provides the resources and organisational arrangements needed for inspection, sampling, testing, independent analysis and technical review. Laboratory / Testing Personnel carry out assigned activities and record and report results, including abnormal findings or concerns that could affect the reliability of test or inspection evidence.

This allocation keeps performance of the testing activity separate from the technical authority that determines whether the resulting evidence is suitable to support conformity decisions.

A traded-product verification procedure within the wider FSQMS

Within the Food Industry Hub FSQMS Policies and Procedures Suite, this procedure connects traded-product assurance with controlled specifications, independent inspection and laboratory testing, product-claim substantiation, supplier approval and monitoring, non-conforming product control, corrective action and incident management.

For technical and quality teams, it provides a defined framework for deciding what evidence can support traded-product conformity, when confidence in that evidence must be challenged and how adverse results or trends are directed into the appropriate FSQMS response.