Understanding Food Safety Management System (FSMS)

What is FSMS?

An FSMS or Food Safety Management System is a program that aims to prevent food safety hazards from causing adverse health effects on consumers. Food safety management systems also help Food Business Operators (FBOs) comply with international standards and regulations, such as ISO 22000 and the Food Safety Act in the UK.

What is the Purpose of a Food Safety Management System?

The purpose of a food safety management system is to ensure that food is safe to eat and doesn’t cause foodborne illnesses. It also covers kitchen safety practices to protect both staff and customers, since food incidents or safety concerns can harm the business operator’s reputation in the industry. This compels food business operators to have clear documentation of their FSMS. Having a system in place not only builds consumer trust but also helps maintain strong industry partnerships. An effective FSMS also comes with extra benefits, such as:

• Fewer customer or consumer complaints

• Fewer food product recalls or returns

• Better chances of earning an ISO 22000 certification

• Standardized compliance with food laws and standards

What are the Elements of FSMS?

An FSMS is built on key elements that work together to keep food safe and businesses compliant. Understanding these elements helps food operators maintain high standards, prevent risks, and build customer trust.

Interactive Communication

Interactive communication is the building of trust between suppliers, distributors, providers, and consumers of food. While an FBO may not have access to all of these stakeholders, they should at least know and keep in contact with the following:

• who they get their food from (the stakeholder directly above them in the supply chain)

• who they give their food to (the stakeholder directly below them in the supply chain)

These two stakeholders should be aware of or actively involved in the creation of the food safety management system. The FBO should also consider their stakeholders’ preferences, specifications, or requirements when it comes to food safety.

System Management

System management is the method by which the FBOs ensure the effectiveness of their food safety management systems. Though FBO can use any method that works for them, using the ISO method for system management is highly recommended. Its principles are the following:

• Customer Focus;

• Leadership;

• Engagement of People;

• Process Approach;

• Improvement;

• Evidence-based Decision-making; and

• Relationship Management.

Prerequisite Programmes

According to the ISO, Prerequisite Programmes (PRPs) are the basic conditions and necessary activities within an organization and throughout the food chain that help maintain food safety. The Food and Agriculture Organization (FAO) provides the following examples of prerequisite programmes:

• Good Manufacturing Practices (GMP)

• Good Agricultural Practices (GAP)

• Good Hygienic Practices (GHP)

Hazard Analysis and Critical Control Points (HACCP)

Aside from conducting a hazard analysis, the HACCP principles also require the FBOs to determine the Critical Control Points (CCPs) or steps in the process where they have the opportunity to address a food safety hazard. Each CCP must have a critical limit or a minimum/maximum value. The other HACCP principles require the following:

• monitoring procedures

• corrective actions

• verification procedures

• documentation procedures

How to Implement a Food Safety Management System

An FSMS follows a structured process to ensure food is handled, prepared, and served safely. These five steps provide a clear framework that helps businesses prevent risks and stay compliant with food safety standards:

1. Identify needs, scope, and objectives.

Start by clarifying why your business needs a food safety management system. Identify weak points and turn them into opportunities to strengthen your FSMS.

Ask and answer these key questions to guide your needs assessment:

• Identify food safety hazards that often go unchecked. (Alternatively, conduct a hazard analysis for thoroughness.)

• Detect food handling practices not being followed, such as improper storage, poor sanitation, or incorrect thawing methods.

• Review customer complaints and identify recurring issues.

• Examine health inspector findings from the last safety inspection.

• Recall past food incidents or cases of foodborne illness connected to the business.

Once you have identified food safety needs, define the scope of your FSMS. Then, create a priority list of 3 to 5 critical problems and set SMART (Specific, Measurable, Achievable, Realistic, and Timely) objectives to solve them.

2. Establish a food safety policy.

Define how your business will achieve its FSMS objectives through a strong food safety policy. Build a management structure or a food hygiene rating system that supports improvements and includes clear response procedures.

Include procedures for the following scenarios:

• Respond to customer or consumer complaints, especially formal or legal ones.

• Handle food incidents or outbreaks of foodborne illness.

• Manage cases of food fraud or deliberate tampering.

• Act when internal or third-party audits identify unsafe food.

• Withdraw or recall food declared unsafe by a credible authority.

3. Develop a hazard control plan.

Develop a hazard control plan for every food product your business sells. Document all key details and establish clear corrective actions to control risks. Also, include the following elements in your hazard control plan:

• Write a description of the food or food product.

• Specify characteristics of raw materials, ingredients, and product contact materials.

• Define intended use and target consumers, especially vulnerable groups.

• Map processes involved in preparation, processing, distribution, and handling.

• Identify hazards and assess their risks.

• Set acceptable levels and critical limits for hazards.

• Define corrective actions when hazards exceed critical limits.

• Implement control measures to keep hazards within safe levels.

Update hazard control plans regularly, and train all employees to follow and apply them consistently.

Step 4: Follow the prerequisite programmes.

Implement prerequisite programmes that serve as the foundation of your FSMS. Ensure that food safety practices are standardized, monitored, and continuously improved. Apply these prerequisite programmes:

• Follow the GMP: Create standard operating procedures and conduct audits regularly.

• Apply the GAP: Assess site history for contamination risks and monitor produce storage and handling.

• Enforce the GHP: Maintain facility cleanliness, ensure equipment sanitation, and uphold strict personal hygiene.

• Strengthen additional programmes, including purchasing management, pest control, and food waste management.

Step 5: Measure the effectiveness of the system.

Evaluate your FSMS regularly to ensure it remains effective and relevant. Improve the system continuously based on measurable results and stakeholder feedback.

Ask the following questions to assess your FSMS:

• Have the objectives been achieved?

• Have the objectives been achieved within the set timeline?

• Are employees motivated and willing to continue FSMS practices?

• Do employees struggle with completing FSMS tasks?

• Have employees or external stakeholders provided useful suggestions?

• Have you integrated these recommendations into the FSMS?

Food Safety Management System Example

A practical example of an FSMS shows how its key elements fit together in real operations. The sample image below illustrates the process, making it easier to understand how businesses can apply FSMS principles in everyday food safety practices.