SFBB diary refill

An SFBB (Safer Food Better Business) diary is a daily record that forms part of the Food Standards Agency’s Safer Food Better Business food safety management system.

It is used to record food safety checks, identify any problems that occur, and document the actions taken to help keep food safe.

There is no legal requirement for every food business to use the SFBB diary specifically. However, food businesses are legally required to have a food safety management system based on HACCP principles.

If you choose to use the SFBB system, the diary should be completed as intended to show that your food safety procedures are being followed consistently.

The diary is usually completed by the manager, supervisor, or another responsible member of staff who carries out or oversees the daily food safety checks.

The person completing the diary should understand the business’s food safety procedures and be able to record any issues accurately.

The diary should be completed every day the business is operating.

Recording checks as they happen is generally more reliable than trying to fill in the diary later from memory.

The diary is intended to record daily food safety information, such as any problems that occurred, the action taken to resolve them, and any checks completed as part of your food safety management procedures.

The exact information recorded will depend on your business and the version of the SFBB pack you use.

The SFBB system focuses on recording anything that affects food safety and the actions taken.

Some businesses choose to keep separate temperature monitoring records if these form part of their food safety procedures.

If a food safety problem occurs, it should be recorded in the diary along with the corrective action taken.

For example, if refrigerated food has been stored above a safe temperature, you should record what happened and what you did to reduce the risk, such as disposing of affected food or arranging repairs to the equipment.

The diary is intended to be completed each day the business is open.

Even if there are no food safety issues to report, completing the daily record helps demonstrate that checks have been carried out.

Many businesses use digital systems to manage their food safety records.

As with paper records, any digital system should accurately reflect your food safety management procedures and be available if requested during an inspection.

The Food Standards Agency recommends keeping completed SFBB records for at least 12 months.

Some businesses choose to retain records for longer, particularly where this supports their own record-keeping policies or business needs.

During a food hygiene inspection, an Environmental Health Officer may ask to see your food safety management records.

If you use the SFBB system, the diary can help demonstrate that food safety checks are being carried out and that any problems are being managed appropriately.

It’s best to complete the diary at the time the checks are carried out.

If you realise you’ve missed an entry, record the information as accurately as possible and avoid making records that are inaccurate or misleading. Consistently completing the diary on time helps provide a more reliable record of your food safety management.