Cold Storage Facility Policies & Best Practices – Zendesk

This guide outlines essential policies and procedures to ensure product integrity, regulatory compliance, and staff safety within RealCold's cold storage facilities. Adherence to these standards, often guided by HACCP (Hazard Analysis and Critical Control Points) and FDA/FSMA (Food Safety Modernization Act) principles, is mandatory.

1. Temperature & Environmental Control

Policy: Maintain continuous, documented temperature and humidity control across all storage zones.

Monitoring & Correction: Use real-time monitoring systems with alarms for temperature deviations. Any excursion must be immediately addressed, and the corrective action documented on the temperature log.
Airflow: Do not overload storage areas. Maintain proper spacing around products and between walls/ceilings to ensure adequate airflow and consistent cooling.

2. Receiving, Storage, and Inventory Management

Policy: Implement strict receiving, segregation, and inventory rotation practices to prevent contamination and spoilage.

Procedure	Detail
Receiving Inspection	Immediately check and record product core temperature and inspect packaging for damage or signs of temperature abuse. Reject compromised goods.
Product Segregation	Store raw materials, finished goods, and any allergen-containing products in clearly designated, separate zones to prevent cross-contamination. Chemicals/cleaning agents must be stored far away from all food products.
Stock Rotation	Strictly adhere to First-In, First-Out (FIFO) and First-Expired, First-Out (FEFO) principles. All products must be clearly date-labeled.
Physical Storage	Store all items at least 6 inches off the floor and away from walls to facilitate cleaning and pest inspection.
Product Handling	Only use dedicated, clean equipment for handling food-grade products.

3. Sanitation and Pest Control

Policy: Maintain a proactive and documented sanitation and pest control program to uphold a hygienic environment.

Sanitation Schedule: Adhere to written Standard Operating Procedures (SOPs) for daily cleaning of high-traffic areas, weekly deep-cleaning of racks and drains, and regular full facility sanitation.
Facility Maintenance: Floors, walls, and racking must be kept free of ice, condensation, and debris. Immediately report any structural damage, leaks, or refrigeration equipment malfunctions.
Pest Management: A licensed, third-party pest control professional must conduct routine inspections and treatments. All inspection and corrective action logs must be maintained.

4. Personnel Safety and Hygiene

Policy: All staff must follow stringent personal hygiene and safety protocols tailored to the cold storage environment.

Personal Protective Equipment (PPE): All employees working in refrigerated/freezer areas must wear appropriate cold-weather gear, including insulated, slip-proof footwear, gloves, and layered clothing.
Hygiene: Employees must follow hand-washing protocols. Staff handling ready-to-eat products must use gloves or suitable utensils to avoid bare-hand contact.
Work/Break Intervals: Implement mandatory, frequent breaks in a warm break room to mitigate the risk of cold-related illnesses (e.g., hypothermia).
Training: All personnel must be trained on all SOPs, emergency procedures (e.g., ammonia leak response), and food safety practices.

5. Documentation and Compliance

Policy: Maintain accurate, complete records for traceability and regulatory compliance.

Required Records:
- Continuous temperature and humidity logs (including corrective actions).
- Receiving and Shipping logs.
- Sanitation and Pest Control records.
- Employee training logs.
- Traceability logs (tracking product from receipt to dispatch).
Audits: Be prepared for internal (first-party), customer (second-party), and certification (third-party) audits (e.g., SQF, BRCGS).

Remember: Traceability is a critical component of food safety. Every product must be trackable through the entire storage process.