What to keep

  • Temperature logs: cooking, hot and cold holding, reheating
  • Cooling logs and time-control logs
  • Fridge and freezer logs
  • Thermometer calibration and sanitizer test results
  • Cleaning sign-offs
  • Health check-ins
  • Receipts showing food came from licensed sources
  • Discard logs
  • Pest control reports
  • Training roster with food handler permit numbers and expiry dates, and the manager certificate

Sources: Source protocols: defending our practices (records that prove it was done; proof of training and credentials)

How long to keep them

  • Logs and checklists: at least 90 days
  • Home kitchen 72-hour temperature logs: 90 days
  • Shellstock tags: 90 days
  • Parasite-freezing records for raw fish: 90 days after the sale
  • Pest control records: at least 1 year
  • Food truck commissary log: 1 year
  • Inspection reports: 3 years (source protocols)

Sources: Utah Code 26B-7-416(8)(a) · Food Code 3-402.12 · R392-102-3 · Source protocols: records kept 90 days, inspection reports for 3 years; shellstock tags 90 days; pest records at least one year

Written procedures to have on file

  • Time as a public health control (if you use it); show it on request
  • Vomit and diarrhea cleanup
  • Cooling, reheating, allergen and illness procedures
  • Home kitchens: the standard operating procedures filed with your permit

Sources: Food Code 3-501.19 · Food Code 2-501.11 · Utah Code 26B-7-416(10) · Source protocols: written procedures kept in the records binder

Check your own logs

  • The person in charge reviews and signs logs at the end of each shift or event.
  • A manager reviews them within a week and looks for gaps or missed limits.
  • Every missed limit shows what was done: reheated, chilled, thrown out (with amount), or worker sent home.
  • A log with corrective actions is stronger proof than one that is always perfect.
  • Never guess or change a record after the fact.

Sources: Source protocols: verification; corrective actions on record; during an inspection (never alter records)

The rules behind it

  • Home kitchen 72-hour logs. TCS food is sold the same day, or within 72 hours only with item logs every 2 hours and fridge/freezer logs at start, end and every 4 hours. Keep 90 days. Utah Code 26B-7-416(8)(a) · source
  • Time as a public health control. 4-hour limit with containers marked; written procedure on file; unmarked containers discarded. Food Code 3-501.19
  • Vomit and diarrhea cleanup procedure. Written procedure: stop service nearby, protective gear, absorb, clean, disinfect 1,000–5,000 ppm bleach or norovirus product, discard, log. Food Code 2-501.11; R392-102-15(5)
  • Commissary agreement and log. No food or equipment stored at home. A signed commissary agreement, renewed every year. Log each commissary visit (date, time in, time out, initials) and keep the log 1 year. R392-102-3 · source
  • Keep records 90 days. Logs and checklists kept at least 90 days; ready for an inspector. Utah Code 26B-7-416(8)(a); protocol