Denny Foods (Pty) Ltd.

Traceability, Rework & Recall

Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 1 of 12

Revision: 4

PRODUCT RECALL PROCEDURE

A Product Recall Procedure is required to ensure smooth and fast recall of product, particularly that
which may be injurious or harmful for human consumption.
The TRACE/ RECALL FLOW-CHART will be followed when a potential health hazard is suspected.
The relevant Regional Director will initiate Emergency Recall after an investigation review.
The process will be co-ordinated by the Quality Assurance Manager or another nominated Recall Coordinator.
A TRACE/RECALL DIRECTORY is available for each site.
TRACE/RECALL INDIVIDUAL RESPONSIBILITIES, information sheets are available.
In an Emergency Recall, immediate action will be taken to remove all suspect products from all
customers with out delay.
Records are kept of all customers who receive our product and this is available on request.
In the event of an Emergency Recall, all the effected batches will be traced and withdrawn.
Steps are in place, to ensure the withdrawal of Recalled product to the site from which it originated.
Monitored destruction of the product will then take place.
When the product cannot be transported back to site to be destroyed, the person responsible for the
destruction of the product must sign a document stating that the necessary destruction of the product
has taken place.
In the event of an Emergency Recall originating from contamination by a hazardous substance after the
product has been distributed, a full investigation will take place to ensure that a complete recall of the
suspect product has taken place.
These following documents must be completed:
TRACE/RECALL COMPLAINT FORM (Doc. 11.2.0 Rev. 2 Pg. 5 of 9)
TRACE RECALL COMMUNICATION MODEL DOCUMENT (Doc. 11.2.0 Rev. 2 Pg. 6 of 9)
EFFECTIVENESS CHECK QUESTIONNAIRE - MODEL DOCUMENT (Doc. 11.2.0 Rev. 2 Pg. 7 & 8 of 9)
VERIFICATION OF DISTRUCTION LETTER - MODEL LETTER (Doc. 11.2.0 Rev. 2 Pg. 9 of 9)
This can be done via a fax transmission, e-mail, telephone or a personal visit. (Model documents for the
above are available.)
Market Withdrawal shall take place where there is no hazard to human health, but where brand image or
product profile is jeopardised. The procedure is as above, however the degree of urgency is less.
An annual mock recall will be done on processed product to ensure the efficacy of the procedure.

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 2 of 12

Revision: 4

TRACE / RECALL DIRECTORY

DENNY FOODS DEODAR FARM
MANAGING DIRECTOR
Name:
Ron Hoskin
Office No:
021-555-7220
Cellular:
082 889 1260
E-Mail:
ronh@diningin.co.za

ALTERNATE
Name:
Philip Smit
Office Phone Number: 011- 278-4600
Cellular:
082 469 8647
E-Mail:
philips@diningin.co.za

PLANT MANAGER
Name:
Philip Smit
Office Phone Number: 011- 278-4600
Cellular:
082 469 8647
E-Mail:
philips@diningin.co.za

ALTERNATE
Name:
Marianne Kaiser
Office No:
011-278-4600
Cellular:
082 877 0924
E-Mail:
mariannek@diningin.co.za

RECALL CO-ORDINATOR
Name:
Nicholas Zemura
Office Phone No:
011- 278-4600
Cellular:
0795793021
E-Mail:
nicholasz@diningin.co.za

ALTERNATE
Name:
Office Phone No:
Cellular:
E-Mail:

Alfred Malebo
011- 278-4600
0714925034
alfredma@diningin.co.za

WAREHOUSE SUPERVISOR
Name:
JP Smith
Office Phone No:
011- 278-4600
Cellular:
0795793021
E-Mail:
jaunsm@diningin.co.za>

ALTERNATE
Name:
Office Phone No:
Cellular:

Alfred Masaole
011 -278-4600
082 099 6283

BUYER
Name:
Isabella Africa
Office Phone No:
011- 278-4600
Cellular:
0727799521
E -Mail:
Isabella@diningin.co.za

ALTERNATE
Name:
Office Phone No:
Cellular:
E -Mail:

Alfred Masaole
011 -278-4600
082 099 6283
alfredm@diningin.co.za

SALES/MARKETING MANAGER
Name:
Michael Parker
Office Phone No:
021 555-7200
Cellular:
083 634 0280
E-Mail:
michaelp@diningin.co.za

ALTERNATE
Name:
Office Phone No:
Cellular:
E -Mail:

Daryl Caley
021 555-7220
084 983 3682
darylc@diningin.co.za

WOOLWORTHS TECHNOLOGIST
Name:
Gay Cicero
Office Phone No:
021 407 7066
Cellular:
083 616 4912
E-Mail:
gaycicero@woolworts.co.za

ALTERNATE
Name:
Adele Smith
Office Phone No:
021 407 2397
Cellular:
E
adelesmith@woolworths.co.za

E -Mail:

alfredm@diningin.co.za

-Mail:

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 3 of 12

Revision: 4

WOOLWORTHS TECHNOLOGIST
Name:
Glynis Koopman
Office Phone No:
021 407 7066
Cellular:

ALTERNATE
Name:
Office Phone No:
Cellular:

E-Mail:
GlynisKoopman@woolworts.co.za

E -Mail:
ColleenSaayman@woolworths.co.za

ATTORNEY
Name:

ALTERNATE
Name:

Dairmuid Short

Office Phone No:

011-240 5000

Colleen Saayman
021 407 2532

Maria Silver

Office Phone No:

Woolworths Technical Team Numbers

Richard

Stockley

Head of Foods Technology

083 2554028

Produce
Latiefa

Lester

Sweets, snacks, biscuits, special

occasions, beverages, juice and wine,
groceries and non foods

083 414 4259

David

Houghton

Meat, poultry, seafood and dairy

083 448 6838

Tracy

Vogt

Technical services

083 555 4038

Sandy

Corbett

Ready meals, bakery, frozens

083 265 0392

Karin

Carstensen

Technical services

083 300 2194

011-240 5000

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 4 of 12

Revision: 4

TRACE / RECALL FLOW CHART

Potential Health Hazard
Investigation Review Managing Director + Recall Coordinator + Operations Manager
Assemble Recall Team and Legal Counsel Managing Director + Operations Manager
Initiate Recall - Operations Manager+ Recall Co-ordinator
Production Data Recall Co-ordinator +Customer Services Co-ordinator/Ware house Manager
Hold Tags, Inventory, Client List - Customer Services Co-ordinator/Ware house Manager +
Sales/Marketing Manager
Clients Contacted Sales/Marketing Manager
Recall Effectiveness Checks Sales/Marketing Manager + Recall Co-ordinator
Recall Status Report - Recall Coordinator + Sales/Marketing Manager
Disposal of Product - Recall Coordinator + Customer Services Co-ordinator/Ware house Manager +
Operations Manager
Final Report - Recall Coordinator

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 5 of 12

Revision: 4

TRACE / RECALL INDIVIDUAL RESPONSIBILITIES

1.

MANAGING DIRECTOR / OPERATIONS MANAGER

Determines the necessity for a product recall.
Summons the Recall Team to discuss the above.
Instructs the Recall Coordinator to initiate the Recall program.
Maintains contact with legal counsel.

2.

RECALL COORDINATOR
Recall Coordinator, & Plant Manager begin the investigation, to determine if the product is
definitely a health hazard to the consumer.
Presents factual data to the Managing Director.
Keeps the other members of the team informed.
Obtains necessary data for the suspected product recall from the Customer Services Coordinator /Logistic
Data to be obtained: inventory of suspected product that may still be on site and a list of
clients who bought the suspected product - from the Customer Services Co-ordinator /
Logistic
Provides Sales/Marketing Manager with complete list of clients as per the Customer
Services Co-ordinator / Logistic

3. CUSTOMER SERVICES CO-ORDINATOR/ LOGISTIC

Using the date code and client despatch list, determines the locations and total volume of
despatched product.
Identifies all suspect products in despatch and marks it REJECT.
4. SALES/MARKETING MANAGER
Using the client list as provided by the Customer Services Co-ordinator /Ware House
Manager, coordinates the sales staff to contact all clients who received suspected
product.
Informs the abovementioned clients of the Trace Recall effort in progress by means of a
fax of the Recall letter and follows up with a telephone call verifying receipt of the Recall
letter.
5. CLIENT DISTRIBUTING THE SUSPECTED PRODUCT:
Have the client use his or her own despatching forms to determine:
i. Current location, volume of all suspected product within their own distribution
centre.
ii. Volume of all suspected product despatched and a list of affected clients.
iii. Inform their clients to cease any further despatch of the suspected product
immediately.
iv. Have their clients isolate any suspected product within their holding and mark DO
NOT USE.
v. Agree to have any suspected product sent back to Denny Foods immediately/ destroyed
with a verification letter.
6. CLIENT NOT DISTRIBUTING THE SUSPECTED PRODUCT:
Have the client use his or her own receiving forms to determine:
i. Current location, volume of all suspected product within their own store.
ii. Volume of suspected product already sold.
iii. Have the client cease all further distributing and use of suspected product.
iv. Have the client isolate any suspected product within their holding and mark DO
NOT USE.

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 6 of 12

Revision: 4

v. Agree to have any suspected product sent back to Denny Foods immediately / destroyed
with a verification letter.
vi. Recall effectiveness checks may be carried out by telephone calls, faxes, or
personal visits. The objective of the follow-up is to verify that all the consignees
are taking the appropriate actions of the suspected product that has been
accounted for.

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 7 of 12

Revision: 4

TRACE RECALL PRODUCT COMPLAINT FORM

Date of complaint:
Time of complaint:
Complainant:
Product Description:
Amount of product:
Nature of complaint:

Managers Notified:
Investigative findings:

Action taken to correct complaint and to prevent its recurrence:

Date of response to complaint:

Outcome/Conclusion:

Signature:
Date:

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 8 of 12

Revision: 4

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 9 of 12

Revision: 4

TRACE RECALL COMMUNICATION - MODEL LETTER

Date:
Attention:
DENNY FOODS (PTY) LTD, Plot 261, Brandvlei, Randfontein, Gauteng are recalling all
. This product is produced by DENNY FOODS (PTY) LTD and is also distributed under
different manufacturers labels. Enclosed is a copy of the original client invoices, listing the quantity of
product shipped to
, on __________________________, under the product
label
.
The recall is being initiated to test the efficiency of our Recall procedure.
DENNY FOODS (PTY) LTD, requests consignees (wholesalers and retailers) to hold and discontinue selling
their existing stock of this product, and return any remaining inventories of the recalled products to
DENNY FOODS (PTY) LTD Plot 261, Brandvlei, Randfontein, Gauteng. If you can under any
circumstances not return the product back to our site you need to fill in the VERIFICATION OF
DESTRUCTION LETTER, sign that the destruction of the product has taken place effectively under
supervision and fax the document to: 011-278-4604 for attention Nicholas Zemura.
If you have redistributed or sold this product to other retailers, please notify your clients as to the status
of this product and whom they may contact for further information at DENNY FOODS (PTY) LTD.
Enclosed is a RECALL EFFECTIVENESS QUESIONNAIRE. We are requesting that you complete it promptly
and return the questionnaire by fax transmission. 086-528-7501, e-mail Nicholasz@diningin.co.za

Thank you for your cooperation in this matter.

Yours faithfully

Nicholas Zemura
Quality Assurance Manager / Recall Co-ordinator

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 10 of 12

Revision: 4

EFFECTIVENESS CHECK QUESTIONNAIRE MODEL FAX

Fax transmission
Date
ATTN
Subject
Fax

:
:
: Recall Effectiveness Check
:

DENNY FOODS (PTY) LTD

Product Recall
Please read each question, check the appropriate answer, and return immediately.
1. Did your firm receive notification that DENNY FOODS (PTY) LTD is recalling its
?
Yes / No
2. Did your firm receive shipments of the product being recalled?
Yes / No
3. Do you now have any of the recalled products on hand? Please check your inventories before
answering. This is
very important.
Yes / No
4. If the answer to question 3 is YES, do you intend to return the product to DENNY FOODS (PTY) LTD as
requested?
Yes / No
5. If the answer to question 4 is NO, please explain your intentions.

6. Have you received any reports of illness or injury related to this product?
Yes / No
7. If the answer to question 6 is YES, please provide details.

8. Name and title of the person completing this questionnaire.

______________________________
9. Signature

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 11 of 12

Revision: 4

EFFECTIVENESS CHECK QUESTIONNAIRE - MODEL

Telephone or personal visit
Date:
Consignee Name and Address:
Name and Title of Interviewee:
SUBJECT: Recall Effectiveness Check
Telephone and/or Personal Visit
This is
(Name of Interviewer) with DENNY FOODS (PTY) LTD. I am calling to
confirm that you have received our product recall notification for
. On
DENNY FOODS (PTY) LTD, sent a letter by fax
transmission, notifying all firms which may have purchased our
that all remaining stock should be returned or destroyed. If you will allow me, I
have a few questions to ask you regarding this recall.
1. Did your firm receive notification that DENNY FOODS (PTY) LTD is recalling its (product name and
description) product?
Yes / No
2. Did your firm receive shipments of the product being recalled?
Yes / No
3. Do you now have any of the recalled products on hand? Please check your inventories before
answering. This is very important.
Yes / No
4. If the answer to question 3 is YES, do you intend to return the product to DENNY FOODS (PTY) LTD as
requested?
Yes / No
5. If the answer to question 4 is NO, please explain your intentions.

6. Have you received any reports of illness or injury related to this product?
Yes / No
7. If the answer to question 6 is YES, please provide details.

Thank you for your cooperation in this matter.

And your name is?
Title?
Interviewer:
If you have any further questions, you may direct them to Nicholas Zemura, Quality Assurance
Manager Denny Foods Deodar Farm, 011-278-4600.
DENNY FOODS (PTY) LTD,
P.O. Box 5811, Krugersdorp West, 1742

Denny Foods (Pty) Ltd.

Traceability, Rework & Recall
Document: Product Recall Procedure
Replaces: Doc. 11.2.0 Rev: 3
Reason for change: New Technologist added

Issue date: 02.03.2015

Document: 11.2.0
Page 12 of 12

Revision: 4

VERIFICATION OF DESTRUCTION LETTER MODEL LETTER

I
(name and surname)
verify that all the
were removed off the shelves and I have witnessed the destruction of the above mentioned
product on our premises.
The product was destroyed in the following way:

I verify that no one will have access to the above-mentioned destroyed product.
Name:
Position:
Date:
Signature: