Skip to main content

Prepare your records for an audit

FourFoxes keeps monitoring, calibration, batch, and supplier records permanently, and each has an export an inspector can take away.

Inspectors usually want to see four things. Each one maps to a record FourFoxes already keeps.

  1. Monitoring logs for each CCP, with corrective actions. Export the master log or a per-CCP log from HACCP Reports. Deviations show the corrective action next to the reading, and acknowledged missed checks show why they were missed. If the inspector asks what a limit is based on, open the product type and click View this filed scheduled process on its Standard Operating Procedure card. That page shows who issued the filing, its reference, the filed limit, and the letter it was read from.
  2. Calibration records. Every accuracy check and calibration is logged per instrument, with who logged it. Export them as PDF or CSV from the Calibration page.
  3. Supplier and lot records. Ingredient purchases record the supplier and the date. Each purchase page lists every ingredient with its Lot # and Expiration, and Batches Using These Ingredients shows which batches drew from it.
  4. Proof you can trace. Run a recall trace from any batch or purchase and export it. Many auditors ask you to demonstrate a trace live.

How retention works

  • Monitoring records, missed-check acknowledgments, and calibration records cannot be edited or deleted after submission. What was logged is what you show.
  • Batches cannot be deleted. A batch page keeps a change history showing who edited what, and when.
  • Generated report files expire after 24 hours, but the underlying records stay. Export fresh copies whenever you need them.

Take everything with you

Admins can download the whole account as a ZIP of CSV files: batches, products and product types, your CCP list, instruments and calibration records, ingredients and ingredient purchases, packaging and labeling purchases and suppliers, and team members. CCP monitoring records are not in the ZIP; export those from HACCP Reports. Open Team from the account menu, find the Export data card, and click Download export. Exports are limited to five per hour.

KB facsimile: Export data card on the Account Team page
Do a dry run

Before the audit, open HACCP Reports and look for deviation and acknowledged miss counts on each CCP. Open the master log for the inspection window and run one recall trace. The trace page counts its own data gaps, so you learn what is missing while there is still time to fix it. Then open Where limits came from and check that it lists nothing under Controls that disagree with a filing or Controls with nothing on file behind them.

HACCP Reports hub before an audit The HACCP Reports page: date fields to pre-fill report links, Last 30 days and Last 90 days buttons, the Master HACCP Log with an Open Master Log button, and one row per CCP. The pH Check row shows 2 deviations and 1 acknowledged miss in the last 30 days, Cooler Temp shows All passing, and Hot Fill Temp shows Overdue, each with an Open Log button. HACCP Reports View and export FDA-ready HACCP monitoring logs. Pre-fill date range for report links below Start Date 09/21/2026 End Date 10/21/2026 Quick select: Last 30 days Last 90 days Master HACCP Log Unified log covering all active Critical Control Points — PDF and CSV export for regulatory submissions. Open Master Log pH Check Product pH · Every batch Last checked 10/18 2 deviations (30d) 1 acknowledged miss (30d) Open Log Cooler Temp Walk-in air temperature · Every 4 hours Last checked 10/21 All passing Open Log Hot Fill Temp Fill temperature · Every batch Last checked 09/12 Overdue Open Log
HACCP Reports flags each CCP's deviations and acknowledged misses from the last 30 days.

Related