Digital records compared with paper logs
The Food Standards Code does not prescribe a form for food safety records, so paper logs are allowed. Moving them into the platform changes how each record is made and how quickly it is found again.
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Paper logs and Hospitality Shield
| Paper logs | Hospitality Shield | |
|---|---|---|
| Who did the check | Initials, when someone remembers them | The person's own login and the time |
| A missed check | An empty line, found later | Listed on Today's Tasks, then marked missed once the day has passed |
| A reading out of range | Seen when someone reads the sheet | Flagged as it is entered |
| A changed record | Crossed out or written over | The change kept in the record's history |
| Training and certificates | Separate files | A register, with expiry dates watched |
| Records for an officer | Folders to search | A record pack for the dates they name |
Moving from paper
The work itself stays the same: someone still checks the cool room and cleans the slicer. The checklists can follow the paper sheets the venue uses now, and staff record each check on their phone.
What to bring across from paper
Everything on your paper sheets has a place in the platform.
- Daily, weekly and monthly checklists
- Fridges, freezers, cool rooms and hot holding units
- Dated products and their use by dates
- Team certificates and their expiry dates
- Licences, registrations and other documents
- Recipes, menus and allergens
Questions
Are paper food safety records still allowed?
Yes. No form of record is prescribed, so paper and digital records can both show what the Standard asks for.