Food > Meat and Poultry Products > Manual of Procedures > Chapter 4  

Chapter 4 - Inspection procedures, dispositions, monitoring and controls

4.1 Introduction

a) Inspectional controls

"Inspectional Controls" can be defined as those specific functions of inspection staff described in the Meat Inspection Act and Regulations, such as seizure and detention, and antemortem/postmortem inspection. These controls are of a direct nature as the responsibility for these activities rests by definition of the Regulations with government inspection staff. However, the concept of "inspectional control" is much wider and encompasses all functions carried out by government inspection staff to verify that the operator of a registered establishment is satisfactorily fulfilling his obligation to comply with all applicable legislation and program requirements and that products produced therein meet standards. The government inspector does this by performing periodic verifications of the operator's activities, as opposed to performing inspection activities in lieu of the operator. The frequency of such verifications is based on the health risk category for the process being conducted at the establishment, the compliance history of the establishment, previous inspection findings and other factors. To conduct such verifications, the inspector must have access to the establishment's documented procedures, programs and records in order to evaluate the operators compliance. Inspectors must also observe actual operations and procedures to assess adherence to written programs and determine records reliability and accuracy. Finally, the inspector must assess the operator's procedures as to their effectiveness in achieving ongoing compliance with program requirements and regulations.

If the inspector finds that the operator is not achieving compliance with requirements, it becomes the responsibility of the inspector-in-charge to initiate action in accordance with the seriousness of the problem, ranging from verbal warnings up to and including the restriction or suspension of activities as a registered establishment and prohibition of the use of the Meat Inspection Legend (see 4.1.1).

b) Written records

The previous section recognises that the direct responsibility for ongoing compliance with applicable legislation and program requirements rests with the operator of the registered establishment. This is one of the principal conditions for the granting of a licence to operate a registered establishment. In order to ensure ongoing compliance, the operator must monitor themselves to identify non-compliant situations and/or product, and to initiate appropriate corrective actions as required.

To demonstrate ongoing control over the conditions and operations within the registered establishment, the operator shall maintain written programs and records. These records must demonstrate the effective monitoring and verification activities for all aspects of the registered establishment's operations that are relevant to product safety and program requirements. When a deficiency has been identified, this must be noted along with the appropriate corrective action taken to resolve the problem and prevent, where possible, its reoccurrence.

Records must be legible, permanent, and accurately reflect the actual event, condition or activity. Errors or changes are identified in a manner such that the original record is clear (eg: errors are struck out with a single stroke and any changes are initialled). Each entry on a record is made by the designated responsible person at the time that the specific event occurred. Completed records are signed and dated by the responsible person.

Unless otherwise indicated (eg foreign country requirements), the operator shall keep all processing control records for at least one year after the expiry (best before) date on the label or container or, if there is no expiry (best before) date, for 2 years after the date of sale from the registered establishment.

Specific record requirements (eg: operators review of records, record retention requirements) are covered under the particular section related to the record.

It is recommended that the inspector maintain a log book that will serve as a place to keep all information not already captured in other records (eg: the room or area that was checked for preoperational inspection, the recipes that were checked when the task was scheduled, nitrite calculations for a given product, etc.). This record is a good tool for the inspector especially when the task is rated satisfactory and it will not show in the TIP files. Also, when an inspector-in-charge is replaced, the new inspector could consult the log and see what was observed and done, and plan their actions accordingly.

Unless otherwise specified, all inspectors records (eg: condemnation reports, export certificates, inspection reports, etc.) must be kept for at least one year. The only exception to this is antemortem cards which must be kept for at least 3 months. After the retention period, since some records contain plant specific information, records must not be discarded but rather given back to the operator for their disposal.

c) "The Inspection Program"(TIP)

TIP was developed to ensure there would be uniformity of application of inspection within all Canadian Registered Establishments and that inspection duties would be performed within a systematic and unbiased framework. (See Chapter 18 of this Manual).

4.1.1 Control mechanisms

(1) Introduction

Inspectional controls are employed to ensure that establishments and meat products remain in compliance or that non compliance situations are adequately corrected and controlled so that the meat products remain safe and unadulterated. If the plant management fails to accept its responsibilities and to take the necessary action to return to full compliance, some form of severe control action must be taken. Local, regional and national inspection staff all have a role to play in the process, but the key person is the inspector at the establishment due to his detailed knowledge of the establishment and operations, which is a prerequisite for good inspectional control.

The action required to be taken, when an establishment or meat products are found to be in non-compliance, will depend upon both the extent and the severity of the problem. Because of the wide range of non-compliance situations and underlying reasons, it is necessary to use a correspondingly wide range of measures. Consideration must also be given to factors such as severe congestion. For example, if an establishment is working close to or in excess of its capacity, congestion may make inspection either very difficult or physically impossible. While there may be no actual non-compliance situation, the situation is such that corrective action is required, it is essential that the action taken is appropriate to a given situation. The various measures which may be taken and some examples of applicable situations are described in this section. It should be noted that various combinations of measures can be used if deemed appropriate.

(2) Verbal reports

After completing an inspection, the findings must be noted in a log book. The plant superintendent or other responsible company official should be contacted and given a brief resume of the inspection findings. This should stress any significant positive as well as negative findings. Minor deficiencies should be discussed, along with the necessary corrective action and the time frame involved for completion.

This action is employed for minor deficiencies such as the appearance of cracks, mold, rust, etc. on structures, (in other words, indications that additional routine maintenance procedures are required). It would also be appropriate when poor, but not critical, employee work habits are observed or when minor deviations in operational procedures are noted e.g. sanitizer not at correct temperature, a room temperature slightly above the permitted maximum, the presence of a few flies, etc.

(3) Verbal warnings

In many cases informal verbal warnings are issued by an inspector in the course of an inspection to departmental foremen, or in emergency situations directly to plant employees, where major or critical deficiencies are noted in operational procedures or employee work habits. For example, an employee is seen returning to a ready to eat meats section without the required washing of hands or is seen failing to sanitize a knife after encountering a pathological condition or contamination in a boning room. Verbal warnings would be given by an inspector to a foreman regarding the type of minor deficiencies in operating procedures mentioned in 2 above and for situations such as incorrect clothing, chewing of gum, etc.

A more formal type of verbal warning by an inspector is also employed. This is given to the plant superintendent or plant manager and is used where major deficiencies or lack of follow up action on minor deficiencies are encountered.

Verbal warnings, either formal or informal may be accompanied by additional actions, where appropriate. A note should be made in the daily log book whenever a formal verbal warning is given. The note should specify the nature of the problem, the corrective action requested and the name of the person to whom the warning was given. The entry should either be initialled by plant management or should be confirmed in writing to plant management so that there can be no dispute at a later stage.

(4) Use of held tags

Held tags are a means of inspectional control. Once applied to an object (meat product, room, equipment, etc.), they should only be removed by an inspector or with his expressed consent. The use of a held tag on a object infers that a particular defect has been identified by an inspector, that it should be corrected by plant management or an employee, then subsequently inspected and, if in compliance, released by an inspector.

In order to prevent a casual attitude to held tags developing in the minds of plant management and employees, it is important that held tags are not used by inspectors for other purposes, and that the above sequence of events is followed.

Over the years, a practice has developed in many establishments, whereby held tags have been used to identify minor dressing defects. In these instances, plant employees have been discarding held tags without an inspector closely controlling the process. This practice has led to the development of a casual attitude towards held tags. If a plant management wishes to identify dressing defects on the slaughter floor, they are at liberty to provide and use their own colour or otherwise coded tags. Held tags should only be applied to a carcass, detached viscera, etc., on the slaughter floor when the carcass is required to go onto the held rail for veterinary evaluation.

In the cases of structures and equipment, held tags are used to identify items which require some form of corrective action before the items can be brought into use, e.g. dirty equipment, a room with severe structural or sanitation deficiencies, etc.

In the case of meat products, held tags perform a similar identification function and are used for deficiencies such as contamination, improper processing, incorrect labelling, etc.

The application of a held tag must be accompanied by clear instructions regarding the corrective action needed. This may involve, for example, the dismantling and cleaning of a piece of equipment, the reworking of product or the complete refurbishing of a room. If the requested corrective action is extensive or complex, it must be detailed in writing.

The tab of a held tag should indicate what exactly was held and the reason for the action, and should be kept in the possession of the inspection staff in a secure, organized manner until the tag is removed by or with the permission of an inspector. (For example, the use of a peg board on the wall of the inspector's office would enable all inspectors at the establishment to locate and deal with held tag tabs). If a held tag is still in place when an inspector leaves an establishment, this fact should be noted in the log book together with complete details such as number of cartons, tanks, etc. held. The held tag tabs should be put away in a locked receptacle.

(5) Detention

Detention is a formal process instituted when product is seized for a contravention of the Meat Inspection Act or Human Slaughter of Food Animals Act. It should not be confused with the use of held tags. Detention requires issuing a written notice of detention which must be either delivered by hand or by registered mail. It is important that there is complete and continuous control throughout a period of detention. (Control may involve storage facilities being under departmental lock and key and/or seal). A breakdown in control procedures could adversely affect the outcome of court action.

(6) Written reports

These may be made by an inspector, a complex supervisor, a regional supervisor or a national auditor. When discussing written reports with plant management, the inspector and supervisor should ensure that the reports are understood and that adequate corrective action will be taken. In some instances, especially where structural deficiencies are identified, time may be required to complete the necessary corrective action. In these instances a request is to be made for a written action plan from the company, which sets out acceptable completion dates and indicates any necessary interim measures that will be adopted. If an action plan is not forthcoming, the inspector must inform his supervisor. Written reports should deal with major or critical deficiencies and with minor ones when these become repetitive.

(7) Written warnings *

Written warnings should only be issued where serious problems are encountered, either because critical deficiencies are seen or where corrective action for less serious deficiencies has not been undertaken. They are also appropriate where there is evidence of activities not in accordance with legislation but perhaps not serious enough to warrant legal proceedings.

Warnings, by their nature, imply that failure to take corrective action or further contraventions will lead to more serious action being taken. In order to maintain credibility, it is essential that the letter of warning is acted upon, whenever appropriate. For this reason, discussions with supervisors should take place before a written warning is issued. This ensures that there is agreement that a written warning is appropriate to the situation and that any promised further control measures will be taken if necessary. In addition, consultation will permit a decision to be made on who should sign the letter of warning. Normally the level at which the letter will be signed (e.g. Regional Supervisor, Director, Food Inspection, Regional Veterinary Director) depends upon the seriousness of the initial problem.

(8) Non application of the Meat Inspection Legend *

If product is prepared, processed, packaged, labelled, stored, etc. in a way which does not comply with the legislation and necessary corrective action is not or cannot be taken, then we can refuse to permit use of the Meat Inspection Legend in connection with the product.

(9) Withdrawal of inspection services *

This action is appropriate to a situation where it is deemed that meat products cannot be produced in accordance with the legislation, despite the presence of an inspector. Withdrawal of inspection services automatically includes withdrawal of the use of the Meat Inspection Legend.

If meat products continue to be produced without inspection or the right to apply the Meat Inspection Legend has been withdrawn, it may be necessary to involve other agencies. If a particular province requires inspection of meat products, then the provincial authorities should be notified that our inspection has been withdrawn. Health Canada should be informed in all cases where inspection is withdrawn.

(10) Suspension or cancellation of registration *

See Subsection 1.9 of the Manual of Procedures.

(11) Prosecution *

This will involve contraventions of the legislation which are considered serious enough to warrant prosecution. Advice from Legal Services should be obtained before deciding whether to instigate proceedings (see also chapter 14).

* Refers to actions which involve the input of inspection staff at either the regional or headquarter level or both.

4.1.2 Construction and maintenance

It is essential that inspectors keep a close watch on how well a maintenance program is being implemented to avoid, and if possible, eliminate actual and potential hazards of contamination. Obviously it is of little value to insist upon elaborate procedures for sanitary dressing of carcasses if meat products are later exposed to the risk of contamination.

All overhead structures and all processing equipment must be kept free of potential contamination hazards such as peeling paint, loose plaster, mould, condensation, rust and other debris. Ceilings, walls and floors must present a smooth impervious surface.

It is plant management's responsibility to take any necessary corrective action to ensure that standards are being respected. Should satisfactory results not be observed within a reasonable period of time, then the responsibility of the inspection staff is to take positive action to protect the integrity of the product.

4.l.3 Sanitation of plant and equipment (see Chapter 3)

The maintenance of a satisfactory level of sanitation is basically a management responsibility. The level has to be regularly monitored by inspectors before and during operations. Though we rely essentially on visual observation, critical surfaces or equipment should be periodically checked by bacteriological methods before and during operations.

(1) Preoperational Inspection

A preoperational company inspection of every room and area in which animals are slaughtered, carcasses are dressed, or meat products are prepared for human consumption or for animal food, shall be carried out in registered establishments and domestic plants on a daily basis. The purpose of such an inspection is to examine the production facilities, including all equipment, and to determine if the clean-up and maintenance procedures were carried out in a satisfactory manner.

The preoperational inspection is an essential part of the quality control program in all slaughter and processing establishments. Plant management must assign the preoperational inspection duties to responsible plant employees. Inspectors shall regularly carry out monitoring of the effectiveness of preoperational inspections, especially of complex equipment and other critical meat contact surfaces. The frequency of monitoring these preoperational inspections will depend on the past compliance record of the plant. Plants with a less than satisfactory record shall be monitored frequently. This may result in overtime charges to plant management for monitoring on a more frequent basis than would normally occur. Any unsatisfactory clean-up or lack of maintenance shall be immediately brought to the attention of plant management for correction.

The following may be used as a guide in carrying out preoperational inspection or monitoring of such inspection.

(a)  Inspect all meat contact surfaces for cleanliness. Complex equipment must be inspected before it is assembled. Make sure that conveyor belts, scrapers often installed in connection with such belts, pipelines used for conveying meat products, saws, etc., have been satisfactorily cleaned. Inspect small tools such as knives, hooks, protective equipment such as gloves, aprons etc. Use a flash light when necessary. Make sure that all pieces of equipment, covered with protective mineral oil after cleanup, have the oil hosed off from all meat contact surfaces prior to the equipment being used.

(b)  Inspect areas of equipment and facilities, which do not normally come into contact with meat products: e.g., undersides of equipment, ceilings, walls, floors, drains, overhead rails, equipment frames etc., for cleanliness. Confirm that handwash facilities are functional and supplied with soap, towels and waste towel containers. Although non-contact surfaces are less critical than meat-contact surfaces, they are potential sources of contamination and shall be dealt with accordingly. Potential sources of contamination located above meat products are generally the more critical ones because of the possibility of contaminants falling on product.

(c)  Inspect equipment and facilities for state of maintenance. Any cracks, peeling paint, rust, loss of galvanization, open seams and any other wear and tear can best be seen during the preoperational inspection. Preoperational inspection can spot actual and potential problems. Defective facilities or equipment can be programmed for repair or replacement in an orderly manner.

(d)  Check temperatures of production areas and sanitizers. Ventilation and air flow in production areas should be observed. Make sure that air is not flowing from relatively contaminated areas to cleaner areas (livestock holding areas to kill floor or from kill floor to meat processing areas). Observe if there are condensation problems which are often the result of faulty ventilation, poor insulation or insufficient air movement.

(e)  Check general state of housekeeping and request action before the conditions get worse.

Equipment and facilities shall not be used unless they are clean and in a satisfactory state of repair. Unsatisfactory equipment and facilities shall be recleaned or repaired before use. Depending on the extent of the clean-up problem, one piece of equipment, one room or area, one department, or the whole establishment may have to be withheld from operations. If clean-up deficiencies and maintenance problems of a less critical nature are found, and in the opinion of an inspector, the wholesomeness of meat products would not be compromised if operations were permitted, corrective action may be delayed. In these cases corrective action shall be programmed to prevent the development of a crisis situation.

Frequent contact between the Inspector in Charge and representatives of plant management is in the interest of all concerned. Findings of preoperational inspection should be recorded by plant management and be available to the inspector for review. A program for maintenance should also be regularly submitted to the Inspector in Charge and adherence to the program monitored.

(2) Operational Inspection

Particular attention should be paid to the following points:

• All sanitizers must be functional during operations and the water in them maintained at a temperature of at least 82C. This temperature applies not only to knife sanitizers, but also to water used to sanitize evisceration tables, saws, etc.
• Sanitizers must be readily accessible to each and every worker on a slaughter floor who handles unapproved carcasses. Equipment used in the dressing of carcasses prior to their approval must be sanitized between each carcass. In processing areas, sanitizers are required, but do not need to be as numerous as on the slaughter floor.
• Generally, sanitizers must be equipped with a continuous, functional inlet/ overflow system. In reinspection areas and certain processing areas, where the use of knives is infrequent and where the risk of contamination is minimal, sanitizers need not be connected to a continuous inlet/overflow system, provided the water in the sanitizers can be maintained in a satisfactory state of cleanliness.
• Overflow water must be piped directly into a drain. The requirement for direct drainage of the overflow of sanitizers is waived for sanitizers located on slaughter floors.
• Generally, handwash facilities must be of the remote control type and must be functional and supplied with hot and cold water. An exception with regard to remote control may be permitted for facilities in welfare areas under certain, specified conditions (See 2.6.3). Soap and disposable paper towels, along with a container for used towels, must also be available except in certain locations on the kill floor (e.g., high benches) where it is not necessary to provide towels and containers. Generally, handwash facilities are to be directly connected to a drain; this requirement is waived for handwash facilities located on slaughter floors.
• Defatters, if present, must not become a source of contamination. They must be maintained at a temperature of at least 60°C and be equipped with an inlet/overflow system (which is directly connected to a drain) to ensure the water in the defatter is maintained in a satisfactory state of cleanliness. In certain processing areas, where the use of defatters is infrequent it may not be necessary to have a continuous inlet/overflow system, provided the water in the defatters can be maintained in a satisfactory state of cleanliness. When defatters and sanitizers are both found in an establishment each one is clearly identified in order to reflect its function.
• The moving top evisceration table must come up clean without any buildup of fat or blood, etc. If other equipment is used to hold the viscera, it must be cleaned after each use and sanitized after any contact with held or condemned viscera.
• All processing rooms, particularly those where raw or cooked product requiring refrigeration is being handled, processed or packaged, shall be maintained at a temperature of 10C or lower, except as outlined in section 3.8.
• Raw and cooked products should not be stored in the same cooler. If this is operationally impossible, then they shall be kept well apart from each other. This separation shall be normally maintained in all areas where raw and cooked products might come in contact with one another. An exception is obviously permissible if raw and cooked products are to be combined as ingredients.
• Housekeeping conditions, particularly in freezers, welfare rooms, dry storages and maintenance areas must be adequate.
• Rodent control programs should be closely monitored. The inspector in charge shall have access to the company's file on this matter. Plant management is responsible for keeping complete records on their rodent control program. This shall include the name of the firm responsible for the rodent control, along with a list of all products used inside and outside the establishment premises and information as to the frequency of inspections by the firm, along with details of observations and action taken. It is recommended that an inspector accompany the exterminator whenever possible, so that it can be determined if the surveillance and controls are adequate. In the event that plant management conducts its own rodent control program, a similar monitoring is recommended. The inspector should have on file a plan indicating the location of all bait stations and traps. Open bait stations are not acceptable.

4.1.4 Meat Hygiene

4.1.4(1) Compatibility of operations

See Chapter 2, section 2.4.4

4.l.4(2) Meat hygiene objective

Since production of clean, non-adulterated meat products is our prime objective, particular attention should be paid to the following points:

• Poor dressing procedures resulting in contamination.
• Common contact between exposed parts of carcasses and common contact with an unsanitized surface prior to carcass approval.
• Meat products harvested on the kill floor as animal food shall subsequently be kept separate from meat products approved for human consumption.
• Correlation between dressed carcass, harvested blood, head and organs shall be maintained until completion of inspection. Adequate facilities shall be provided for the retention of viscera held pending later veterinary diagnosis and disposition.
• Strict inspection control over held carcasses, whether on the kill floor or in coolers, cannot be overemphasized. Only carcasses with pathological lesions or those hog carcasses for demerit should be allowed on the held rail. Carcasses on the held rail must not come in contact with any other carcasses. All equipment used in the inspection and trimming of a held carcass must be sanitized before use on another carcass. No edible product shall be harvested from carcasses held for veterinary diagnosis and disposition until authorized by a veterinarian.
• Carcasses requiring only trimming due to dressing defects are not permitted to go on the held rail. The improperly dressed or bruised carcasses may be identified by a tag other than a "held" tag at the rail inspection station. It is plant management's responsibility to ensure proper dressing of all carcasses. The inspection staff is to monitor, on an ongoing basis, the quality of carcass dressing being accomplished by plant employees and institute appropriate inspectional controls when necessary.
• Written evidence that animals have been subjected to antemortem inspection must be available on the kill floor when animals are slaughtered.
• Animals held on antemortem inspection must be individually identified and that identification must be maintained through slaughter and postmortem inspection until final disposition by a veterinarian.
• All condemned carcasses and parts are to remain under inspectional control until disposed of as prescribed by the Meat Inspection Regulations.

4.1.5 Approved meat products

Having produced clean, non-adulterated meat products on the kill floor, it is imperative that this status be maintained throughout subsequent operations. Every effort must be made to eliminate sources of environmental contamination. Only the use of acceptable packaging material is permitted. Monitoring the correct use of registered labels is a part of an inspector's responsibility. Domestic label registrations and foreign label approvals for meat products produced in a registered establishment shall be kept on file by the Inspector in Charge. The inspection staff is to monitor the management's control over the formulation, the method of preparation and the use of restricted ingredients. It is therefore necessary for the inspection staff to have access to all information that they may require, and that they are knowledgeable of and have available to them the registered recipe.

The company shall maintain a log book for restricted ingredients such as nitrates/nitrites. The log book should contain information such as: quantity on hand, quantity used, date, signature of employee. Inspection staff should review the log book periodically and initial it at the time of review. It is incumbent upon the inspector to monitor the cleanliness and suitability of vehicles carrying meat products to and from the registered establishment.

4.1.6 Control of meat inspection legend stamps and other government official labels, devices or certificates

The inspector is responsible to ensure that proper measures are adopted to control official items. Specific controls applicable to certain items are described below.

4.1.6(1) Stamps bearing the Meat Inspection Legend

(a) Custody and care of Meat Inspection Stamps

A strong cabinet is to be provided for the storage of stamps bearing the meat inspection legend. The cabinet must be equipped with concealed hinges and a hasp placed in such a manner as to cover the screw heads. The cabinet is to be locked with a Departmental padlock and the keys kept in the possession of the inspection staff.

Where an inspector is available at the start of operations to unlock the cabinet, but may not always be on hand when operations cease, the cabinet may be equipped with a safety opening that allows the stamps to be returned but not taken from it.

A complete list of stamps and the use and location to which they are assigned is to be posted on the inside of the stamp cabinet.

The department foreman or a designated employee is to sign for a stamp when it is taken out or returned. It is desirable to record the "out" and "in" times. The foreman or designated person is to be responsible for thoroughly cleaning the stamp and returning it at the end of the work shift.

The Inspector in Charge will provide a log book for the above signatures.

(b) Inventory of stamps

Control of branding and marking devices (metal stamps, needle point stamps, engraving nests, etc.) must be maintained. A daily inventory of stamps is conducted by the inspection staff on an ongoing basis as stamps are signed in and out in the logbook.

A check of the stamp inventory is made by a supervisor at the time of the monthly visit. It will be sufficient to count the stamps in the cabinet and those shown as being signed out in the logbook. The total is then compared with the number shown as the establishment inventory maintained at the regional office. The fact that an inventory check was carried out should be indicated on the supervisor's report (CFIA 1427).

Any discrepancy must be immediately investigated. The explanation for any discrepancy should also be made the subject of a separate report.

(c) Damaged, worn or surplus stamps

Only stamps which give a clear, legible imprint are to be considered acceptable for use. All stamps which are worn or damaged are to be sent to the Regional Office along with a covering memorandum. The Regional Office will then return the stamps to the supplier. Stamps from closed establishments must be returned via the Regional Office to the supplier for destruction or recycling. In no case is it permissible to otherwise dispose of stamps.

(d) Lost stamps

To minimize accidental loss of brass legend stamps the stamp handle should be of a design that minimizes any tendency of the stamp to roll off tables, desks, etc.

Whenever a stamp is lost, a diligent search must be conducted and the plant management and Inspector in Charge are required to provide a detailed, written explanation.

In the event the circumstances surrounding the loss are suspicious or indicative of theft, then the police should be notified. If feasible, any stamp of that size should be withdrawn from use for a period of time.

(e) Ordering stamps

In order to simplify and expedite the processing of orders, the following procedure is to be used when ordering meat inspection legend stamps:

(i)  the order form provided in Annex H is to be completed by plant management and presented to the Inspector-in-Charge for authorization;

(ii)  the Inspector-in-Charge shall complete the section reserved for government use by clearly indicating the address where the stamps are to be delivered and authorize the request by signing the form. The operator shall make two (2) copies of the order form: one for the Regional Office and one for the Inspector-in-Charge;

(iii)  the operator shall send the completed order form, signed by the Inspector-in-Charge, directly to the manufacturer;

(iv)  the stamp(s) will be sent by the manufacturer to the appropriate Regional Office or, at the discretion of the Regional Director General, directly to the resident Inspector-in-Charge, or Regional Supervisor;

(v)  the Inspector-in-Charge shall verify that the material received matches with the order, notify plant management that the stamp is available and amend the stamp inventory accordingly;

(vi)  all stamps or parts of stamps are to be paid by the operator according to the manufacturer's instructions.

4.1.6(2) Official Seals

Strict control shall be exercised over official seals.

A record should be kept of the serial numbers of the seals in stock, (see Annex P of the Introduction to Chapter 11 for the recording format).

Every time seals are provided to the operator, their serial numbers shall be recorded, (see Annex Q of the Introduction for Chapter 11 for the recording format).

Seals shall be kept under lock and key. Official seals shall only be applied and broken under the authority of an inspector.

Seals shall not be given until a duly completed CFIA 1452, or other acceptable control measure, is provided to the inspector.

4.1.6(3) Export Certificates

See section 11.3(5).

4.1.6(4) Export stickers/stamps

See sections 11.3(6) and 11.3(7).

N.B. In addition to stamps, the operator is responsible to pay for export stickers (CFIA 1444, 4081, 4269), export stamps, identification tags (CFIA 1467) and ink used for marking.

4.1.7 Chemical compounds used in registered establishments

The following controls are to be applied, to prevent the use of unapproved and, therefore, possibly hazardous substances in establishments:

(a)  Veterinarians or Inspectors in Charge of all Registered Establishments are to make up a list of all chemicals utilized in the operation: such as hand soaps, cleaners, lubricants, pesticides, etc., with particular reference to those used in production areas or with any potential for product contamination.

(b)  The following information for each substance on the list should be provided:

(i)  the manufacturer's name and address;

(ii)  the product name and code number, if applicable (brand name and descriptive name indicating function);

(iii)  its particular use in the establishment;

(iv)  whether it is approved for the purpose it is used for;

(v)  that it is being used according to the instructions on the label.

(c)  Management is to be made aware that this list is being compiled and that it is to be kept up to date. Their cooperation in informing inspection staff of any new chemicals being used or deletions is to be sought.

A copy of the prepared list is to be made available to Headquarters supervisors on routine audit. Inspections and random checks on chemicals used in establishments will be carried out.

4.1.8 Pest control

A written description of the pest control procedures in use at the establishment is to be on file. The following information is to be available:

(a)  name of company performing the service;

(b)  frequency of visits;

(c)  list of poisons used, plus approval data;

(d)  map of bait station locations; and

(e)  copies of relevant communications between inspection staff, the pest control company and establishment management respecting pest control.