Competent authorities (CAs) in the European Union (EU) countries participated in a revolutionary study exploring the level of application of digital technologies in official food safety control inspections, revealing a remarkable 62.5% of the surveyed respondents reporting that they have already incorporated digital environments to some extent during their food safety inspections.

The assessment involved administering a questionnaire to CAs from 15 EU countries, with a total of 88 national, regional, or local CAs participating in the survey. It brought to light that further possibilities exist for the EU food sector to employ digital technologies as support tools for boosting inspection efficiency and identifying the main barriers that stand in the way of achieving an advanced inspection system.

Digital systems present unprecedented opportunities to modernize official food safety control by offering the advantage of recording and reporting data directly in digital format and enabling process automation through rule-based instructions to simplify the analysis and disclosure of inspection data. Let us have an elaborate look into the study to understand the contemporary approaches for optimized inspection outcomes and how transitioning from paper-based to digital systems positively impacts the consistency of official control measures.

“Digital Transformation of the Official Food Safety Control in Barcelona”: A Quick Summary

The purpose of the research project funded by the Barcelona Public Health Agency was to investigate the benefits and barriers, and bridge the knowledge gaps associated with adopting digital environments in retail food safety inspections, leveraging vital insights for EU stakeholders.

Following the experience of developing and implementing a digital environment for inspections in Barcelona, Spain, the Barcelona Public Health Agency distributed an initial questionnaire to CAs to gather information. The survey took place online between April and May 2022 and was dispensed to CAs in all 27 EU Member States through the Heads of Food Safety Agencies group. It consisted of 30 questions covering seven topics:

1. The profile and territory of the respondents.
2. Their use of a digital environment during inspections.
3. The reasons for using a digital environment during inspections, both internal and external motivations.
4. The results of using a digital environment, including personal effects and beyond.
5. Inspection processes are carried out through a digital environment during and after inspections.
6. The establishment and execution process of a digital environment during inspections.
7. Reasons for not using a digital environment during inspections.

The significant shift of 62.5% towards integrating digital inspection strategies is driven by key internal and external motivations, which include:

Internal Reasons:

• Standardization of documentation procedures for inspection data (80%)
• Ensuring accessibility of all data for inspection preparation (69.1%)
• Avoiding duplicate work for officers during inspections (54.5%)

External Reasons:

• The need to modernize public administration technologically (54.5%)
• Responding to food business operators’ desire for access to inspection data and results (52.7%)

Of the 37.5% of CAs who reported not using a digital environment during inspections, 39.4% equally and totally agreed that the lack of budget and technological constraints were the reasons. Additionally, 33.3% cited a shortage of information technology personnel. Some authorities provided open-ended comments, expressing concerns about the coexistence of different and non-interoperable digital systems in public administration and the lack of Internet connection at food premises.

Major Observations:

• Those who used a digital inspection environment experienced benefits such as improved communication and data exchange with food business operators, reduced paper usage, data standardization, and modernized public administration.
• Among the food safety inspection processes conducted through a digital environment, having access to reports of past inspections was the most common, followed by the automatic generation of digital inspection reports based on templates.
• Post-inspection processes through a digital environment included storing reports in digital format and reporting annual official control and sampling data to national authorities, the European Commission, and the European Food Safety Authority (EFSA).
• The formation and enforcement of digital inspection environments were primarily facilitated by internal personnel, although external personnel were involved in about two-thirds of instances.
• The involvement of management in the development process was moderate, while officers showed high engagement, involvement, and motivation.
• Training workshops and educational materials were the most common activities used to prepare officers for digital inspection environments.

Paradigm Shift of Food Safety Inspections Through a Digital Future

By harnessing the capabilities of digital solutions, food safety authorities and businesses can transform the traditional food inspection paradigm and significantly improve the safety and quality of food products in the global food sector.

Real-time data collection and analysis are the primary merits of digital tools during inspections. Inspectors can collect data in real time, enabling instant analysis to identify probable food safety risks. This immediate access to data allows for faster decision-making and swift responses to critical issues, reducing the time gap between inspection and action. By serving as repositories of valuable information, best practices, and training materials for food safety inspectors, they can also cultivate continuous learning and capacity building within the food safety workforce.

Traditional paper-based inspection processes can be error-prone and inconsistent due to manual recording and interpretation. However, digitization helps eliminate human errors, ensuring precise and standardized data collection and leading to more reliable and stable inspection results. Remote and virtual inspections are made possible with digital tools, such as remote sensors and cameras. This reduces the need for physical visits in certain cases, saving time and resources while allowing inspections to be conducted in challenging or dangerous situations.

The use of digital platforms also enables predictive analytics for risk assessment. By making use of tech-driven analytics with historical data retention, authorities and food companies can proactively address prevalent food safety risks before they become widespread problems. Efficient resource allocation is achieved through digital systems, where food safety authorities can optimize their resources by focusing inspections on high-risk areas or facilities. This targeted approach ensures that inspections are prioritized where they are most needed, maximizing the impact of limited resources.

Digital environments can be integrated with other food safety management systems, such as Hazard Analysis and Critical Control Points (HACCP) or food traceability systems. This integration streamlines data sharing and establishes a more holistic approach to food safety management. It also brings about the implementation of standardized inspection protocols and benchmarking of food safety practices across different regions and countries, promoting international cooperation in food safety.

In a digital environment, process transparency and traceability are achievable. Inspection results can be transparently shared between authorities, businesses, and consumers, fostering trust and accountability in the food supply chain. Stakeholders can track the history of food products from farm to fork, enhancing overall food safety. The transparency offered by digital systems authorizes consumers to access information about food safety inspections and compliance status. This heightened public awareness can encourage businesses to mainstream food safety and maintain a positive reputation.

Build an Efficient Digital Environment with Smart Food Safe for Empowered Food Safety Inspections

Smart Food Safe is committed to leading the way in guiding food industries toward creating a robust digital environment that enhances the efficiency of food safety inspections. Our tech-enabled and cost-effective software modules are thoughtfully designed to ensure quality, food safety, and regulatory compliance in the food industry. By digitizing risk-based hazard analysis, preventive control planning, root cause analysis, CAPA, audit and recall management, and environmental monitoring, we enable businesses to oversee their inspection activities skillfully.

Our innovative functionalities aid in data analysis, identifying high-risk areas, and pinpointing sources of contamination, empowering inspectors and authorities to allocate resources with competence. With the shift from traditional paper-based methodologies to digital systems on smartphones, tablets, or other mobile devices, Smart Food Safe encourages embracing the digital age of food safety inspections, advocating a safer and more productive food supply chain.