Best Practices for Securing Your Food Manufacturing Documents

Food manufacturing involves preparing and packaging different perishable food products for consumption. It’s a sensitive and regulated industry with strict policies and procedures set by various regulatory bodies. As a result, proper documentation of every process within the manufacturing plant is important to ensure safety, quality, and compliance with food regulations. However, security also plays a critical role in the management of these documents. Therefore, food manufacturing organizations should have proper security measures to safeguard their documents.

In this article, we’ll discuss best practices for securing your food manufacturing documents.

1. Implement a Document Management System

Implementing a document management system (DMS) is a crucial step in securing your food manufacturing documents. This will ensure that documents are stored in a centralized location and are accessible only to authorized personnel. A DMS also provides document tracking and helps maintain version control. Additionally, it offers granular permission control, allowing you to regulate who can access and edit sensitive documents.

2. Utilize Access Controls

Access controls are important in securing sensitive food manufacturing documents. Implementing access controls ensures that documents are available only to authorized personnel who require access to perform their duties. Additionally, data encryption and multi-factor authentication can be used to add an extra layer of protection to documents.

3. Monitor Document Activity

Monitoring the activity of document access and editing can provide insights into who accessed which document and when. This helps identify any security breaches and advise corrective actions. Audit logs and reports can be used to monitor document activity and provide a detailed report of modifications made to sensitive documents.

4. Conduct Regular Document Training

Your employees should be trained on policies and procedures relating to the handling and management of sensitive food manufacturing documents. They should understand how important it is to maintain document security and be aware of potential security breaches. Regular training can help employees stay up to date with changing regulations and best practices.

5. Regularly Review and Update Security Measures

Ensuring optimum document security requires a continuous process of review and improvement. It is important to periodically review your security measures to identify any flaws that can be addressed. Upgrades or changes in technology occur frequently, so you should keep your security measures updated ensure your documents remain secure.

6. Establish Document Retention Policy

A document retention policy outlines how long you store important documents. Once a document reaches the end of its life, it should be discarded safely to prevent unauthorized access. Creating a document retention program can help keep your documents organized and ensure that they are destroyed securely at the appropriate time.

7. Backup Critical Data

In case of a catastrophic event or data loss, data backup ensures that your documents remain secure. Backing up data can ensure that your documents can be recovered in the event of loss. It is important to keep backups of sensitive documents in a separate location at a secure location to avoid situations in which the document backups are also lost.


Properly securing your food manufacturing documents involves a combination of policies, procedures, and technology. Implementing these best practices can significantly reduce the risk of data breaches and ensure that your documents are kept confidential. Compliance with standards and best practices must be also maintained to avoid penalties, legal action, and damage to your organization's reputation.
In summary, securing your food manufacturing documents begins with implementing a document management system, which should be supplemented by access controls, activity monitoring, regular employee training, reviews and updates, a document retention policy, and data backup. These practices will support secure operations within the organization and maintain regulatory standards in the food manufacturing industry.

Check out HelpRange

Check out our product HelpRange. It is designed to securely store (GDPR compliant), share, protect, sell, e-sign and analyze usage of your documents.