Online incident report form for food authorities

The Agency first launched the online incident report form for industry in January 2005, so food and animal feed businesses can notify the Agency if a food or animal feed product needs to be recalled or withdrawn.

Following a recommendation from the Food Incidents Taskforce, which aims to reduce the likelihood of food contamination incidents occurring, the Agency consulted key stakeholders on a revised online incident form in 2006. After development work, the new form was launched in August 2007 and later extended to a small pilot group of local authorities.

Following the successful pilot, the system has now been made available to all UK local authorities.

The reporting system should be used to notify the Agency of:

• an incident, such as the contamination, or potential contamination, of food or animal feed – examples of some contaminants reported this year include Listeria, a bacterium that causes food poisoning, small pieces of plastic and lead metal
• any additional products known to be affected, or potentially affected, for an incident the Agency already knows about

The system, which has a secure login feature, allows users to save and print the data they are submitting about new food incidents and products known to be affected. For each report sent to the Agency, the user will be provided with an automatic electronic receipt and an individual reference number.

The Agency’s Incidents Branch verify all information received to ensure its authenticity. After verification, the information is automatically included in the Agency’s Incidents Database. This greatly improves the handling and bringing together of food incident information, particularly where long lists of products are sent to the Agency.

Updated guidance on the report form can be found at the link below.

Why is the form needed?
Helping food and feed businesses to tell the Agency about new incidents makes it easier for them comply with their statutory obligations under Regulation (EC) No 178/2002 (see below) – specifically, to withdraw unsafe food or feed from the market. In addition, it has helped the Agency meet its strategic target of achieving more comprehensive reporting of incidents.

Improved incident reports help the Agency gauge risk to the public, gives local authorities and the Agency more information to act, and increases consumer protection.

The information provided will enable the Agency to monitor food and feed safety patterns across the UK, and take a strategic view.

About Regulation (EC) No 178/2002
From 1 January 2005 food and feed businesses are required to withdraw food or feed from the market if products are not in compliance with the food or feed safety requirements of Regulation (EC) No 178/2002.

They should also notify the Agency and the local authority where the food business operator is based, or, in the case of imports, the relevant Port Health Authority.

Regulation (EC) No 178/2002 lays down the general principles and requirements of food law, establishes the European Food Safety Authority and lays down procedures in matters of food safety.
It was published on 1 February 2002. Articles 14 to 20 apply throughout the European Union from 1 January 2005.

The Agency is always looking to improve its notification procedures. If users want to give feedback, or have any queries about the reporting system, these can be sent to foodincidents@foodstandards.gsi.gov.uk. Alternatively, they should phone the Agency’s Incidents Branch on 020 7276 8799.

The Agency uses the following definition of an incident:

• Any event where, based on the information available, there are concerns about actual or suspected threats to the safety or quality of food that could require intervention to protect consumers’ interests.

Incidents fall broadly into two categories:

• Incidents involving contamination of food or animal feed in the processing, distribution, retail and catering chains. These incidents may result in voluntary or statutory action to withdraw the food from sale and, in certain circumstances, to recall, alerting the public not to consume potentially contaminated food.
• Environmental pollution incidents such as fires, chemical/oil spills and radiation leaks, which may involve voluntary or statutory action (e.g. orders made under the Food and Environment Protection Act 1985).