Manual for Official Controls
Chapter 9 Forms
Sections 1. Introduction 2. Forms
Sections
1. Introduction
In this section
1.1 Background
1.1.1 Requests for forms
The forms in this chapter can be completed on screen, sent by email or, if a signature is required, printed and completed in hardcopy.
Note: Hard copies of the forms can be printed from the digital MOC download or from Digital Workplace. Should you not have access to a printer at your plant, seek help from other FSA offices via your ITL. It is not necessary to print the forms in colour.
1.1.2 Version control
It is essential that the correct version of each form is used. Check the revision date of hard copy forms against those in this chapter. These can be identified by the revision date (for example Rev 04/19) and the form number (for example ABP 7/1).
Caution: Out of date forms should not be used and any stocks should be destroyed.
1.1.3 New / amended forms
Requests for the introduction of new forms or changes to existing forms can be made by emailing MOC@food.gov.uk.
1.1.4 Official forms
Only official MOC forms should be used for reporting purposes. These must follow the MOC forms style guide and can only be issued by the MOC Team. If an unofficial form is being used locally by an FSA operational team, it must contain, as a minimum, the same information contained in an equivalent official version.
1.1.5 Secure storage and disposal of forms
In line with government policy, official forms have been protectively marked in accordance with the classification system introduced on 1 April 2014. Further guidance on the protective marking system can be found on Digital Workplace.
Completed forms must be stored in locked cabinets and securely disposed of by approved methods.
1.2 Form numbering and retention
1.2.1 Form suites
The forms provided in this chapter have been numbered in individual suites relating to the relevant chapter. The breakdown of suites is as follows:
| Abbreviation | Title |
|---|---|
| ABP | Animal By-Products |
| AID | Animal Identification |
| AMI | Ante-Mortem Inspection |
| AUD | Audit |
| CIR | Collection and Communication of Inspection Results (FCI / CCIR) |
| DH | Dairy Hygiene |
| ENF | Enforcement |
| IMP | Imports / Exports |
| PMI | Post-Mortem Inspection |
| TSE | Transmissible Spongiform Encephalopathy |
| WS | Wine Standards |
| WEL | Welfare |
| HM DEL | Health Mark Delegation |
1.2.2 Retention periods
For audit and records management purposes, copies of complete forms are to be retained in plants for the period shown on each form and then destroyed. The retention periods have been set to ensure that copies of forms in plants are kept for as long as required for legal and business purposes and are then disposed of to minimise paper storage in plants.
2. Forms
In this section
2.1 ABP
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| ABP 7/1 | 02/23 | Dispatch of SRM for Exhibition, Teaching, Scientific Research, Special Studies or Analysis | Ops | 1 year |
| ABP 7/2 | 04/14 | Transfer Permit: Sheep or Goat Carcases | With carcase | 1 year |
| ABP 7/3 | 02/23 | Dispatch of Animal by-products (Category 2/Category 3 for Exhibition, Teaching, Scientific Research, Special Studies | Ops | 1 year |
| ABP 7/8 | 06/24 | Application for authorisation of SRM | Ops Approvals | 1 year |
2.2 AID
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| AID 5/1 | 04/18 | Eligibility Record – Bovine | BCMS | 2 years |
| AID 5/4 | 04/14 | Cattle Identification Non-Compliance Report | BCMS | 6 years |
| AID 5/7 | 06/19 | Food Standards Agency Referrals to Local Authority | Local Authority | 1 year |
2.3 AMI
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| AMI 2/1 | 04/12 | Ante-Mortem Health Inspection Pen Card | N/A | Do not retain once used |
| AMI 2/2 | 12/19 | Ante-Mortem Health Inspection Suspect Animal | N/A | 1 year |
| AMI 2/3 | 12/19 | Ante-Mortem Inspection Record for Red Meat | N/A | 1 year |
| AMI 2/4 | 12/20 | Ante-Mortem Inspection Record - Avian | N/A | 1 year |
| AMI 2/5 | 10/16 | Daily Ante-Mortem Inspection Record – Red Meat (excluding Cattle, Calves and Pigs) | N/A | 1 month from completion |
| AMI 2/6 | 04/19 | Weekly Ante-Mortem Inspection Report – Red Meat (excluding Cattle, Calves and Pigs) | Ops | 1 year |
2.4 AUD
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| AUD 9/7 | 04/14 | Daily Inspection Report – Wholesale Markets | Ops | 1 year |
2.5 CIR
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| CIR 12/1 | 02/17 | Record of Rejection Conditions - Avian | N/A | 1 year |
| CIR 12/2 | 02/17 | Collection and Communication of Inspection Results (CCIR) – Pigs | N/A | N/A |
| CIR 12/3 | 02/17 | Collection and Communication of Inspection Results (CCIR) – Cattle | N/A | N/A |
2.6 DH
2.7 ENF
2.8 IMP
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| IMP 8/1 | 12/19 | Import Failures: Public Health | Ops | Do not retain at plant |
| IMP 8/2 | 08/18 | Inspection Report: Imported Beef | Ops | 1 year |
2.9 PMI
2.10 TSE
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| TSE 6/1 | 08/19 | Sheep TSE Brain Stem Sampling Weekly Summary and Deviations Report | SLA Unit | 1 year |
| TSE 6/2 | 08/23 | Rapid Testing of Brainstem Scrapie Survey: Sampling and Testing of Sheep Submitted at the Abattoir | N/A | 1 year |
| TSE 6/4 | 08/18 | Bovine Animal Requiring BSE Testing for Human Consumption | N/A | 1 year |
| TSE 6/5 | 08/18 | Bovine Requiring BSE Testing NOT for Human Consumption | Ops | 1 year |
| TSE 6/6 | 04/14 | Sheep Brain Stem Sampling - Daily Record sheet | N/A | See form |
| TSE 6/7 | 12/19 | Results and Release. Brainstem BSE Testing | Ops | 1 year |
| TSE 6/9 | 12/19 | FSA Check at Brain Stem Sampling Point | N/A | See form |
| TSE 6/10 | 12/19 | Security Seal Form | N/A | See form |
| TSE 6/11 | 12/19 | BSE Sampling Serial Number Report | See form | See form |
2.11 WSB
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| WSB 1 | 08/15 | 5X5X5 – Information Intelligence Report | N/A | 1 year |
| WSB 7 | 08/18 | Certificate of sampling | Ops | 1 year |
| WSB 7a | 08/18 | Certificate of sampling EU | Ops | 1 year |
| WS ENF 1-1 | 04/19 | Enforcement Notice | Ops | 1 year |
| WS ENF 1-2 | 04/19 | Prohibition Notice | Ops | 1 year |
| WS ENF 1-3 | 04/19 | Warning Notice | Ops | 1 year |
2.12 WEL
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| WEL 3/1 | 06/22 | Daily Welfare Assessment Report Red Meat Slaughterhouse | N/A | 1 year |
| WEL 3/2 | 06/22 | Daily Welfare Assessment Report Poultry Meat Slaughterhouse | N/A | 1 year |
| WEL 11/34 | 01/22 (E) | WATOK Enforcement Notice (England) | CSU | 6 years |
| 01/22 (W) | WATOK Enforcement Notice (Wales) | CSU | 6 years | |
| WEL 11/35 | 02/23 (E) | WATOK Completion Notice (England) | CSU | 6 years |
| 02/23 (W) | WATOK Completion Notice (Wales) | CSU | 6 years | |
| WEL 11/36 | 01/22 (E) | WATOK Refusal Notice (England) | N/A | 6 years |
| 01/22 (W) | WATOK Refusal Notice (Wales) | N/A | 6 years | |
| WEL 11/37 | 01/22 (E) | WATOK Seizure and Detention Receipt (England) | N/A | 6 years |
| 01/22 (W) | WATOK Seizure and Detention Receipt (Wales) | N/A | 6 years | |
| WEL 11/38 | 01/22 (E) | CCTV Enforcement Notice (England) | CSU | 6 years |
| 09/24 (W) | CCTV Enforcement Notice (Wales) | CSU | 6 years | |
| WEL 11/39 | 01/22 (E) | CCTV Completion Notice (England) | CSU | 6 years |
| 09/24 (W) | CCTV Completion Notice (Wales) | CSU | 6 years | |
| WEL 11/40 | 01/22 (E) | CCTV Refusal to Issue a Completion Notice (England) | CSU | 6 years |
| 09/24 (W) | CCTV Refusal to Issue a Completion Notice (Wales) | CSU | 6 years | |
| WEL 11/41 | 06/24 (E) | CCTV Seizure Receipts (England) | CSU | 6 years |
| 09/24 (W) | CCTV Seizure Receipts (Wales) | CSU | 6 years |
Applications for a Certificate of Competence.
2.13 HM DEL
| Form no. | Rev date | Form title | Submit to | Retain for |
|---|---|---|---|---|
| HM DEL | 10/20 | Delegation of Application of the Health Mark to FBO Staff Supervision and Performance Monitoring | N/A | 1 year |
Revision log
Published: 21 January 2022
Last updated: 9 September 2024