A. Legal Basis & Definitions
The spine of Georgia food safety recordkeeping is Rule 511-6-1-.04(6) of the Georgia Food Code, which adopts portions of 21 CFR §117.335 and the Georgia Department of Public Health (GDPH) Retail Food Manual. The rule requires that “all records demonstrating active managerial control shall be maintained and be accessible on the premises for review by the regulatory authority.”
Quick translation: Keep proof—on-site—showing you monitor high-risk steps like cold-holding, sanitizer strength, and employee health. During an inspection you must retrieve those records immediately or within the inspector’s visit.
- Record: Written or digital document kept for reference (log sheet, chart, file).
- Retention: Minimum time you must keep a record before discarding or archiving.
- Accessible: Readily retrievable during inspection without leaving the food facility.
B. Why Records Matter to Inspectors & Liability Insurers
Paraphrased from three Georgia inspectors:
“Logs tell me whether you run the kitchen with intention or by accident.”
“Good paperwork speeds the inspection; poor paperwork slows everyone down.”
“When something goes wrong, logs draw a straight line to the fix.”
Beyond placating inspectors, diligent documentation offers secondary benefits:
- Defends against foodborne-illness claims—show corrective actions and temperature history.
- Reveals trends that cut waste (e.g., tracking cooler spikes pinpoints failing gaskets).
- Lowers insurance premiums—some carriers give 5–10 % discounts for verified HACCP logs.
C. Mandatory Logs in Georgia
1. Temperature Log
Required for all coolers, freezers, and hot-holding units every four hours.
| Date | Unit/Item | °F | Corrective Action | Initials |
|---|---|---|---|---|
| __/__/__ | Walk-in Cooler | 39 | N/A | ___ |
2. Sanitizer Log
Document chlorine, quat, or iodine ppm for 3-compartment sink and wiping buckets.
3. Employee Illness Log
Tracks exclusion and reinstatement; Georgia requires retention for 12 months.
4. Shellstock Tags
Keep chronologically for 90 days with last service date written on tag.
5. HACCP or Variance Logs
Sous-vide, sushi rice, cured meats—GDPH reviews these every inspection.
6. Pest Control Invoices
Not strictly “logs” but must be on-site for inspector review.
7. Water Quality Reports
If on well water, keep bacteriological test results for two years.
8. Dish Machine Service Records
GA inspectors often verify these when sanitizer ppm fails in-test.
D. Optional, High-Value Logs
While not legally mandated, these logs routinely turn potential violations into quick “in compliance” checkmarks:
- Allergen Prep Check: Verifies color-coded pans and utensils.
- Food Delivery Log: Records product temperatures and damaged packaging.
- pH Log for Sushi Rice: Confirms ≤4.2 every batch.
- Equipment Calibration Log: Thermometers & scales.
- Chemical Inventory Log: Helps with OSHA’s Right-to-Know sheets.
E. Retention Periods
| Log Type | Georgia Minimum | FDA Model Code |
|---|---|---|
| Temperature Log | 12 mo | 12 mo |
| Sanitizer Log | 12 mo | 12 mo |
| Employee Illness Log | 12 mo | 24 mo |
| Shellstock Tags | 90 days | 90 days |
| Water Quality Reports | 24 mo | 24 mo |
| Variance/HACCP Logs | As long as process runs | Process duration |
| Pest Control Invoices | 24 mo | Not specified |
| Delivery Log | 6 mo | 6 mo |
| pH Log (Sushi Rice) | 6 mo | 6 mo |
| Equipment Calibration | 12 mo | 12 mo |
Retention Calculator
F. Paper vs Digital Workflows
Binders are inexpensive and inspector-friendly, but they smudge, tear, and require storage space. Digital logs auto-timestamp entries and back up to the cloud, yet tablets can break and Wi-Fi can drop.
Hybrid recipe: Fill out paper logs during service ➝ scan or photograph weekly ➝ save PDF in a dated folder ➝ shred originals after meeting retention. GDPH’s 2023 memo allows electronic copies if they are “readily retrievable on-site within one hour.”
G. 10 Practical Compliance Tips
- Laminated sheets + dry-erase markers cut paper costs by 60 %.
- Color-code binder tabs to mirror the inspector’s checklist order.
- Schedule internal log audits two weeks before each quarterly inspection.
- Snap smartphone photos of log sheets before discarding.
- Store backups in two places—local drive and secure cloud.
- Train staff to write corrective actions, not just temperatures.
- Use QR codes on equipment to jump to digital log forms.
- Keep a spare thermometer and test strips in the log binder.
- Rotate staff initials to demonstrate widespread accountability.
- Set calendar alerts for retention purge dates to avoid overflow.
H. Copy-Ready Log Templates
Temperature Log Sheet
Date: __________ Manager: __________ Time | Unit / Product | °F | Corrective Action | Initials -----|---------------------|----|-------------------|--------- 08:00| Walk-in Cooler |____| |_________ 12:00| Hot Well |____| |_________ 16:00| Reach-in Freezer |____| |_________
Sanitizer Log Sheet
Date: __________ Shift: __________ Time | Station | Sanitizer | PPM | Corrective Action | Initials -----|---------------------|-----------|-----|-------------------|--------- 09:00| 3-Comp Sink | Chlorine |____ | |_________ 11:00| Wiping Bucket Prep | Quat |____ | |_________ 14:00| Bar Sink | Iodine |____ | |_________
Employee Illness Log
Date | Employee | Symptoms Reported | Excluded Y/N | Return-to-Work Date | Manager Initials -----|----------|-------------------|--------------|--------------------|----------------- ____ | ________ |__________________ |_____________ |___________________ |________________