Checked processes for safe food

As a producer you will participate automatically in the QS residue monitoring through your coordinator. He organises sampling, which can take place either on the horticultural location in the presence of or with the agreement of the manager or, in the case of delivery to the market, after delivery to the buyer (e.g. wholesaler, producer organisation). A sampling by the producer himself or employees is not permitted. The samples must always be taken from fruit, vegetables and potatoes that are ready for harvest and respectively sale. The coordinator also ensures that the data are entered into the QS database.

Participating in the residue monitoring is regardless of whether you participate via a QS audit or an approved audit (e.g. GlobalG.A.P.) in the QS scheme.

If a dataset needs to be edited again, a reset request must be submitted via the QS database. A meaningful reason for the necessary changes should be given. As soon as the reset request has been accepted by QS, you will be informed and can process the data and forward it to the laboratory again.

Instructions and video tutorials can be found in the support area of the QS database.

The number of mandatory samples depends on the risk group of the product and on the quantity of the product that is purchased as QS goods (regardless of whether the QS label is used on the product or not). The target number of samples can be calculated using the information of the control plan (annex 10.1 Guideline Residue Monitoring). The result must always be rounded up.

The number of mandatory samples to be taken is calculated as follows:

Number of mandatory samples per year for a specific product= quantity of purchased QS goods (t) / quantity (t) per sample according to the control plan

Sample calculation:

Your company purchases 3000 tons of QS plums annually. According to the control plan, 1 sample per 625 t must be taken for this product:

Number of mandatory samples per year for plums = 3000 (t) / 625 (t) = 4.8

Result: Within one year 5 mandatory samples (product plum) must be taken and entered into the QS database.

As soon as a product is purchased as QS goods, at least one mandatory sample must be taken for the respective product. The samples can be taken according to the seasonal occurrence and the internal risk assessment.

For the calculation of the target number of samples, the  Comparison: tonnage sampling can be used in the menu Residue Monitoring in the QS database.

QS continuously checks compliance with the maximum residue levels and the approval of the detected active substances for the respective product in the country of origin. If it is determined that the maximum residue level has been exceeded or a not authorised active substance has been detected, the location of the producer is blocked by QS for the delivery of the respective product into the QS scheme. The location can be unblocked as soon as QS has received an analysis report without compliant.

The requirements for sampling are described in the Guideline Residue Monitoring (chapter 5). At the production stage, it is particularly important that sampling is organised by the coordinator. Sampling by the producer himself, an employee of the producer or a third person/organisation commissioned by the producer is not permitted.

For the producers/location that need to be sampled, the coordinator will be notified by sampling requests in the QS database. Within one year the sampling and analysis for the selected producer must be carried out according to the QS standards. The respective product of sampling needs to be selected from the certified products of the producer’s location and according to the risk group of the control plan.

There are four different kind of samples, of which only the mandatory samples can be used to fulfil the sampling requests/sample target:

• Mandatory sample: The mandatory sample serve to fulfil the sampling requests displayed in the QS database (coordinators) or the annual sample target, which is calculated on the basis of the quantity of purchased QS goods (wholesale, preparation/processing, food retail). Mandatory samples must at least meet the requirements of the control plan in terms of the scope of analysis. In addition to the obligatory methods, further analysis methods can be ordered if required. The samples must be taken from products ready for harvest or sale.
  
  
• Release sample: If a producer/location has been blocked for the delivery of a product into the QS scheme due to a complaint, a release sample can be used to unblock the producer/location. When registering a release sample, at least the active substance that was the subject of the complaint must be analysed. Release samples must have been taken after the sample with complaint was taken and the sampled product must be from the same field/greenhouse. If the product is no longer available from the relevant field/greenhouse, the field/greenhouse from which the crop is harvested next shall be sampled.
  
  
• Voluntary sample: In addition to the mandatory samples, you have the possibility to add voluntarily further samples to the QS database. When registering voluntary samples, you can select freely the analysis methods or parameters of interest. Voluntary samples are also checked by QS for compliance with the maximum residue levels and the approval of the detected active substances.

• Pre-harvest sample: Pre-harvest samples are products that are not yet ready for harvest or sale. These samples can be taken to estimate the residue situation in the product. When registering pre-harvest samples, the analysis methods can be selected freely.

Note: The evaluation tools of the QS database can be used for example, to evaluate your suppliers or for risk assessment of the product.

All QS scheme participants on production and marketing level take part in the QS residue monitoring. The coordinator organises the participation in the residue monitoring for production companies. Wholesalers, agencies, preparation/processing companies and warehouses of food retails take part in the residue monitoring for purchased QS goods.

The entry of the sample related data and forwarding to the laboratory in the QS database must be carried out before completion of the laboratory analysis. The deadline for the entry of a maximum of 10 days after sampling must be complied with.

For coordinators, the deadline for the sampling request must also be complied with.