Red Tractor audits can be tough, but knowing what commonly catches farming businesses out can make all the difference. We’ve pulled together the most frequently reported non-conformances across the schemes, from record-keeping and operational procedures to compliance with specific standards that often prevent farms from meeting the necessary requirements.
By highlighting these common issues, we want to help you stay on top of your records, avoid last-minute stress, and remain fully compliant with farm assurance standards.
1. PPP Store:
- Warning Signs: Ensure the following warning signs are clearly displayed on or adjacent to the door:
- General warning sign
- No smoking sign
- Naked flames prohibited sign
- First Aid Kit: A fully stocked first aid kit, including an eye wash station, must be available either in or nearby the PPP store. Ensure that the first aid kit contains blue plasters (Fresh Produce).
- Emergency Contact Information: Emergency phone numbers must be clearly displayed in a visible location.
- Fire Extinguisher: A fire extinguisher must be located nearby for easy access in case of emergency.
2. Building Maintenance:
- Poorly Maintained Structures:
- Buildings must be in good condition, free from damage or signs of neglect.
- Ensure no sharp edges, low-hanging electrical wires, or exposed insulation are present that could pose a hazard.
3. Cleaning Records:
- Ensure that cleaning records for machinery, trailers and stores are maintained accurately and fully completed.
- If livestock buildings are intended for use as crop storage or temporary holding facilities they must be thoroughly cleaned, power washed and sanitised with a combined food grade detergent / disinfectant.
4. Medicine Store:
- Ensure that the medicine store is secure, properly labelled, and organised, following relevant guidelines for storage.
- Expired and unusable medicines awaiting disposal are stored separately to in-use medicines.
5. Medicine Training:
- At least one person must be trained on responsible medicines use. The training should include:
- A certificate of competence/attendance for the individual.
- The certificate must be dated within the last 5 years.
6. Health & Safety Policy:
- It is a legal requirement for every business to have a health and safety policy.
- The policy outlines:
- The employer’s general approach to managing health and safety.
- Who is responsible for what, when, and how.
- If the business has five or more employees, the policy must be written down.
- If the business has fewer than five employees, writing it down is not required but recommended.
- The policy, along with any updates, must be shared with all employees.
7. Pesticide Residue Testing:
- Ensure that regular pesticide residue testing is conducted and results are documented in accordance with regulatory requirements (Fresh Produce).
8. Vermin Control:
- Site surveys need to be completed at least quarterly, detailing:
- Date of inspection
- Locations inspected
- Findings
- Actions required
- Date actions completed
- Where bait is being used, ensure a bait plan is in place:
- Location of bait points
- Bait used and quantity
- Bait point inspection
- Replenishment dates
9. Mass Balance Records:
- Ensure there is an estimated quantity of grain and oilseed stored post-harvest. Records are required per site.
- Records of the quantity of grain and oilseed which have left each site. (e.g. grain passport)
- Carry-over between harvest years is recorded.
- Amounts stored vs. out-loading is available per harvest year.
10. Waste Disposal:
- Ensure all waste is being disposed of by a registered waste carrier
- Waste transfer notes (dated within the last 12 months).
- Waste carrier name and registration number.
Each Red Tractor scheme has its own set of standards, though there is some overlap in certain areas. Preparing for your audit by reviewing all your records in advance and ensuring they are up to date is essential as this helps to avoid non-conformances being flagged by the auditor.
Further Help & Advice
For further help and advice please contact our Farm Assurance team on 01981 590514 or visit https://cxcs.co.uk/agriculture/farm-assurance/ to find out more about our service for completing the mandatory paperwork required for your farm assurance audit.