What BRCGS Consultants Say About Documentation Issues

When audits go off track, it’s often not the big systems that are to blame. It’s the paperwork. We’ve seen cases where everything on the floor looks clean and well-managed, but the supporting documents tell a different story. As BRCGS consultants, we keep seeing the same kinds of documentation issues that cause stress and delay during inspections.

Sometimes the problems seem small at first glance. One missing check, one forgotten signature. But these gaps can quickly chip away at confidence in the whole system. If we understand where documentation typically fails, we can fix those habits before they lead to repeat problems later on.

When Filling the Forms Isn’t Enough

It’s easy to think a completed form means the job is done. But looking closer, we often find issues that count against audit performance:

• Logs are filled out, but they show times or values that don’t match what’s happening in real time

• Daily records miss context, like why a reading is outside acceptable range or what was done about it

• Handwritten entries might be too hard to read or use pencil when pen is required

When records don’t reflect what’s actually taking place on site, or when they’re hard to interpret, they lose reliability. Auditors don’t just check if records exist. They ask if those records make sense, are consistent, and link clearly to how the process works day to day. That’s where poor documentation can become a bigger issue than a missing line on a checklist.

Over-Complication Creates Confusion

Not every record needs to be long or technical. In fact, overloading documents can be part of the problem. What we often come across includes:

• Extra wording or technical jargon that causes inconsistency across sites or shifts

• Staff not fully understanding what a document is for, yet still signing it

• Printed forms that no longer match current cleaning routes, monitoring steps, or product flows

If forms are too confusing or don’t align with actual operations, it’s harder for staff to use them correctly. And when multiple versions float around with different structures or language, errors sneak in unnoticed. Keeping record templates clear and functional helps reduce repeated mistakes and keeps everyone on the same page.

MQM Consulting addresses this by offering BRCGS documentation reviews that ensure your forms are both practical and compliant, making ongoing record-keeping easier for teams at all levels.

Missing Verification Steps

Even when all tasks are done as planned, failing to finish the paperwork can bring added pressure. We continue to see the same simple oversights:

• Sheets with no date, no initials, or no sign-off by a checker

• Verification done on-site but not recorded properly, no record, no proof

• Management reviews carried out late or skipped without documentation

Without visible proof of checks, it’s hard to show that monitoring is taken seriously. Auditors pay extra attention when high-risk activities are recorded but lack any trace of follow-up. When the sign-off chain is weak, problems are harder to catch and easier to miss until inspection day.

Version Control and Outdated Documents

One of the more common issues we get asked about relates to document versions. Keeping track of forms might seem easy, but without a system in place, it often unravels. Problems include:

• Using old templates that don’t match current standards

• Staff accessing documents from personal files or printed copies stacked in drawers

• No master list to show what forms are current, trial, or discontinued

When forms aren’t linked back to a controlled source, we tend to see different departments using different tools for the same job. That inconsistency causes confusion, lost data, and flags during audits. BRCGS consultants often note how quick checks on document control can show how well the wider system is being kept in order.

According to information from our service page, our specialists regularly review and create document control systems tailored to each business to eliminate these pain points.

The Impact of Seasonal Disruptions on Record Keeping

Seasonal changes bring all kinds of shifts, from staff rotations and sick cover to delayed deliveries caused by snow or storms. These disruptions can affect how well documentation is kept up. In late winter, we often see:

• Temporary staff unsure how to fill in forms or missing onboarding steps

• Scheduled checks skipped when delivery times or shift patterns change

• Record timing mismatched due to power cuts, downtime, or access problems

These events don’t have to lead to failed audits, but they should be explained in the context of the records themselves. A quick added comment or deviation log can provide clear reasoning when routines are broken. Without this, gaps appear and questions grow.

Building a More Reliable Audit Trail

Clean documents show more than data, they show that a site understands its process and is actively managing it. Strong documentation doesn’t mean perfect forms. It means forms that make sense and are used with consistency. That matters to everyone involved, not just auditors.

By catching these common issues early, we can build steadier systems and reduce the risk of panic before inspection day. When records speak clearly and match the work being done, audits tend to flow more smoothly with far fewer surprises along the way.

Proactive Documentation Brings Lasting Benefits

Taking the time to resolve documentation issues before audits arrive keeps businesses focused on real improvements, not just on passing inspections. MQM Consulting provides practical GAP analysis and follow-up support to help keep your documentation process effective and audit-ready.

Struggling with inconsistent record-keeping at your site? Small lapses in day-to-day paperwork can quickly become bigger challenges if left unchecked. As experienced BRCGS consultants, we know how and where audits can go wrong and what solid, reliable documentation looks like. MQM Consulting is here to help your business prevent small mistakes from turning into ongoing problems. Reach out to discuss how your current systems might be holding you back.