Compliance Management for Cold Storage
Protect the cold chain with digital temperature monitoring and food safety compliance built for temperature-controlled facilities.
The Challenge
Cold storage operations face constant pressure to maintain unbroken temperature control while meeting demanding throughput requirements - manual temperature checks at shift changes miss critical excursions, refrigeration alarms go unacknowledged overnight when key personnel aren't on site, and BRC audits demand continuous evidence that paper logbooks cannot provide. Add complex food safety requirements for HACCP compliance, allergen segregation across multi-chamber facilities, and customer audits from major retailers requiring proof of systematic cold chain management, and traditional clipboard-based systems become impossible to maintain. Problems surface during BRC audits when you cannot demonstrate continuous monitoring, when customer product claims arise after temperature failures, or when insurance disputes reveal gaps in calibration and maintenance documentation.
How Assistant Manager Solves Cold Storage Compliance
Each module is designed to address the specific challenges cold storage businesses face every day.
Checklist Management
Cold storage needs chamber-specific checklists covering multi-temperature zones from +2°C chillers to -25°C freezers, refrigeration plant inspection schedules aligned to F-Gas regulations, and HACCP-compliant temperature monitoring with verifiable evidence for BRC Storage and Distribution certification
The Problems
Why This Matters for Cold Storage
- Temperature checks are recorded on paper sheets at shift changes, but there's no verification that readings are actually taken from each chamber, and 2am checks during night shift are frequently missed or fabricated
Temperature excursions go undetected for hours until product damage becomes obvious, and BRC auditors find gaps in monitoring records that question the integrity of your entire cold chain management
- Refrigeration plant inspections and alarm testing are scheduled on spreadsheets but frequently delayed during busy periods, with no systematic checking of door seals, strip curtains, or temperature probe calibration
Equipment deteriorates undetected until catastrophic failure occurs, and you cannot prove systematic preventive maintenance to insurers when making major claims
The Solution
How Checklist Management Helps
Chamber-specific digital checklists with temperature verification, mandatory photo requirements for equipment condition, automatic escalation when checks are overdue, and probe location verification ensuring readings are taken from actual chambers
Every temperature monitoring point is checked to schedule with timestamped evidence, refrigeration plant receives systematic inspection with photo documentation of condition, and supervisors are alerted immediately to overdue checks or temperature deviations
Use Cases:
- • Hourly temperature monitoring across all cold chambers with photo verification
- • Daily refrigeration plant inspections and compressor checks
- • Weekly door seal and strip curtain condition inspections
- • Alarm system testing and emergency response verification
- • Temperature probe calibration checks and documentation
- • Defrost cycle verification and documentation
- • Cold room floor and drainage inspection
- • Intake bay temperature compliance checks before goods receipt
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Temperature checks are recorded on paper sheets at shift changes, but there's no verification that readings are actually taken from each chamber, and 2am checks during night shift are frequently missed or fabricated
Real Scenario
"A chiller chamber rises to +10°C overnight due to a faulty compressor. Morning shift discovers spoiled goods worth £40,000. The night shift logbook shows hourly temperature checks were supposedly done, but timestamps prove they're fabricated - all entries were made at shift end. BRC audit following the incident results in downgrade due to inadequate monitoring systems."
Example 2: Refrigeration plant inspections and alarm testing are scheduled on spreadsheets but frequently delayed during busy periods, with no systematic checking of door seals, strip curtains, or temperature probe calibration
Real Scenario
"A blast freezer fails completely, causing £200,000 of stock loss. Investigation reveals the compressor warning alarms were disabled three months ago because they kept sounding, door seals were perished (allowing warm air ingress), and the scheduled monthly plant inspections hadn't been completed for six weeks due to 'operational pressures'."
Document Management
Cold storage requires systematic document management for F-Gas compliance records, BRC certification documentation, food safety procedures, and equipment maintenance histories - with multi-chamber facilities needing chamber-specific organization and quick retrieval during customer audits
The Problems
Why This Matters for Cold Storage
- Refrigeration service reports, F-Gas compliance certificates, and temperature probe calibration records are stored in filing cabinets across different offices, making it impossible to find documentation quickly during BRC audits
BRC auditors mark non-conformances because you cannot provide calibration certificates on demand, and major customers question your cold chain integrity when you can't produce continuous temperature records during product claims
- HACCP plans, allergen control procedures, and cleaning schedules exist as Word documents on various computers, with no version control and no easy way for supervisors to access current procedures during incidents
Staff follow outdated procedures because they can't find the latest version, and during contamination incidents you cannot prove you were following current documented procedures
The Solution
How Document Management Helps
Centralized document repository with equipment-specific folders for each cold chamber and plant item, automatic version control, mobile access for staff needing procedures during operations, and certificate expiry tracking with renewal reminders
All refrigeration maintenance records, calibration certificates, and HACCP documentation are instantly accessible during audits, staff always access the current version of procedures, and you're alerted 30 days before any critical certificate expires
Use Cases:
- • F-Gas compliance certificates and refrigeration contractor reports
- • Temperature probe calibration certificates with expiry tracking
- • HACCP plans and food safety procedures with version control
- • Allergen control and segregation procedures
- • Cleaning schedules and hygiene procedures
- • BRC certification documentation and audit reports
- • Emergency response procedures for temperature failures
- • Customer-specific cold chain requirements and handling instructions
Feature Screenshot
Document Management
Real-World Examples
Example 1: Refrigeration service reports, F-Gas compliance certificates, and temperature probe calibration records are stored in filing cabinets across different offices, making it impossible to find documentation quickly during BRC audits
Real Scenario
"During a BRC audit, the auditor requests calibration certificates for all 47 temperature probes across your facility. After 90 minutes of searching filing cabinets and calling contractors, you can only find certificates for 31 probes - some are expired, others were 'definitely done but we can't find the paperwork'. This results in a major non-conformance and certification downgrade."
Example 2: HACCP plans, allergen control procedures, and cleaning schedules exist as Word documents on various computers, with no version control and no easy way for supervisors to access current procedures during incidents
Real Scenario
"An allergen contamination incident occurs when staff follow an old allergen control procedure they printed six months ago. You discover the current procedure (updated three months ago) is only on the quality manager's computer. The customer claim investigation reveals you have no document control system - the defence that procedures were updated is worthless when operatives were working from old versions."
Training & Development
Cold storage needs comprehensive induction covering temperature zones and monitoring requirements, Level 2 Food Safety certification for all food handlers, allergen awareness training, and HACCP understanding - with automatic tracking essential for BRC Storage and Distribution compliance
The Problems
Why This Matters for Cold Storage
- New staff receive verbal briefings on temperature monitoring and HACCP procedures, but there's no verification they understand critical cold chain requirements before they start handling chilled or frozen goods
Untrained staff make mistakes that compromise cold chain integrity - doors left open, goods placed in wrong temperature zones, or critical temperature deviations not reported because they don't understand the significance
- Food hygiene training certificates are stored in personnel files with no tracking of renewal dates, and staff requiring Level 2 Food Safety work without anyone noticing their certificate expired months ago
BRC audits identify staff working without current food safety qualifications, and customer audits question your HACCP compliance when personnel records show expired training
The Solution
How Training & Development Helps
Cold chain-specific training modules covering temperature control, allergen management, and HACCP requirements, automatic certification tracking with 30-day renewal reminders, and mandatory completion verification before warehouse access is granted
Every operative demonstrates cold chain competency before handling temperature-controlled goods, food safety certifications are tracked automatically with proactive renewal scheduling, and BRC audits see systematic training with complete records
Use Cases:
- • Cold chain induction covering temperature control and monitoring requirements
- • Level 2 Food Safety certification tracking with expiry alerts
- • Allergen awareness and segregation training
- • HACCP principles training for supervisors and quality roles
- • Emergency response training for refrigeration failures
- • Temperature probe calibration training for quality staff
- • Forklift operator training for cold environment operations
- • Annual refresher training on food safety and cold chain procedures
Feature Screenshot
Training & Development
Real-World Examples
Example 1: New staff receive verbal briefings on temperature monitoring and HACCP procedures, but there's no verification they understand critical cold chain requirements before they start handling chilled or frozen goods
Real Scenario
"An agency worker, started that morning with a 10-minute verbal briefing, stores ambient goods in a chiller chamber 'because there was space'. They then move chilled goods into a freezer during a busy intake period. Nobody notices for two hours. The resulting stock loss is £15,000, and you cannot demonstrate the worker received proper induction because you have no training records."
Example 2: Food hygiene training certificates are stored in personnel files with no tracking of renewal dates, and staff requiring Level 2 Food Safety work without anyone noticing their certificate expired months ago
Real Scenario
"A major customer audit reviews training matrices and discovers that 40% of your warehouse operatives have expired Level 2 Food Safety certificates - some expired over a year ago. The customer immediately suspends your account until all staff are retrained and you implement a systematic training tracking system. You lose £80,000 of monthly business during the suspension."
Risk Assessment
Cold storage requires risk assessments covering sub-zero working conditions with appropriate exposure limits, refrigerant safety (especially ammonia systems), forklift operations in cold and condensation-prone environments, and slip hazards from ice formation - all requiring specialist cold chain knowledge
The Problems
Why This Matters for Cold Storage
- Cold working environment risk assessments are generic templates that don't address your specific chamber temperatures, exposure times, or the cumulative effect of staff working multiple shifts in sub-zero conditions
Staff suffer cold-related injuries or illness because risk assessments don't reflect actual working conditions, and insurers refuse claims because your risk management doesn't address the specific hazards
- Refrigeration plant safety assessments don't cover specific risks from your ammonia refrigeration system, and maintenance contractors work without proper risk assessment for F-Gas handling and confined space entry
A serious refrigerant leak creates evacuation emergency and HSE investigation discovers you have no comprehensive risk assessment for refrigeration plant operations or contractor activities
The Solution
How Risk Assessment Helps
Comprehensive risk assessment system with cold storage-specific templates, automatic review reminders when incidents occur or procedures change, and contractor-specific assessments for refrigeration work
Every cold working area has current risk assessments covering temperature exposure and rotation schedules, refrigeration plant operations have comprehensive safety assessments including emergency procedures, and all assessments are reviewed after incidents or changes
Use Cases:
- • Cold working environment risk assessments with temperature-specific exposure limits
- • Ammonia and F-Gas refrigeration plant safety assessments
- • Confined space entry risk assessment for cold room maintenance
- • Slip and trip hazard assessment for ice and condensation
- • Forklift operations in sub-zero conditions
- • Emergency evacuation procedures for refrigerant leaks
- • Contractor safety for refrigeration maintenance work
- • Manual handling in cold environments with restricted movement
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Cold working environment risk assessments are generic templates that don't address your specific chamber temperatures, exposure times, or the cumulative effect of staff working multiple shifts in sub-zero conditions
Real Scenario
"A supervisor develops frostbite on their fingers after spending six hours in a -25°C blast freezer during a stocktake. Your risk assessment is a generic template that mentions 'cold working' but specifies no temperature thresholds, rotation times, or warm-up break schedules. HSE investigation finds the assessment doesn't reflect the actual working conditions, and your insurer questions why appropriate controls weren't in place."
Example 2: Refrigeration plant safety assessments don't cover specific risks from your ammonia refrigeration system, and maintenance contractors work without proper risk assessment for F-Gas handling and confined space entry
Real Scenario
"An ammonia leak from the refrigeration plant triggers building evacuation and fire service response. HSE investigation reveals you have no specific risk assessment for ammonia systems, no documented emergency procedures for major leaks, and the maintenance contractor who was working on the system had never been provided with site-specific risk information. Major improvements notice issued with potential prosecution."
Accident & Incident Records
Cold storage needs incident recording that captures temperature data automatically, links excursions to affected stock for traceability, documents cold-related injuries with working conditions, and provides audit-ready evidence for BRC and customer investigations
The Problems
Why This Matters for Cold Storage
- Temperature excursions are handled urgently to save stock, but the incident documentation is done hours later when details are unclear - which chamber, what time, what actions were taken, and what stock was affected
When customers make product quality claims, you cannot provide detailed excursion evidence showing timeline, duration, peak temperature, and product disposition decisions
- Cold-related near-misses and staff complaints about cold exposure go unrecorded, and minor refrigerant odours are dismissed as 'normal' without documentation or investigation
You miss warning signs before serious incidents occur, and cannot demonstrate to HSE that you have systematic safety monitoring for cold storage-specific hazards
The Solution
How Accident & Incident Records Helps
Mobile incident reporting capturing immediate evidence of temperature excursions with chamber data, structured forms for cold-related injuries and near-misses, automatic alert integration showing exact temperature history, and product traceability linking to affected stock
Every temperature excursion is documented immediately with full timeline evidence, cold-related safety incidents are recorded with environment data, customer claims are supported or defended with complete evidence, and trend analysis identifies recurring refrigeration issues
Use Cases:
- • Temperature excursion incident reporting with automatic chamber data capture
- • Cold-related injury and illness documentation with exposure information
- • Refrigerant leak and alarm activation incident recording
- • Product quality incident documentation with temperature history
- • Near-miss reporting for refrigeration issues and cold exposure
- • Customer complaint investigation with traceability evidence
- • HSE RIDDOR reporting for serious cold-related injuries
- • Monthly incident trend analysis by chamber and plant equipment
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: Temperature excursions are handled urgently to save stock, but the incident documentation is done hours later when details are unclear - which chamber, what time, what actions were taken, and what stock was affected
Real Scenario
"A major customer receives goods that were supposedly stored at -18°C but arrive partially defrosted. They demand your temperature records. You know there was a brief excursion three days ago but have no detailed documentation - the incident book just says 'freezer alarm, fixed by engineer, stock ok'. Without detailed evidence, you have to accept a £25,000 claim you believe is unfounded."
Example 2: Cold-related near-misses and staff complaints about cold exposure go unrecorded, and minor refrigerant odours are dismissed as 'normal' without documentation or investigation
Real Scenario
"A major ammonia leak hospitalizes two staff members. HSE investigation asks for records of previous refrigerant odour reports. You have none - supervisors routinely dismissed such reports as 'just the smell when we defrost'. HSE find this demonstrates inadequate safety culture and failure to identify escalating plant deterioration. Improvement notice issued and prosecution considered."
Asset Management
Cold storage requires meticulous equipment tracking for BRC compliance - temperature monitoring devices need annual calibration, refrigeration plant needs scheduled maintenance for F-Gas and insurance compliance, and multi-chamber facilities need systematic organization to manage dozens of probes and plant items
The Problems
Why This Matters for Cold Storage
- Temperature probes, data loggers, and transport monitoring devices are scattered across the facility with no systematic tracking of calibration status, battery life, or which probes are in which chambers
You discover during BRC audits that you're using uncalibrated probes, cannot locate monitoring equipment when needed urgently, and have no records of when devices last had new batteries
- Refrigeration plant maintenance is scheduled using contractor reminders, and you have no systematic tracking of which compressors, condensers, or evaporators were last serviced or when F-Gas leak checks are due
Critical maintenance is missed leading to equipment failure, F-Gas compliance lapses go unnoticed until Environmental Health inspection, and you cannot demonstrate systematic plant management to insurers after major breakdowns
The Solution
How Asset Management Helps
Complete asset register for all temperature monitoring equipment with calibration tracking, refrigeration plant maintenance scheduling with automatic service reminders, QR code equipment identification for instant history access, and contractor work documentation
Every temperature probe has tracked calibration with 30-day renewal reminders, refrigeration plant receives scheduled maintenance with complete service history, and BRC audits see systematic asset management with instant documentation access
Use Cases:
- • Temperature probe asset register with calibration certificate tracking
- • Data logger and transport monitoring device management
- • Refrigeration plant equipment register with service history
- • F-Gas leak detection equipment tracking and calibration
- • Compressor and condenser maintenance scheduling
- • Evaporator defrost system inspection tracking
- • Alarm system testing and maintenance records
- • Cold room door and seal replacement history
Feature Screenshot
Asset Management
Real-World Examples
Example 1: Temperature probes, data loggers, and transport monitoring devices are scattered across the facility with no systematic tracking of calibration status, battery life, or which probes are in which chambers
Real Scenario
"During a BRC audit, the auditor asks to see calibration records for probe TC-47 shown in your chamber logbook. After 30 minutes searching, you find the probe but cannot determine when it was last calibrated or even if TC-47 is its correct designation. The auditor then randomly selects 5 other probes - you can only provide current calibration for 2. Major non-conformance issued."
Example 2: Refrigeration plant maintenance is scheduled using contractor reminders, and you have no systematic tracking of which compressors, condensers, or evaporators were last serviced or when F-Gas leak checks are due
Real Scenario
"Your main chiller plant fails catastrophically, requiring £180,000 of emergency replacement. Your insurer investigates and discovers that the annual compressor service (specified in the insurance policy) wasn't done for 18 months, F-Gas leak detection checks are 8 months overdue, and you have no systematic maintenance tracking. The insurer reduces the payout by 60% due to inadequate maintenance records."
Employee Scheduling
Cold storage needs scheduling that enforces temperature-specific exposure limits - a worker in a +2°C chill room can work longer than one in a -25°C freezer, and agency staff churn requires rigorous cold working induction verification before scheduling
The Problems
Why This Matters for Cold Storage
- Staff are scheduled for extended shifts in cold chambers without considering cumulative cold exposure, and there's no tracking of rotation times or warm-up break compliance
Workers suffer cold-related health issues because shift patterns don't enforce safe exposure limits, and HSE discover you're not managing cold working time despite risk assessments saying you would
- Agency staff are scheduled for cold chamber work without verification they've completed cold working induction or have necessary PPE, and night shifts are planned without ensuring competent supervision is present
Untrained agency workers operate in sub-zero environments without understanding cold exposure risks or emergency procedures, creating serious safety risk during your busiest periods
The Solution
How Employee Scheduling Helps
Scheduling system with cold exposure tracking, automatic rotation enforcement for sub-zero work, mandatory induction verification before cold chamber access, and shift planning ensuring adequate supervision ratios
Every shift in cold chambers enforces safe exposure limits with automatic rotation, agency staff cannot be scheduled until cold working induction is complete, and all shifts have appropriate supervision for the temperature zones being operated
Use Cases:
- • Cold exposure tracking with automatic rotation enforcement for freezer work
- • Agency staff scheduling with cold working induction verification
- • Shift planning ensuring adequate warm-up break coverage
- • Multi-zone shift allocation across different temperature chambers
- • Night shift supervisor scheduling with competency verification
- • Peak season staffing management with cold exposure limit compliance
- • Emergency coverage planning for refrigeration failures
- • Cross-training scheduling for multi-temperature zone operations
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Staff are scheduled for extended shifts in cold chambers without considering cumulative cold exposure, and there's no tracking of rotation times or warm-up break compliance
Real Scenario
"During peak season, a supervisor schedules the same operative for 10-hour shifts in -25°C freezer for three consecutive days because 'they're used to it and we're short-staffed'. The operative develops symptoms of hypothermia on day three and is hospitalized. HSE investigation reveals your risk assessment specifies 45-minute maximum exposure with 15-minute warm-up breaks, but scheduling system doesn't enforce this. Improvement notice issued."
Example 2: Agency staff are scheduled for cold chamber work without verification they've completed cold working induction or have necessary PPE, and night shifts are planned without ensuring competent supervision is present
Real Scenario
"An agency worker scheduled for night shift in blast freezer arrives without proper cold working PPE (no thermal gloves or face protection). The night supervisor assumes they've been inducted and issues standard warehouse PPE. After two hours in -25°C conditions the worker has frostbite on exposed fingers. Investigation reveals no cold working induction was completed and no PPE verification was done before scheduling."
HR Management
Cold storage with food handling requires Level 2 Food Safety for all operatives, medical clearance for cold working (especially sub-zero environments), and systematic competency tracking for BRC Storage and Distribution compliance - plus regular health monitoring for cold exposure
The Problems
Why This Matters for Cold Storage
- Food Safety Level 2 certificates and cold working medical clearances are stored in personnel files that nobody regularly checks, and supervisors have no way to verify if someone is qualified before assigning them to specific chambers
Staff work without current food safety qualifications or medical clearance for cold working, and BRC audits discover competency gaps when reviewing training matrices
- Medical questionnaires for cold working are completed on induction but never reviewed, and staff with conditions affected by cold exposure work in freezers because nobody monitors health status changes
Workers with conditions like Raynaud's disease or respiratory issues work in sub-zero conditions creating health and safety liability, and you cannot demonstrate adequate health monitoring for cold working
The Solution
How HR Management Helps
Complete employee records with food safety certification tracking, medical clearance documentation for cold working with review reminders, automatic expiry alerts for all qualifications, and instant competency lookup for supervisors
Every employee's food safety qualifications and cold working clearances are tracked automatically with 30-day renewal reminders, medical reviews are prompted annually to check cold working suitability, and supervisors can instantly verify if someone is cleared for specific temperature zones
Use Cases:
- • Level 2 Food Safety certification tracking with automatic expiry alerts
- • Medical clearance documentation for cold working environments
- • Cold working PPE issue records and size tracking
- • Training matrix showing food safety and cold chain competencies
- • Annual medical review prompts for staff in sub-zero environments
- • Right-to-work verification for agency staff in food environments
- • Instant qualification lookup for shift supervisors
- • Competence dashboard for BRC audit preparation
Feature Screenshot
HR Management
Real-World Examples
Example 1: Food Safety Level 2 certificates and cold working medical clearances are stored in personnel files that nobody regularly checks, and supervisors have no way to verify if someone is qualified before assigning them to specific chambers
Real Scenario
"A BRC audit reviews your training matrix and asks to see Level 2 Food Safety certificates for staff listed as qualified. Investigation reveals 12 people have expired certificates (between 3-14 months overdue), and 3 staff working in blast freezers have no medical clearance for cold working. The auditor asks how this wasn't identified - you have no system for tracking renewal dates. Major non-conformance issued."
Example 2: Medical questionnaires for cold working are completed on induction but never reviewed, and staff with conditions affected by cold exposure work in freezers because nobody monitors health status changes
Real Scenario
"An operative with Raynaud's disease (circulation condition affecting extremities in cold) develops severe finger damage after six months working in -18°C freezer. They mentioned the condition on their medical questionnaire but were still assigned freezer work because nobody reviews health declarations against work assignments. Occupational health claim and HSE investigation follow."
Other Logistics & Warehousing Solutions
Ready to Chill with Better Compliance?
Join cold storage operators using Assistant Manager for cold chain excellence.