Online forms in food quality: data accuracy and traceability as the basis for modern food safety

One of the main conclusions drawn from the 23rd AECOC Food Quality Congress is that having quality and accurate data is the only way to ensure compliance with all standards and to preserve modern food safety. In this sense, online forms in food quality are presented as key allies.

During the Congress, the wide range of challenges facing the sector became evident. In this post we analyze the most relevant issues that have been addressed.

From hazard control to risk management

One of the new approaches the industry is facing is the shift from hazard control (reactive) to risk management (proactive).

Thus, as experts from the Spanish Agency for Food Safety and Nutrition (AESAN) have explained, progress is being made towards a more mature risk management based on scientific evidence, with consistent data as a pillar for decision-making.

This approach requires continuous and verifiable monitoring systems that can be audited by authorities, customers and regulatory bodies. Thus, the integration of an online forms solution with these monitoring systems ensures the capture and management of quality data throughout the product lifecycle.

Product shelf life studies and online food quality forms

One of the main topics of the congress was the determination and verification of the shelf life of foodstuffs, especially in the face of microbiological risks such as listeriosis.

The key to this point is that this bacterium can grow even under refrigerated conditions and does not cause noticeable changes in the food, which makes it crucial to have solid studies to support expiration dates and product safety.

Therefore, expiration dates should be supported by sound and documented scientific studies.

What is the purpose of a shelf-life study of a food?

Shelf-life studies are mandatory and must scientifically demonstrate that a food is safe throughout its commercial life, especially against listeriosis.

Regulation (EC) No. 2073/2005 already requires companies to verify compliance with microbiological criteria throughout the shelf life, and from July 1, 2026 Regulation (EU) 2024/2895 reinforces this obligation by establishing that, in ready-to-eat foods that may allow the growth of Listeria, the general criterion will be “not detected in 25 g” throughout the shelf life, unless the manufacturer demonstrates with validated and documented studies that 100 cfu/g will not be exceeded.

This implies that companies must properly design, justify and document their studies, selecting the worst case scenario and keeping traceable evidence for inspections, audits or food alerts.

In this context, digital solutions such as FIELDEAS Forms facilitate structured data collection, traceability and evidence generation, helping to comply with regulations and reduce legal and reputational risks.

Border controls and audits

The new border control requirements were also discussed during the event.

In a globalized environment, Spanish food production is significantly exported, which implies a rigorous official control system covering audits in third countries and border controls that include documentary inspections, product identification and physical analysis of samples.

According to the Ministry of Agriculture, Fisheries and Food (MAPA), these controls are adapted by type of product and country of origin, and are reinforced for fruits, vegetables and animal products based on specific risk assessments.

In this sense, having quality data collected in a structured and verifiable way is vital to:

• To certify that life cycle assessment procedures have been carried out and followed in accordance with the regulations.
• Present complete and auditable results during official controls or customer audits.
• Facilitate rapid and informed responses in the event of a national or international food alert.

Without quality data, a company may be unable to demonstrate compliance or react effectively to an inspection or warning.

The new paradigm of precautionary allergen labeling

The use of precautionary allergen labeling, for many years dependent on subjective criteria, is evolving towards an approach based on quantitative data.

AESAN has published technical criteria that allow to decide when it is really justifiable to use precautionary warnings, based on quantified allergenic protein measurements.

This implies a paradigm shift:

• Traditional qualitative (yes/no) detection methods are giving way to more precise quantitative techniques.
• The decision to apply precautionary labeling is based on actual occurrence data and its level, reducing unnecessary warnings.
• This transition improves consumer confidence and reduces the burden of labels that do not provide relevant information.

As with shelf life, having clear and structured quantitative data makes it possible to justify labeling decisions to auditors and authorities, reducing the risk of non-compliance.

Recycled plastics in contact with food: circular challenge and regulation

Another challenge highlighted at the congress is the use of recycled plastics in contact with food.

European regulations, including aspects of the Packaging and Packaging Waste Regulation (PPWR) and Regulation (EC) No 2023/2006, require declarations of conformity by batch and comprehensive traceability of food contact materials. This requires registration:

• Information about the supplier and batch of recycled material.
• Conformance testing and certification.
• Results of documentary controls and verifications.

Poor document management in this area can result in serious nonconformities and regulatory consequences.

Online forms in food quality: efficiency, traceability and compliance

As we can see, in all the aspects addressed at the Congress (shelf life, border controls, allergen management or food contact materials) there is one constant: data quality and traceability is the basis of modern food safety.

Without clear, consistent and easily accessible data, it is virtually impossible to demonstrate regulatory compliance, respond efficiently to audits or react quickly to a food alert.

Thus, the integration of an online forms solution such as FIELDEAS Forms in the food quality sector provides a competitive advantage, control, greater traceability and security.

How FIELDEAS Forms helps you with food quality

• Standardize data collection across the organization, from life cycle studies to sampling and control records.
• Ensure full traceability of all data: who, when and how each entry was collected.
• Facilitate access to information during audits or official controls, with automatic export and formats ready for regulatory use.
• Integrate field validations, intelligent logic and mandatory fields, reducing errors and ensuring that data is reliable and complete.
• Improve response to food alerts, as all relevant information is centralized, structured and instantly available.

In addition, FIELDEAS Forms integrates with any existing management system, ensuring a smooth transition to full digitization.

Thus, this online forms software becomes a key ally in ensuring quality, food safety and regulatory compliance throughout the agri-food chain.