All Oiva evaluation guidelines for registered food premises.
3.1 Cleanliness and Order of Facilities and Structures
Guide/version: 2217/04.02.00.01/2021/6, valid from 2.1.2024
To be taken into consideration:
- This Guideline is applied to all food premises.
- This point pertains to the evaluation of the cleanliness and tidiness of food premises and structures in these facilities. Facilities and structures are usually not in direct contact with foodstuffs.
- Structures refer to e.g. ceiling, floor, and wall surfaces and structures as well as ceiling, such as piping, wiring, and ceiling tracks.
- The cleanliness of structures also refers to the cleanliness of e.g. the outer surfaces and stop ends or protective enclosures/grilles of various piping and wiring the cleanliness of ceiling tracks, and door and window surfaces, as well as the cleanliness of floor drains and their strainers.
- The order of facilities refers to the order of raw materials, finished products and other items maintained in food premises, as well as the order maintained in the corridors. The cleanliness and order of cleaning equipment store rooms and staff facilities are also evaluated in this point.
- Normal soiling which is caused by the work carried out during the day and awaits cleaning is to be excluded from the evaluation.
- In approved food premises, the cleanliness of water supply points is evaluated in point 5.3
- The neatness, cleanliness and orderliness of transport containers is assessed under 5.5.
- The cleanliness, hygiene and orderliness of waste disposal facilities are considered in point 3.6.
- The microbiological monitoring of cleanliness is evaluated in point 17.1.
Matters to be controlled:
- The cleanliness of the food premises' ceilings, walls, floors and structures, and the orderliness of the different areas (e.g. food handling areas, customer areas, sales areas, storage areas, reception of foodstuff areas, dishwashing areas), especially those areas where unprotected food is handled. Cleanliness and orderliness of facilities for the storage and maintenance of cleaning equipment, changing rooms, loading bays and toilets, if they are the responsibility of the food premises (may be separate from the food premises, e.g. in shopping centres, changing rooms may be separate from the food premises).
- Water points and water using equipment in registered food premises.
- Cleanliness and tidiness of bottle return areas, if located on the premises of the food premises.
- When assessing the orderliness of the premises, the storage of non-food items and non-food products not belonging to the food premises shall also be taken into account.
- The adequacy and suitability of own-check activities and, where appropriate, the plan are controlled by applying the Annex to Guideline 1.6: "Adequacy and Suitability of Own-check Activities".
- As concerns own-check activities, the following matters, for example:
- The plan/programmes cover all facilities and structures
- Sensory monitoring of cleanliness
- Instructions for cleaning and disinfection
- Detergents and disinfectants used
- If the cleaning activities are outsourced, they can also be assessed on the basis of the Annex to Guideline 1.6 "Adequacy and suitability of self-monitoring" if the premises where the cleaning equipment is kept cannot be inspected, for example if the cleaning contractor has locked the cleaning premises.
Operations comply with requirements.
Operations comply with requirements as regards the matters that are controlled. For example:
- The facilities and structures of the premises are clean and in orderly condition.
- Own-check activities are adequate in premises to ensure the cleanliness and order of the facilities and structures.
There are small issues with the operations which do not impair food safety or mislead consumers.
Premises and structures in the food premises where unprotected food is handled are clean and in good order.
The rooms and structures used for handling no unprotected foodstuffs have minor deficiencies in cleanliness and tidiness.
For example:
- Items not used in the operation are stored in the corridors.
- In social areas and other areas where unprotected food is not handled, there is some dirt on surfaces of facilities and structures, but dirt does not accumulate on food or surfaces.
- Self-monitoring does not cover all areas or surfaces or the cleaning interval is too long.
There are issues with the operations which impair food safety or mislead consumers. These issues must be rectified within a set period of time.
In food premises where unprotected food is handled, there is a lack of hygiene and/or the premises are dirty. For example, unprotected food handling areas or structures have dirt or mould on their surfaces
In non-unprotected food handling premises, there is a lack of sanitation such that the soiling of the premises results in a deterioration of food safety in the premises where food is handled. For example, in areas where unprotected food is not handled, ceiling structures (such as ventilation ducts) are dusty or dirty on the surface and dirt can fall on protected food.
The presence or quantity of non-food items in the food premises makes sanitation difficult, thereby compromising food safety.
Unprotected food handling areas are used to store non-contained items, resulting in poor sanitation of the premises or structures.
Social rooms or other premises where unprotected food is not handled are dirty and untidy, resulting in poor working hygiene and food safety.
There are issues with the operations which jeopardise food safety or considerably mislead consumers, or the operator has failed to comply with orders that have been issued. These issues must be rectified with immediate effect.
In those areas of the food premises where unprotected food is handled, the premises are very dirty or extremely dirty.
For example:
- There is accumulated dirt or mould on the surfaces of unprotected food handling areas or structures
- In premises where unprotected food is handled, ceiling structures are very dirty or very dusty and dirt or dust may fall on unprotected food.
- The "to be corrected" rating has been given repeatedly and the operator has not corrected the deficiencies within the time limits.
Legislation and guidelines (with any amendments) pertaining to the subject:
- Regulation of the European Parliament and of the Council on the hygiene of foodstuffs, 852/2004/EC, Article 4, Annex II, Chapter I - III
- Finnish Food Act 297/2021
- Decree of the Ministry of Agriculture and Forestry on food hygiene 318/2021
- Finnish Food Authority’s Guide 980/04.02.00.01/2022 on Food Hygiene in Registered Food Premises.
Updates in version 6:
- The guideline will be applied to both registered and approved food premises.
- Combined Oiva assessment guideline 3.1.for registered and approved food premises.
- Changes were made to the list of areas covered by the inspection.
- Evaluation examples were modified.
3.2 Cleanliness of Surfaces, Fixtures, Equipment and Utensils
Guide/version: 2218/04.02.00.01/2021/5, valid from 2.1.2024
To be taken into consideration:
- This Guideline is applied to all food premises.
- In this point, surfaces refer to e.g. work surfaces that are in direct contact with unpackaged or packaged foodstuffs. Not to wall surfaces.
- When evaluating the cleanliness of cleaning equipment, their intended use is to be taken into account; are they intended for public areas or used for surfaces on which unprotected perishable foodstuffs are handled.
- Normal traces of daily work requiring cleaning should be excluded from the assessment.
- The cleanliness and tidiness of the premises and structures are assessed in point 3.1.
- The cleanliness of equipment and utensils used for thawing, chilling and freezing is assessed in 5.4.
- The supervisory authority shall carry out a sensory assessment of cleanliness in accordance with this guideline.
- Microbiological monitoring of cleanliness is assessed in point 17.1.
Matters to be controlled:
- Cleanliness of working surfaces, furniture, equipment (excluding water equipment, including ovens and heating equipment) and utensils (e.g. dishes, cutting boards, knives, etc.) used in the food premises.
- Cleanliness and condition of cleaning equipment. When assessing the cleanliness and fitness for purpose of cleaning equipment, particular consideration must be given to whether the cleaning/cleaning equipment is intended for use in public areas (e.g. corridor and floor brushes, floor washing machines, etc.) or whether it is used on surfaces where non-prepackaged food is handled.
- In an approved dairy food establishment, the internal and external cleanliness of raw milk and raw milk powder discharge and transfer hoses and the storage of hoses off the floor, such as on a rack.
- For outsourced cleaning activities, the assessment may also be based on Annex 1.6 "Adequacy and suitability of self-monitoring", if the cleaning equipment cannot be inspected, e.g. if the cleaning contractor has locked the cleaning premises.
- The adequacy and suitability of own-check activities and, where appropriate, the plan are controlled by applying the Annex to Guideline 1.6: "Adequacy and Suitability of Own-check Activities".
Operations comply with requirements.
Compliance with the requirements for the matters inspected:
- Food premises surfaces, furniture, equipment and utensils are clean.
- The food premises surfaces, furniture, equipment and utensils are adequately self-controlled to ensure cleanliness.
- Cleaning equipment is in good condition and clean.
There are small issues with the operations which do not impair food safety or mislead consumers.
- Surfaces, furniture, equipment and utensils used to handle or come into contact with unprotected food are clean.
- Surfaces, furniture, equipment and utensils other than those in contact with unprotected foodstuffs are slightly unclean, e.g. uncleaned dirt or dust.
- Cleaning equipment is somewhat dirty or worn, but clean and in a satisfactory condition for its intended purpose.
- Self-monitoring does not cover all surfaces, furniture, equipment and utensils in the food premises or the cleaning interval is too long.
There are issues with the operations which impair food safety or mislead consumers. These issues must be rectified within a set period of time.
- Unprotected foodstuffs are handled with dirty tools or equipment or come into contact with dirty surfaces.
- The presence of accumulated dirt or mould, for example on surfaces that are not in direct contact with unprotected food.
- Cleaning equipment is dirty or in such a poor condition that it may compromise food safety.
There are issues with the operations which jeopardise food safety or considerably mislead consumers, or the operator has failed to comply with orders that have been issued. These issues must be rectified with immediate effect.
There is a clear lack of cleanliness of surfaces, furniture, equipment or tools.
For example:
- Unprotected food handling surfaces, furniture, equipment or utensils have accumulated dirt or mould.
- Cleaning equipment is so dirty or in such poor condition that it is no longer fit for use and requires immediate replacement.
- The 'to be corrected' rating is given repeatedly and the operator has not remedied the deficiencies within the time limits.
Legislation and guidelines (with any amendments) pertaining to the subject:
- Regulation of the European Parliament and of the Council on the hygiene of foodstuffs, 852/2004/EC, Article 4, Annex II, Chapter I - III
- Finnish Food Act 297/2021
- Decree of the Ministry of Agriculture and Forestry on food hygiene 318/2021
- Finnish Food Authority’s Guide 980/04.02.00.01/2022 on Food Hygiene in Registered Food Premises.
Updates in version 5:
- The guideline will be applied to both registered and approved food premises.
- Combined Oiva assessment guideline 3.2.for registered and approved food premises.
- Changes were made to the list of areas covered by the inspection.
- Evaluation examples were modified.
3.5 Vermin and Other Animals
Guide/version: 2220/04.02.00.01/2021/6, valid from 2.1.2024
To be taken into consideration:
- In addition to vermin control, this Guideline pertains to the access of domestic animals as well as assistance dogs, such as guide dogs of visually impaired persons, hearing dogs of hearing-impaired persons, assistance dogs of physically impaired persons and other dogs assisting other persons with disabilities or persons with long-term illnesses, to the facilities of the food premises.
- The responsibility for the appropriateness of vermin control lies with the food premises, even if the vermin control has been outsourced.
Matters to be controlled:
- There are no vermin or indications of the presence of vermin.
- Vermin control methods, if considered necessary
- Assistance dog and domestic animals only have access to customer areas
- The adequacy and suitability of own-check activities and, where appropriate, the plan are controlled by applying the Annex to Guideline 1.6: "Adequacy and Suitability of Own-check Activities".
Operations comply with requirements.
There are no vermin or indications of the presence of vermin.
Assistance dogs and/or domestic animals only have access to customer area where they are allowed.
There are small issues with the operations which do not impair food safety or mislead consumers.
There are minor shortcomings in vermin control. However, indications of vermin have produced a reaction and vermin control action taken has been adequate and appropriate.
Assistance dogs and/or domestic animals only have access to customer area where they are allowed.
There are issues with the operations which impair food safety or mislead consumers. These issues must be rectified within a set period of time.
The actions taken due to indications of vermin have been inappropriate and/or inadequate.
The amount of vermin observed during the inspection is so high that food safety is impaired.
Assistance dogs and/or domestic animals have access to areas where they are not allowed for example food processing area.
There are issues with the operations which jeopardise food safety or considerably mislead consumers, or the operator has failed to comply with orders that have been issued. These issues must be rectified with immediate effect.
Vermin control action is not taken despite presence or indications of vermin. The amount of vermin observed during the inspection is so high that food safety is jeopardised.
Damage caused be vermin on foodstuffs is observed.
Legislation and guidelines (with any amendments) pertaining to the subject:
- Regulation of the European Parliament and of the Council on the hygiene of foodstuffs, 852/2004/EC, Article 4, Annex II, Chapter IX
- Finnish Food Act 297/2021
- Decree of the Ministry of Agriculture and Forestry on food hygiene 318/2021 26 §
- Rodent control and use of rodenticides in feed and food production, Guideline by Evira and Tukes (Finnish Safety and Chemicals Agency) for producers, 10.12.2015.
Updates in version 5:
- Guideline number 2220/04.02.00.01/2021/5 replaces Guideline number 10214/4.
- Finnish Food Act: number has been updated
- Decree of the Ministry of Agriculture and Forestry on food hygiene 318/2021 has been added
- Decree of the Ministry of Agriculture and Forestry on food hygiene in registered food premises, 1367/2011 has been deleted.
- Evira's Guide on food hygiene in registered food premises 16025: has been deleted.
- Added to be corrected: till example that assistance dogs and/or domestic animals have access to areas where they are not allowed for example food processing area.
- Updated: Assistance dogs and/or domestic animals only have access to customer area where they are allowed.
3.6 Waste Management
Guide/version: 2221/04.02.00.01/2021/4, valid from 2.1.2023
To be taken into consideration:
- Waste management is only evaluated based on this Guideline to the extent that it lies within the responsibility of the food premises.
- Animal by-products in food retail stores and wholesale stores are evaluated in point 3.7 and 3.8.
- With the revised legislation, the disposal of waste from food premises is only regulated by Regulation 852/2004 / EC of the European Parliament and of the Council on the hygiene of foodstuffs. According to the regulation, waste must be removed from rooms where food is present as quickly as possible, so as to avoid their accumulation. As quickly as possible means that waste is disposed often enough so that food safety is not compromised.
Matters to be controlled:
- Storage of waste
- Removal of waste from the food premises
- Cleanliness of waste containers (containers inside the food premises, and containers in waste management facilities, which lie within the responsibility of the food premises)
- General cleanliness and order of waste management facilities (the waste management facilities not included in the obligations of the real property).
- The adequacy and suitability of own-check activities and, where appropriate, the plan are controlled by applying the Annex to Guideline 1.6: "Adequacy and Suitability of Own-check Activities".
Operations comply with requirements.
Spoiled food and other waste are stored adequately separated from food handling areas and are transferred to waste management facilities with sufficient frequency so that the waste does not impair food safety.
The general cleanliness and order in the waste management facilities is on a good level. The cleanliness of waste containers is looked after.
There are small issues with the operations which do not impair food safety or mislead consumers.
Spoiled food and other waste are stored adequately separated from food handling areas. There are minor shortcomings regarding the transfer of waste to the waste management facilities.
There are minor shortcomings in the cleanliness of waste containers and in the general cleanliness and/or order of the waste management facilities.
There are issues with the operations which impair food safety or mislead consumers. These issues must be rectified within a set period of time.
Spoiled food and other waste are stored in the food premises in a manner that results in food safety being impaired.
The waste containers are dirty and/or the general cleanliness and/or order of the waste management facilities is not looked after.
There are issues with the operations which jeopardise food safety or considerably mislead consumers, or the operator has failed to comply with orders that have been issued. These issues must be rectified with immediate effect.
Spoiled food and other waste are stored in the food premises in a manner that results in food safety being jeopardised.
Legislation and guidelines (with any amendments) pertaining to the subject:
- Regulation of the European Parliament and of the Council on the hygiene of foodstuffs, 852/2004/EC, Article 4, Annex II, Chapter VI
- Finnish Food Act 297/2021
- Finnish Food Authority’s Guide on Food Hygiene in Registered Food Premises 980/04.02.00.01/2022.
Updates in version 4:
- Finnish Food Authority’s Guide on Food Hygiene in Registered Food Premises: has been added.
3.7 Separation of By-products
Guide/version: 2222/04.02.00.01/2021/5, valid from 1.7.2021
To be taken into consideration:
- This Guideline pertains to the handling of by-products in retail stores and wholesale stores.
- This Guideline does not pertain to sale for consumption on the premises, to kitchens, institutional kitchens or catering businesses.
- The use of by-products for feed is not evaluated based on this Guideline.
- The matters related to the handling of by-products evaluated based on this Guideline affect the Oiva grade.
- Matters related to the traceability of by-products and record keeping of small quantities are evaluated in accordance with Guideline 3.8 Traceability of By-products.
Matters to be controlled:
- Matters related to the handling, storage and marking of by-products are to be inspected:
- Storage of by-products
- Separation of by-products and foodstuffs
- Marking of collection containers for by-products ("not for human consumption" and "category 3")
- The adequacy and suitability of own-check activities and, where appropriate, the plan are controlled by applying the Annex to Guideline 1.6: "Adequacy and Suitability of Own-check Activities".
Operations comply with requirements.
By-products are stored in such a manner that food safety is not impaired by their storage. By-products are stored in marked containers than can be closed. The collection containers for by-products are marked according to requirements.
There are small issues with the operations which do not impair food safety or mislead consumers.
By-products are stored in such a manner that food safety is not impaired by their storage. By-products are stored in marked containers than can be closed. There are minor shortcomings in the markings of collection containers for by-products.
There are issues with the operations which impair food safety or mislead consumers. These issues must be rectified within a set period of time.
The storage of by-products impairs food safety.
By-products are not stored in marked containers than can be closed.
There are issues with the operations which jeopardise food safety or considerably mislead consumers, or the operator has failed to comply with orders that have been issued. These issues must be rectified with immediate effect.
The storage of by-products jeopardises food safety.
Legislation and guidelines pertaining to the topic:
- Regulation of the European Parliament and of the Council, (EC) No 1069/2009, Article 4, Article 10(f), Articles 14 19, 21, 22 and 26
- EU Commission Regulation 142/2011
- Regulation of the European Parliament and of the Council on the hygiene of foodstuffs, 852/2004, Annex II, Chapter VI
- Animal By-Product Act (517/2015)
- Decree of the Ministry of Agriculture and Forestry on animal by-products 783/2015
- Finnish Food Act 297/2021
- Evira's Guide on former foodstuffs in stores 16088.
Updates in version 5:
- Number of the Finnish Food Act updated
- Reference to Decree of the Ministry of Agriculture and Forestry on food hygiene in registered food premises, 1367/2011, has been deleted
- Reference to Evira's Guide on food hygiene in registered food premises has been deleted
- Guideline No 2222/04.02.00.01/2021/5 replaces Guideline No 10216/4.
3.8 Traceability of By-products
Guide/version: 2223/04.02.00.01/2021/4, valid from 1.7.2021
This evaluation is not presented in the Oiva report, but only in the control report.
To be taken into consideration:
- This Guideline pertains to the traceability of by-products in retail stores and wholesale stores as well as in transport of by-products originating from these stores.
- This Guideline does not pertain to serving for consumption on the premises, to kitchens, institutional kitchens, catering businesses.
- The Guideline does not apply to operators in remote areas (remote areas are defined in Decree 783/2015 of the Ministry of Agriculture and Forestry, Annex 4, Part 1).
- Small quantities (quantity of by-products produced is at most 20 kg/week or 80 kg/month). Restrictions related to small quantities apply only to unprocessed by-products.
- The matters related to the handling of by-products evaluated based on this Guideline do not affect the Oiva grade.
- Sending by-products to be used as feed material is also evaluated in this Guideline.
Matters to be controlled:
- Traceability of by-products
- By-products are dispatched to a destination where they are, according to legislation, permitted to be dispatched
- If the handling of by-products has been outsourced, the outsourced operations are to be evaluated to inspect that the responsibility between the operators and the transfer of responsibilities have been taken into account in the agreements.
- Commercial documents related to the transport of by-products, or waste reports
- The transport containers or the transport vehicle of by-products bear an identification marking during the transport (if possible to inspect in practice)
- If the handling of by-products has been outsourced, by-products are delivered to an appropriately registered or approved carrier for transport.
- Record keeping of small quantities
- The adequacy and suitability of own-check activities and, where appropriate, the plan are controlled by applying the Annex to Guideline 1.6: "Adequacy and Suitability of Own-check Activities".
Operations comply with requirements.
For example:
- By-products are dispatched to a destination permitted by legislation.
- The operator has a commercial document regarding the transport of by-products dispatched by the operator, or the operator has a waste report provided by the waste management company which presents the information related to the traceability of by-products.
- The transport containers or the transport vehicle of by-products bear identification markings as required by legislation.
- The carrier who transports by-products is an appropriately registered or approved operator.
- The operator keeps records of small quantities of unprocessed by-products if operator takes advantage of the exemption for small quantities
- The operator is registered as feed business operator if it delivers by-products for feed use.
- Only by-products that are suitable for feed are delivered for feed use.
There are minor issues with operations.
For example:
- There are minor shortcomings in the commercial document or the waste report, but by-products are traceable.
- There are minor shortcoming in the records of small quantities (e.g. records are only missing on a random basis).
There are clear issues with operations.
For example:
- The commercial document or the waste report has shortcomings that result in by-products not being completely traceable.
- The operator keeps records of small quantities, but the quantity of by-products exceeds the limit for small quantity (80 kg/month) frequently (during more than four months per year).
- The operator is not registered as feed business operator even though it delivers by-products for feed use.
There are severe issues with operations, or the operator has failed to rectify the issues within the set period of time.
For example:
- The operator shows complete disregard for or ignorance about the requirements of by-product legislation.
- By-products that are not suitable for feed are delivered to feed use (for example they have gone bad).
Legislation and guidelines (with any amendments) pertaining to the subject:
- Regulation of the European Parliament and of the Council (EC) No 1069/2009
- EU Commission Regulation 142/2011
- Regulation of the European Parliament and of the Council on the hygiene of foodstuffs, 852/2004, Annex II, Chapter VI
- Animal By-Product Act 517/2015
- Decree of the Ministry of Agriculture and Forestry on animal by-products 783/2015
- Evira's Guideline on former foodstuffs in stores 16088
- Finnish Food Authoritys Guideline 1.4.2019 Entisten elintarvikkeiden käyttö eläinten ruokinnassa (Use of former foodstuffs in feeding animals. Available only in Finnish and Swedish).
Updates in version 4:
- Number of the Finnish Food Act updated
- Reference to Decree of the Ministry of Agriculture and Forestry on food hygiene in registered food premises, 1367/2011, has been deleted
- Part Excellent is updated
- Guideline No 2223/04.02.00.01/2021/4 replaces Guideline No 10335/3.