(and how to future-proof it)

If you advise food producers, manufacturers or wholesalers on safety, compliance or quality, a newly published industry report on operational record-keeping should shift how you think about your role. The findings confirm what many of us in consultancy suspected: the compliance landscape is changing fast and businesses without robust systems are increasingly vulnerable.

What our research tells us and why that should matter to you

Our report, Chasing Paper Aeroplanes, is now available to download and highlights a clear shift away from ad-hoc paper logs and spreadsheets, towards digitised, standardised, centrally accessible record-keeping. This isn’t a “nice-to-have” anymore, it’s becoming a baseline expectation. 

Our research shows a rising number of audits reporting non-conformities linked to inconsistent record-keeping, lack of traceability, outdated SOPs and missing corrective-action logs. This signals to consultants and clients alike that “paper-based plus Excel” is no longer adequate even for smaller producers.

Digital record-keeping is increasingly not an option but a requirement. Clients that adopted digital or hybrid record-keeping systems significantly reduced audit-related non-conformities, improved retrieval speed, and boosted traceability across their operations.

Multi-site operations are particularly at risk without standardisation. The report calls out inconsistencies across sites as a common cause of audit failure. When each site runs its own “version” of logs, templates or cleaning schedules, even businesses with strong overall procedures can fail simply because documentation isn’t unified.

Certification schemes and regulators are tightening requirements. More auditors now expect compliance with current frameworks like FSSC 22000 Version 6 (and equivalents such as BRCGS) especially around document-control, traceability, corrective action tracking, and version history.

Put simply: clients won’t just want consultancy advice or a well-written HACCP plan anymore. They’ll want systems (live, usable, trackable systems) that deliver compliance day-in, day-out.

What this means for your consultancy offering

• It’s time to make digital-ready record systems part of your baseline offer. Present record-keeping structuring – templates, digital vs hybrid decisions, log formats, version control – as standard, not optional. This ensures you’re delivering what future audits will demand.
• Think systems architect, not just adviser. Rather than simply supplying a HACCP plan or SOPs, map out end-to-end workflows for clients covering raw-material receipt, production, cleaning/maintenance, dispatch, supplier tracking, corrective-actions and audits. Define who records what, when, and where.
• Place emphasis on document control, versioning and audit-ready logs. Under FSSC 22000 V6, document control isn’t optional, so outdated SOPs, documents stored in personal inboxes, or a lack of version history can all trigger non-conformities. External sources confirm that many audit failures stem not from poor procedures, but from poor documentation control. 
• Support clients to build a compliance-driven culture, not just systems. Digitisation only works if staff use it correctly. Offer training, mock audits, and support accountability so data capture is timely, accurate and consistent, not just an admin chore before audit day. Best practice guides underline how crucial proper documentation and staff buy-in are in HACCP systems. 
• Use data to add long-term value, not just compliance. Once records are digitised and structured, you can help clients analyse trends: recurring deviations, supplier issues, hygiene or maintenance lapses, corrective-action frequency. That transforms your role from compliance adviser to operational optimiser.

How ChecQR (and other digital-first tools) support all this

Platforms like ChecQR slot neatly into this changing landscape. By offering centralised, standardised, audit-ready record-keeping, they make it far easier for clients to meet the rising demands outlined in the report.

• Centralised storage helps multi-site clients maintain consistent records.
  
• Version control and audit trails help satisfy certification requirements (especially under FSSC 22000 V6).
  
• Easy access and retrieval reduce audit prep time and dramatically reduce the risk of missing or incomplete documentation.
  
• Standardised templates help ensure compliance across the board, even where staff or sites vary.

As a consultant, recommending a digital-first or hybrid record-keeping setup becomes part of the value you deliver. Suddenly you’re not just offering compliance audits or plans, you’re offering compliance resilience.

What you should do now for your own consultancy

1. Review your current clients’ documentation systems. Identify who’s still on paper or spreadsheet-heavy systems, and note where gaps might become liabilities under stricter audits.
   
2. Upgrade your baseline consultancy package so that digital or hybrid record-keeping becomes a standard option.
   
3. Use the new report as a conversation starter. Share its findings with clients to help them see the risk and opportunity of not modernising.
   
4. Offer training, support and system implementation as part of your advisory services not as add-ons.
   
5. Position yourself not just as a compliance adviser, but as a partner in building long-term resilience, traceability and operational reliability.

Speak to our team to explore how ChecQR could work for your consultancy and help deliver these capabilities for your clients.

Ready to make the shift?

Download the full Chasing Paper Aeroplanes report to explore the data behind these trends.

https://checqr.net/contact/Then get in touch to arrange a demo and see how ChecQR can support your consultancy, helping your clients move confidently from paper chaos to audit-ready operations.