DIY: your summary

You must record 365 daily entries for each refrigerator, freezer, or hot holding unit, produce 52 weekly reports, and regularly record the cooling of prepared food.

Your records must show that:

  • food in chillers and fridges is being kept under 5°C all time,
  • hot food is kept above 60°C at all time,
  • frozen food is kept hard frozen at all time.

There are 3 components to your compliance cost:

Building trustworthy evidence

Taking a single good manual temperature measurement takes between 3 and 5 minutes per appliance per day.

Based on the current minimum wages, each manual measurement will cost between $0.99 and $1.66 per appliance per day (including employer deductions).

How your data is presented will have a direct consequence on the duration and the cost of the audit.

The audit

Simply put, your audit cost is determined by the duration required to evaluate your diary. How long does verification take? 

According to the Ministry of Primary Industry, an audit that doesn't raise any issue should last less than 3.5 hours, at an hourly rate ranging from $115 to $200 per hour (excl GST). MPI invites businesses charged above $1,000 to contact them directly. Listen to the interview on RNZ.

The hidden costs

You will need to:

  • buy thermometers and batteries,
  • calibrate your thermometers on a regular basis,
  • prepare the audit file with your records presented as efficiently as possible,
  • deal with any lost records,
  • front any fines.

KeepCool: The common sense alternative

KeepCool directly reduces the Food Act compliance cost by:

  • minimising your daily input in the Food Control Plan, 
  • keeping the records for you,
  • getting you to document issues,
  • presenting a trustworthy report to the auditor, that will minimise their time.

In addition, KeepCool protects your work by:

  • checking temperatures every 2 minutes,
  • checking power every 10 minutes,
  • TXT alerts are sent to anyone you want: staff, maintenance, etc. whenever an issue is detected.


What areas of the food control plan are covered?

Food Control Plan Template March 2017

KeepCool® Online Food Control Plan Diary is currently suitable for:

  • Food retail business that prepares or makes and sells food – such as a butcher, fishmonger, retail baker, deli or supermarket,
  • Food service business, such as restaurant, café, takeaway or on- or off-site caterer,
  • Operator of residential care facilities including hospitals, hospices, rest homes, prisons, and educational facilities.

You may still use KeepCool Online Food Control Plan Diary if your business is not included in this list, and complete the sections that are not there yet manually until we bring them online. We are actively exchanging with MPI in order to bring all the sections of the FCP online shortly. 

We are relentlessly designing faster methods to record evidence that you are doing the right things in your kitchen. It is called Quick Feed! We believe that a smartphone, a thumb, 10 seconds and an occasional TXT reminder is all what is needed to keep NZ Food Service Businesses on top of their compliance. Check out our Quick Start Guide.


Food Control Plan Template December 2015


DIARY 7.1 page 1 – General

When signing up with KeepCool, you will be guided to register information required in the Food Control Plan:

1) the name and place of the business, 

2) the name and position of the registrant (individual acting on behalf of the business),

3) the permanently monitored units (freezers, fridges, hot-holding units) for this business, 

4) on-demand temperature probes (cooking, reheating, cooling).


DIARY 7.1 page 1 section "Responsibility"

As the owner, you will be able to register the people who will be involved in managing incidents with the monitored units, by name, along with email address and mobile phone number. The purpose of this additional information is to provide real time alerts to the registered employees when a unit passes the temperature thresholds set by the registrant. There is a strong incentive for registrants to set useful alerts and maintain an accurate list of the people working in the business and in charge to prevent loss of food and revenue due to a failure on a chiller or hot-holding unit.


DIARY 7.2 page 1, sections "Temperature checks" and "Any problems or changes"

The alerting facility built into the Imezio solution allows any of the FSB’s responsible employees to document the reason for problems or changes along with the alerts. After being submitted, the journal entries may not be edited. Amendments may be performed in the form of additions.


DIARY 7.2 page 1, section "Temperature checks", requires a daily check of the temperature of each device

The Imezio solution aims at recording the temperature of the monitored units at least once per 15 minutes. This feature allows for business-wise alerting to take place, and prevents the loss of food and revenue. 

ALL records are safeguarded by Imezio in a way that prevents registrants from tampering with recorded data thus ensuring the integrity and reliability of that data and providing greater assurance to both FCBs and regulatory agencies. 


DIARY 7.4 page 1 Thermometer calibration

The diary requires thermometers to be checked at least every 12 weeks to make sure that they are providing accurate temperature readings.

Imezio’s temperature probes can be checked for ice point and boiling point, according to the procedures currently described in this section.

Calibration can be journaled by the registrant, or by one of their delegates, through Imezio’s web site and registrants will be able to voluntarily schedule the frequency calibration checks. In a similar way to the alert system described previously, the employees will receive an alert and will be able to journal that they perform the calibration process as they execute it. With the temperature being recorded independently of the journal entry, business owners and verifiers will be provided with a double-blind assurance that the calibration actually occurred when journaled.

The amount of data recorded from the units for compliance and alerting purpose is richer than the requirements. Imezio wants business owners to see added-value in it, as well as MPI and its verifiers.

DIARY 7.5 page 2 “Daily chilled and hot-held food checks”

This page provides for daily recording of the results of the manual temperature checks. 

Imezio’s reports will automatically include the journal of when and what alerts are configured, modified, and generated to notify employees of incidents. Reports can be printed or generated in real-time upon request.

DIARY 7.5 page 2 "Once a week poultry temperature checks"

The Imezio solution can use probes to record temperature as the food is cooked, reheated, and cooled. Such probes are categorised as "on-demand temperature probes", which are standard probes used for permanent units. Specific alerts may be attached to them, for example by putting an on-demand probe in an oven that will automatically trigger an alert, and allow for a journal entry to be created to document the alert. Effectively, the combination of the standard alerting process associated with a transient probe allows cooks to journal their compliance effort easily and more reliably than through a manual recording process.

DIARY 7.7 page 1 "Four week review"

The Imezio solution is consistent with these requirements.