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Reviewing Records
Target Objectives
- Determine which records are relevant to the outbreak investigation
- Use the establishment's records to identify issues or hints to further form a hypothesis for the outbreak
Strategic Check
Before reviewing records
- Review your agency's authority to review and obtain copies of establishment records
- Bring pens, highlighters, or additional supplies to note important findings
- Try to think of the big picture of the outbreak and drill down your investigation from there. Think about the possible contributing factors (contamination, survival, proliferation) to the outbreak and the variables that lead to these contributing factors occurring before reviewing records
- Review the investigation notes to identify which records to review based on their relevance to the current outbreak:
- Manager and/or food worker interviews
- Lab testing results
- Incubation period of the etiologic agent
- Important outbreak dates - illness onset, complaint dates, event/gathering
During record review
- Maintain focus on events and dates around the time of the outbreak or within the illness incubation
- Ask to clarify if records are illegible, missing information, missing dates, etc.
- Notify the establishment if you need to take copies of the records
- Continue to think about possible contributing factors and environmental antecedents as you conduct the record review
- Review of the following records, if applicable:
- Employee timesheet
- Temperature logs
- Establishment policies
- Menus or recipes
- Food delivery invoices or receipts
- Repair receipts
- Customer complaints
- Credit card receipts
- Shopper loyalty cards
After record review
- Redact identifiers before sharing records with others
- Compile and summarize the notable findings
Tips
- If a product tracing investigation is initiated, it is critical to review delivery receipts with lot numbers, delivery dates, truck numbers, distribute names, etc.
- For outbreaks related to private events, it may be beneficial to contact event attendees for guest lists, menus, dietary restrictions, etc., in addition to the food establishment
Toolkit
Establishment Staff Master List (PDF)
(click on the document below to download it)
