Transportation, Purchasing, Receiving, Shipping, and Storage

Transportation, Purchasing, Receiving, Shipping, and Storage

What is included in Transportation, Purchasing, Receiving, Shipping and Storage?
Purchase of incoming materials including supplier approval, ingredient approval and risk assessment. Receiving procedures for incoming materials. Storage of ingredients, packaging and finished products. Shipping of finished products.

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> Standard Operating Procedures
> Forms
> Records

Challenges and Responsibilities

Challenges and Responsibilities

As with all sections of this program to ensure every product’s Food safety, it is imperative that the HUB Management and the HUB Users understand their roles and responsibilities as well as the challenges of operating in a shared facility. Many instances the responsibilities look very similar, but the challenges arise when clear understanding is not present. The primary responsibility by all to understanding is clear communication without prejudice.

Hub User Responsibilities

Hub User Responsibilities

  • Individual HUB Users will be bringing a variety of food ingredients into the facility that may require specific handling and/or storage. These ingredients may also contain allergens that must be identified to reduce accidental cross contamination with other HUB Users’ products.

  • Individual HUB Users must take responsibility for the handling of these materials to prevent the risk of cross contamination.

  • These actions begin with purchasing materials from approved suppliers, which must be maintained by HUB User that use good manufacturing practices in their facilities to prevent contamination by pests, have clean vehicles that are not contaminated with non-food materials, and have clearly labelled identification on the individual products and materials. All temperature controls and monitoring for specific materials must be in place to ensure cold chain is maintained.

  • If the HUB User is considered the Purchaser and Transporter of the materials to the Food Hub, the same details for cleanliness, container integrity, and clear, accurate labelling must exist as for commercial delivery vehicles.

  • If a commercial carrier is shipping the items to the Food Hub on the HUB User’s behalf, the HUB User must advise the HUB Management of the estimated date and time of arrival. The HUB User has the responsibility to ensure they or their representative is present for the receiving of the items and that they are stored appropriately.

  • Each HUB User will have a designated area for storage.

Image of storage area in a shared kitchen facility
  • As part of a food processor’s provincially regulated food safety plan, the HUB User must have a list of inputs. This list includes information of required temperature at receiving and during storage, presence of allergens, and shelf life. This information must be accessible to HUB Management. A change of ingredient/materials form is included in this manual.

  • The HUB User must remove all finished goods from the operating area upon completion of the HUB User defined period unless documented arrangements have been made with the HUB Management. This may occur when product requires a lengthy cool down period after it is packed. This is solely at the discretion of the HUB Management as to acceptance and if additional charges are applied to the User.

  • The HUB User must ensure the finished products that require refrigeration are maintained in a temperature-controlled environment through the distribution from the Hub to the product owner’s warehouse. Documentation of temperatures may be required at intervals through the distribution if using personal vehicle.

Hub Management Responsibility

Hub Management Responsibility

  • To reduce the risk of cross contamination, HUB Management shall establish rules with respect to labelling of the identity of ingredients and allergens, date labelling, and ensuring product integrity is maintained.

  • Date labelling should include best before dates and lot coding of incoming materials, lot tracking of work in progress (WIP), and finished product lot coding.

  • Establish rules like length of time product can be in area, such as in common Receiving areas, and if allergens permitted, and if so, where and which ones? See List of Priority Allergens under FORMS

  • The HUB Management or designate must monitor common storage areas for co-mingling. It is imperative that there is adequate separation of incompatible ingredients (e.g., raw meat and cooked RTE products, ingredients, and finished goods) and that packaging integrity is maintained. Any spills of products must be cleaned immediately by the HUB User if available and if not, be notified of the spill occurring.

  • HUB Management must have a current Master list of all products produced and list of incoming materials for the entire kitchen. This information will preempt non-compatible materials being stored together as well as establishing when insufficient cold storage is evident.

There may be some advantages for the Hub to provide shared purchases of inputs, and the ability to offer shipping of finished products. These arrangements would be developed collaboratively.

Best practices to be added as they arise and SOPs revised accordingly.

Document list

Document list

The documents below are for your HUB use. You may use them as complete (pdf) or modify them to suit your needs as required (Word, Excel).

Document icons - pdf, word

Standard Operating Procedures

  • HUB.TRS.SOP.19  Purchasing SOP   pdf | Word
  • HUB.TRS.SOP.20  Receiving and Shipping   pdf | Word
  • HUB.TRS.SOP.124  Storage SOP   pdf | Word


  • HUB.TRS.FRM.24  Finished Product Specification Sheet   pdf | Word
  • HUB.TRS.FRM.43  Raw Material Specification Form  pdf | Word
  • HUB.TRS.FRM.134  List of Approved Suppliers   pdf | Word


  • HUB.TRS.REC.21 New Supplier Qualification Form   pdf | Word
  • HUB.TRS.REC.22 Chemical Binder (SDS, Spec sheets)   pdf | Word
  • HUB.TRS.REC.25  New Input Form   pdf | Word
  • HUB.TRS.REC.26  Temperature Monitoring – Cooler   pdf | Word
  • HUB.TRS.REC.27  Temperature Monitoring – Freezer   pdf | Word
  • HUB.TRS.REC.126  HUB User Ingredient Listing Form   pdf | Word
  • HUB.TRS.REC.127  Ingredients used in Food Hub list   pdf | Word
  • HUB.TRS.REC.132  Receiving Log   pdf | Word
  • HUB.TRS.REC.133  Shipping Log   pdf | Word