The KANSAS AGING PROJECTS COMMODITY MANUAL (KAPCM)

5000  STORAGE, HANDLING OF USEABLE AND UNUSABLE COMMODITIES

All commodities must be handled, stored and shipped under conditions that ensure the maintenance of their quality and safety. The care taken in the storage, handling and shipping of USDA products shall be no different than care taken with any other food products on the market. This section is intended to provide product information and requirements which must be observed in the storage, handling and shipping of commodities.

5100  GENERAL FOOD HANDLING REQUIREMENTS - Maintenance of correct temperature, humidity and sanitary conditions are three of the most important factors to insure proper care for the product(s). All foods should be handled, stored and cared for in such a manner as to assure that only usable products reach the recipients. The following handling requirements must be followed:

1. Food shall be shipped, stored, handled and distributed in such a manner so as to ensure that federal, state and local health and sanitation standards are met.

2. Storage and handling areas must be climate controlled and organized in such a manner that food will not become damaged as a result of improper storage and care.

5200  PRODUCT CARE REQUIREMENTS - Commodities can be categorized as either "perishable" (requiring chill or frozen storage) or "semi-perishable" (requiring dry storage). Each of these categories, and the products within them, have distinct characteristics, susceptibilities and care requirements.

Back to Top

5201  Perishable Commodities - All chilled or frozen commodities are highly perishable and subject to rapid deterioration when improperly stored. Lack of proper temperature, humidity, air circulation, and sanitation will result in rapid spoilage and eventual loss of product. Most spoilage of chilled and frozen commodities is caused by microorganisms, particularly certain species of bacteria and fungi. Contamination spreads rapidly from decayed items to other contact areas. Frequent package inspection while in storage, followed by sorting and removal of decayed items, will keep losses to a minimum. Stored commodities should be organized so that the commodities packaged earliest are issued first. Each case/bale of product contains the package date. Older chilled or frozen commodities should not be allowed to accumulate in storage rooms. Frozen products should not be refrozen after having been defrosted. Occasionally, regardless of the package date, it may become necessary to issue some commodities quickly to avoid loss by spoilage. For specific storage guidelines of perishable commodities see Section 5203, Storage Life Table.

5201.1 Temperature: The storage temperature for all frozen commodities should be 0 degrees Fahrenheit or lower. Temperatures for chill storage are generally within the range of 32 degrees to 40 degrees Fahrenheit. Temperature for dry storage are generally within the range of 50 degrees to 70 degrees Fahrenheit. Facilities must provide thermometers in all freezers, coolers and dry storage in order to assure that proper temperatures are maintained. Any storage temperature guidelines printed on product packages should be followed.

5201.2 Humidity: Humidity within all storage areas must be controlled to prevent rapid deterioration in the quality of foods. Microorganisms require adequate moisture to grow and multiply. Yeast organisms, mold or bacteria grow in a certain humidity range. At lower temperatures and humidities there is less bacteria and enzyme action. Storage at a higher relative humidity may allow water to condense on or be absorbed in the item. While at a lower relative humidity the item may dry or shrink.

5201.3 Detection of Deterioration: Deterioration due to time in storage and variations in temperatures can be detected by periodic package inspection. Look for such defects as dehydration (freeze burn), undue softness or mealy texture, discoloration, off odor, evidence of weeping, and evidence of rancidity and/or mold. While products with freezer burn may be safe to eat, they will not have a desirable color or palatability.

5201.4 Approximate Storage Life: The approximate storage life of commodities given in Section 5203, Storage Life Table, are estimates. They are based on commodity storage experience following recommended specifications. Therefore, procedures should be established to provide continuous monitoring from the time of receipt until the commodity is distributed. The frequency of inspection should be established to ensure reasonable concern for the condition of the products is maintained.

Back to Top

5202  Semiperishable Commodities - The term "semi-perishable commodities" refers to food items that are canned, dried, dehydrated or otherwise processed to the extent that such items may, under normal conditions, be stored in non-refrigerated spaces. Semi-perishable commodities should not be regarded as nonperishable commodities which do not require care or protection in storage. While semiperishable commodities are not nearly as susceptible to spoilage as perishable commodities, spoilage can and will occur if the products are mishandled, improperly stored, or stored for excessive periods of time. It is important to remember that the length of storage should be based on the date of packing and not on the date of receipt. Each bale or case of product contains the package date. For specific storage guidelines of semi-perishable commodities see Section 5203, Storage Life Table.

5202.1  Storage Precautions: Care should be taken that items are not stacked so high as to cause a bursting or crushing of the bottom layers. Items should not be stacked so high that the top layer is subjected to the higher temperature more prevalent near the ceiling or overhead. Stacking in close proximity to steam or other heated pipes should be avoided. Some method should be used to raise commodities off the floor and in such a way as to permit the circulation of air around them. Bagged items and those requiring insect control should not be stored in large masses in corners of the storeroom or directly against the walls; such storage leaves insufficient room for cleaning and inspecting.

5202.2 Causes of Spoilage: All food stuffs are subject to varying degrees of natural deterioration. This deterioration is inherent in the food itself. It should not be confused with the action of micro-organisms, chemical agents or other outside agents. This fact underlines the basic principle of storage that the oldest products by date of pack of an item should always be used first.

5202.3 Insects (Roaches, Flies, Weevils, Moths and etc): Insects can cause great damage to stored food, attacking both raw and manufactured food. Food stored at temperatures between 60 degrees Fahrenheit and 90 degrees Fahrenheit is especially attractive to insects. Infested products must be segregated, inspected, the infestation documented, and the products destroyed (See Section 5300). Cornmeal, especially, is susceptible to insect infestation and rancidity. Roaches and flies not only contaminate the foods but may spread disease. Pest extermination may need to be performed and should be done with strict adherence to regulatory rules and state laws in order to ensure health standards are maintained. Insect repellents, when used, should be used carefully under controlled conditions so as not to contaminate the foods.

5202.4 Rodents (Rats, Mice, etc.): Rodents not only physically destroy food by feeding, chewing, and cutting the bags for nests or nesting material, but also, contaminate food with their excreta and hairs. Rodents are carriers of filth and disease; therefore, the importance of controlling these pests is evident. The most effective method of control is to prevent entry of these animals.

Back to Top

5202.5 Freezing: Canned, dehydrated or low moisture foods may undergo accidental freezing if stored in areas where temperature controls fail during winter months in very cold climates. Ordinarily, freezing does not harm such products. If foods containing relatively large amounts of water, such as canned products, are frozen, the usefulness and palatability of such products probably has not been harmed. However, the physical appearance may suffer due to change in consistency and texture (softening). Emulsions such as cheese and butter may separate if the product is frozen; however, the food is not necessarily spoiled. Dry products such as grain, flour, and dehydrated foods are generally stored in non-refrigerated areas but can be stored in refrigerated areas if humidity is controlled. For these products caking is a risk with increased humidity.

5202.6 Temperature: A high temperature over long periods of time is detrimental to the keeping of almost all food products. High storage temperature encourages bacterial growth, mold growth, and insect infestation and is particularly dangerous when accompanied by high humidity. Chemical action is accelerated in higher temperatures causing rancidity in many items. Flour and other grain products, such as cornmeal and rice, are subject to insect infestation, particularly at high temperatures.

5202.7 Humidity: High humidity is detrimental to stored commodities by accelerating the growth of bacteria and molds promoting insect infestation and causing mustiness in flour, rice, and similar foods. High humidity causes products which readily absorb moisture to cake and become hard.

5202.8 Ventilation: Where sharply fluctuating temperatures and high humidity prevail, the lack of proper ventilation may cause excessively high temperatures. Proper ventilation is one of the most important factors in protecting foods. In some cases, it may be necessary to open doors and use fans to induce circulation.

5202.9 Lights: Damage from light is restricted to products that are packed in glass or transparent containers. Exposure causes color changes and may affect the flavor of foods containing oils and fats.

5202.10 Odor: Products such as flour will absorb odors and should be kept away from materials giving off distinctive odors.

Back to Top

5203 Storage Life Table - The table below is based on current research findings and is a general guide for storing various types of foods. As used in the table, "satisfactory" means this type of storage is acceptable. "Preferred" means this type of storage maintains quality of the product for a longer period of time. "Required" means that this type of storage is essential; there is no alternative to it.

STORAGE LIFE TABLE

Back to Top

Footnotes:

1. Although butter may be safely kept slightly longer than the time listed, the longer it is stored, the greater the chance for flavor loss, shrinkage, and rancidity.

2. Freezing cheddar cheese is not recommended because it dries out and crumbles. If cheddar cheese must be frozen, it should be thawed slowly in the refrigerator to reduce crumbling. Freeze cheese only if absolutely necessary and keep in freezer for only a few months.

3. Non-fat Dried Milk generally is stored in cool dry areas but will tolerate freezing. Non-fat dry milk, when exposed to the air, becomes lumpy and flavor may change. It should be stored in a cool, dry place.

4. All purpose flour, cornmeal and rice should be stored under cool, dry conditions. The major problem is protection against dampness, insects, and rodents. Low temperatures, thirty-two degrees Fahrenheit to forty degrees Fahrenheit, protect against insects. Relative humidity greater than 70% leads to mustiness. Best storage conditions are at temperatures below fifty degrees Fahrenheit, and approximately 60% relative humidity.

5. Honey may crystallize with age or if stored under refrigeration.

   Back to Top

5300  DISPOSITION OF UNUSABLE COMMODITIES - Commodities should always be handled, stored and used in such a manner as to minimize the amount of product that becomes unusable. "Unusable product" means food that has become unusable because of infestation or other spoilage; food that is damaged in shipping storage or handling; and/or food that is found to contain foreign matter. Unusable foods shall not be used for human consumption and shall be disposed of according to the procedures that follow in this manual section.

5301  Reporting of Unusable Products - All commodity products distributed through NPE are of a perishable or semi-perishable nature. When products become unusable it must be reported according to the procedures in 5301.2. Food which is "unaccounted for" is not to be considered unusable and must be reported as indicated in Section 6302.4.

5301.1 Any quantity of products that have been damaged while in transit to the participating facility should not be accepted by the facility if the foods are unusable. The facility should point out the damage to the truck driver and have the driver correct the actual quantity received on the delivery receipt. A facility should not sign a delivery receipt if the amount actually received is different from the quantities shown. (See Section 4202.3 for details).

5301.2 Products in quantities of greater than one case or bale, which have become unusable or have been discovered to be unusable after facilities have received them, must be reported to SRS. It is the responsibility of the participating facility to complete the following activities:

1. Determine the total amount of cases/packages involved.

2. Stop using any products that are determined or suspected to be unusable.

3. Investigate the possible reasons for the food becoming unusable and (if possible) correct the problem to avoid additional losses.

4. Maintain adequate care for the products in question, segregate from usable products if risk of infestation or contamination exists, and hold products until disposition instructions are given by the SRS Food Distribution Unit.

5. Contact the SRS Food Distribution Unit within three (3) working days from the date of discovery in order to report the unusable products and obtain disposition instructions. The report must include the facts surrounding the incident, including the amount of unusable foods if it is in excess of one case or bale. In situations where the unusable product is less than one case or bale, the facility shall document the loss in their inventory records and destroy the products according to guidelines in Section 5303.

6. Carry out disposition instructions received from the SRS Food Distribution Unit and submit a written summary of the circumstances surrounding the food becoming unusable, including the total quantity of products involved. This summary report should include a signed statement from the person(s) who witnessed the destruction of the products. See Section 5303 for detailed destruction instructions. The summary should clearly identify the date the products were delivered to the facility and also include (if applicable) any health department reports and recommendations as well as any corrective action(s) that have been taken to assure no further food will become unusable.

   Back to Top

5302   Food Distribution Unit Disposition Activities - For situations in which the unusable commodity is in excess of one case or bale of products, participating facilities are required to report the quantity involved and the reasons for the food becoming unusable to the SRS Food Distribution Unit (See Section 5303). Once a report is received by SRS, the following steps shall be taken:

1. Advise the participating facility to: maintain adequate care for the products, segregate from usable products if risk of infestation or contamination exists, and hold products until disposition instructions are given.

2. Review the circumstances and causes of the food becoming unusable and determine the value of the total amount of food involved.

3. Based upon the value and quantity of the food involved, determine whether or not the food should have a Health Department inspection prior to being destroyed. USDA may make decisions and provide instructions regarding food inspections and product disposal in certain situations.

4. Determine if the food became unusable due to neglect, carelessness, or willful mishandling on the part of the participating facility and take necessary claim action as stated in Section 8000.

5. Issue destruction and/or disposition instructions to the participating facility.

6. Report to USDA any and all losses according to USDA requirements.

7. Monitor statewide incidents of food becoming unusable and, when possible, adjust NPE policies/procedures in order to minimize these occurrences.

   Back to Top

5303  Destruction of Unusable Products - Because of the nature of food, the packaging of some products and the variations in handling of products prior to use, it is expected that some products will become unusable and must be destroyed. Participating facilities shall have authority to destroy unusable USDA products in quantities up to one full case or bale. Any greater quantities must not be destroyed without prior SRS approval (See Section 5302). Inventory records must clearly reflect any quantity destroyed. Any unusable commodities shall be destroyed in the following manner:

1. Destruction of unusable commodities should be accomplished in a manner that will avoid misunderstanding and unnecessary public concern. Products should be removed from cases, bales, and/or packages in which USDA markings are present. This is to ensure that unusable products are not mistaken for usable products.

2. Products should be cut, shredded, dissolved, buried or destroyed in such a manner as to assure that they cannot be used for human consumption.

3. The destruction must be completed in such a manner as to conform to applicable federal, state and local health standards.

4. If the quantity of unusable food being destroyed is greater than one case or bale, this destruction process must be supervised and witnessed by a person(s) designated by the facility. A signed statement that the unusable products were destroyed in an appropriate manner shall be submitted to the SRS Food Distribution Unit from the designated witness and shall be included in the summary report (See Section 5301).

Back to Top
 NEXT
  Commodity Home | Table of Contents | SCL's | | EES Home  | 
| Locations | Services | People | Statistics | What's New | SRS Help | Other Links]

This page was last updated:  02/16/2001 01:33 PM