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Proof during an official inspection

During an official inspection, such as the inspection by the food safety authority, there are several possibilities to show the internal records and hygiene checks with the Alcomo HACCP App and the Alcomo Cockpit. In addition, proofs can be generated and saved as PDF, XLSX and CSV files, forwarded and printed.

Subsequently modified checks/records can be traced. More about this at the end of this article.

In the following we show all possibilities and explain how to proceed in case of technical problems with devices or the internet connection.

Normal case: Internet connection available

  1. Proof with the app in the “Documents” area
  • Choose checklist
  • Choose period
  • Sort the list if necessary
  1. Proof by means of Alcomo Cockpit (Dashboard)
  • Open Internet browser on a computer, tablet, or smartphone.
  • Sign in to Alcomo Cockpit, www.alcomo.com/cockpit, using the same credentials as for the Alcomo app.
  • Select appropriate checklist.
  • Select the desired period.
  • Sort list if necessary.
  1. Proof with PDF, XLSX or CSV file available via Alcomo Cockpit (www.alcomo.com/cockpit)
  • Open Internet browser on a computer, tablet, or smartphone.
  • Sign in to Alcomo Cockpit, www.alcomo.com/cockpit, using the same credentials as for the Alcomo app.
  • Select appropriate checklist.
  • Select the desired period.
  • Select PDF, XLSX or CSV button. The file is created and downloaded via browser (You may need to allow downloading).

Options for technical problems

The synchronized data is available on the server and evidence can always be provided. Should there be a technical problem right at the time of the official inspection, the following options are available:

  1. No internet connection with the device on which the app is installed
  • Proof with the app: The data is saved on the app and is also available offline.
  • Call up the Alcomo Cockpit with another device on which the Internet connection is working (see procedure above). All previously synchronized data is available as proof.
  • Optional: Create regularly, PDF, XLSX or CSV files and save them locally on another device or, if necessary, print them and archive them as hardcopy. (PDF’s can be created with the Alcomo App and Alcomo Cockpit. XLSX and CSV files can only be created via Alcomo Cockpit).
  1. Tablet/smartphone defective or app not working
  • With another device, where the internet connection is working, the Alcomo Cockpit can be accessed (procedure see above). All previously synchronized data is available as proof.
  • On another tablet or smartphone with internet connection, the app can be reinstalled and the data can be synchronized from the server. All previously synchronized data is available as proof.
  • Optional: Create regularly, PDF, XLSX or CSV files and save them locally on another device or, if necessary, print them and archive them as hardcopy. (PDF’s can be created with the Alcomo App and Alcomo Cockpit. XLSX and CSV files can only be created via Alcomo Cockpit).
  1. Internet connection not available on any device
  • Proof with the app: The data is stored on the app and is also available offline.
  • Optional: Create regularly, PDF, XLSX or CSV files and save them locally on another device or, if necessary, print them and archive them as hardcopy. (PDF’s can be created with the Alcomo App and Alcomo Cockpit. XLSX and CSV files can only be created via Alcomo Cockpit).
  1. All devices (computer, tablet, mobile phone) are defective
  • All data is available on the server, but it cannot be retrieved. The saved PDF, XLSX or CSV files are also not presentable because no device is working. In order to cover this very unlikely case, you would need to generate, print and archive PDF’s of all records on a regular basis. In paper form, these can also be presented in the event of equipment failure.
  • The records are subsequently submitted to the authority.

Subsequent submission of records that were not verifiable due to technical problems is possible without any problems as soon as you have a device with an Internet connection again. Alcomo SA may, in exceptional cases, if urgently required, send a confirmation letter confirming that the data existed and were not recorded subsequently.

Traceability of modified checks

If a check/record that has already been entered is subsequently changed, our system records the different versions during synchronization. In the app, the name of the person who signed off the modified check is underlined. Thus, it is always recognizable in the app when a check/record has been modified.

The traceability of the different versions is possible via Alcomo Cockpit. In the Alcomo Cockpit, the number of versions is displayed on the far right of the table. If you click on the number in the version column, all past versions, as well as the current version, will be displayed in a separate window.

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