Declaration of Compliance Register for Food-Contact Materials

Inspection template to track Declarations of Compliance (DoC) for food-contact films, inks, adhesives, and coatings by supplier and lot, and to confirm documentation is current and audit-ready.

Inspection Scope and Register Metadata

• Register identifies the product family and material type under review
  Confirm the register clearly states whether the record applies to films, inks, adhesives, coatings, or a defined combination of food-contact materials.
• Inspection date recorded
• Inspector name and role recorded
• Register version or revision number recorded
• Scope includes supplier and lot-level traceability
  Verify the register is structured to track each Declaration of Compliance by supplier and lot or batch identifier.

Declaration of Compliance Presence and Currency

• Current Declaration of Compliance is on file for each listed supplier lot
  Confirm there is a valid DoC available for every supplier lot included in the register.
• DoC issue date is recorded
• DoC revision or document number is recorded
• DoC is current and not expired or superseded
  Verify the document is the latest approved version and has not been replaced by a newer revision.
• Document retention location is identified
  Confirm the register points to the controlled storage location, system link, or file path where the DoC can be retrieved for audit review.

Supplier and Lot Traceability

• Supplier legal name matches the approved supplier record
  Verify the supplier name on the DoC matches the approved supplier master record or qualification file.
• Supplier lot or batch number is recorded
• Material description matches the purchased food-contact item
  Confirm the DoC describes the same film, ink, adhesive, or coating that was received and used.
• Traceability links the DoC to receiving, production, or inventory records
  Verify the register can connect the document to internal records for incoming inspection, production usage, or inventory control.

Compliance Content Review

• Food-contact use conditions are stated on the DoC
  Confirm the declaration specifies intended food-contact conditions, such as food type, temperature, time, and use limitations where applicable.
• Applicable regulatory basis is identified
  Verify the DoC references the applicable regulatory framework or customer specification used to support compliance.
• Restrictions, limitations, or migration conditions are documented
  Check whether the declaration includes any restrictions on use, such as temperature limits, food type limitations, or migration-related conditions.
• Substance or formulation changes are controlled through revision history
  Confirm the register captures whether any supplier formulation, process, or specification changes triggered a DoC update.
• Supporting test reports or declarations are referenced when required
  If the DoC relies on migration testing, analytical reports, or supplier certifications, verify those references are listed and retrievable.

Audit Readiness and Corrective Actions

• Missing or expired DoCs are flagged as non-conformances
  Verify the register identifies missing, expired, or superseded documents as non-conformances requiring follow-up.
• Corrective action owner assigned for each open deficiency
  Confirm each open issue has an assigned owner responsible for resolution.
• Target completion date recorded for each corrective action
• Audit retrieval time is acceptable
  Confirm the DoC can be retrieved promptly during an audit without manual searching across uncontrolled files.
• Inspector attestation completed