MODULE 1: FOOD SURPLUS
Food surpluses occur at every point along the food supply chain, from farm to fork, and are described as the quantity, availability, and nutritional requirements of food that exceed the real demand for food (Fig. 1.). The resulting surplus of food tends to become food waste, which has been recognised as one of the global problems of today.
Across the world, food waste is a serious issue. Approximately 88 million tons of food are wasted annually in the EU alone, during both the production and consumption phases. This waste has a detrimental impact on society, the economy, and the environment. The impact on the environment can be seen in the production of greenhouse gases, mainly methane, from the decomposition of food waste in landfills. Through the collaboration of businesses that have food waste and those that can distribute that food to those in need, surplus food is diverted from landfills to charity before it becomes food waste, reducing the emission of greenhouse gases in landfills. The result of such collaboration is the mitigation of climate change and the promotion of sustainability in the Ho.Re.Ca. sector. A cooperative strategy between food supply chain participants and humanitarian groups is suggested as a means of addressing these problems in order to minimize food loss and waste and maximize resource utilization.
This redistribution of excess food guarantees that individuals who cannot afford nourishing meals receive vital nutrients, so enhancing their overall health and well-being. Furthermore, these kinds of projects strengthen society’s ability to withstand shocks and disasters. A more effective and well-coordinated food supply chain can result from cooperation between food producers, distributors, merchants, consumers, and humanitarian organizations. These kinds of collaborations encourage creative methods for managing and distributing excess food, making the best use of available resources, and reducing waste. The creation of these links improves the food system’s overall resource efficiency.
Redistributing excess food is a problem that needs to be approached holistically and cooperatively by all parties involved in the food supply chain. Since it is impossible to forecast with precision how much excess food will be produced, the intricacy of the entire process is the issue.
Ho.Re.Ca. (Hotel, Restaurant, and Catering), Supermarkets, and other food chains, are instances of surplus food producers (Figure 2.) since they produce extra or unused food that can be shared to cut down on food waste. Due to shifts in customer demand, menu modifications, or an overestimation of the quantity of food required to serve a meal, restaurants may have an excess of food. Catering firms that provide meals for conferences, parties, and gatherings may have extra food if the anticipated number of attendees is lower than anticipated or if there are cancellations. A wide range of food products are offered by businesses such as supermarkets and food chains. Supermarkets may create extra food due to several factors such as product expiration dates, visual faults, defective packing, or overstocking.
Fast food businesses, quick service restaurants, and major food chains may generate extra food due to shifts in consumer demand, errors in food manufacturing, or marketing initiatives that result in an excess of inventory. Food surplus can also be produced by facilities that manufacture and process food. These factories produce ingredients, packaged goods, and processed foods for the food chains, supermarkets, and the Ho.Re.Ca. sector. Food surpluses can be caused by overstocking, inadequate product labelling, ineffective production lines or changing customer preferences.
The quantity and variety of food surpluses
The most common reasons why there is excess food during meal preparation include human error, overproduction, inadequate quality control, and incorrect calculations. The previously described components indicate inadequacies in the planning, organization, and precision of the food preparation process. Therefore, the likelihood of having too much food can be greatly decreased by carefully arranging meals. Proper meal planning can therefore significantly reduce the occurrence of overeating.
Categorization of food surpluses
Food surplus ought to be separated into many categories, including grains, dairy products, fruits, vegetables, and prepared meals. This classification helps to better understand the nature of food surpluses and allows for targeted redistribution. In most cases, food surpluses can be divided into groups, as shown in Figure 3.
Essentials of Food Quality
The sensory characteristics of perishable foods should meet the recommended standards for food safety and quality. Fruits and vegetables should not show signs of decay such as mould, rot or strange odours. Food quality standards include acceptable levels of firmness, colour and appearance. Meat, eggs and dairy products must not show signs of spoilage, such as discoloration, an unpleasant odour or sliminess. To ensure this, it is important to monitor the storage temperature.
Canned foods such as soups, sauces, canned fruits and vegetables, packaged foods such as cookies, crisps, crackers and snacks, dry goods such as rice, pasta, grains, beans and cereals, condiments such as sauces, dressings, spreads and spices, and beverages such as bottled water, juices, soft drinks, coffee and tea are examples of non-perishable foods.
Ready-to-eat meals like pre-made salads, sandwiches, wraps, and so forth; deli products like cold cuts, cheese platters, and prepared salads; and leftovers from banquets, buffets, and parties are all considered prepared food.
Pastries, extra bread, and baked goods from bakeries, cafes, and restaurants are all considered bakery products. It is advised that baked items be consumed within 24 hours of being delivered by the intermediary. The consumption of baked goods containing fillings (such as cheese fillings, fillings à la pizza, meat fillings, or hot dogs) within 12 hours of receiving them from the intermediary is a crucial point to remember.
Excess raw materials and food supplies utilized in cooking and food preparation are examples of surplus ingredients. Food items that are overstocked or almost expired but are still safe to eat are referred to as excess inventory.
Food Safety
Ensuring adherence to essential food safety standards and regulations is facilitated by cooperation with regional food safety authorities and regulatory bodies. Obtaining guidance and assistance from experts in food safety can help in creating appropriate testing protocols and correctly interpreting the outcomes. Electronic databases or software systems should be used to keep thorough records of the quality assessment process, including inspection findings, test results, and any corrective actions carried out. Establishing a system for continuous monitoring and assessment of the quality parameters of excess food is quite beneficial. This entails conducting recurring audits and assessments to make sure that food surplus producers consistently follow the set quality parameters as well as reviewing and updating the quality guidelines on a regular basis in response to feedback, scientific developments, and modifications to food safety regulations. Assessing the state of excess food at establishments that produce surplus food, like grocery stores, restaurants, and food chains, is known as an on-site inspection. Storage areas, handling practices, and general cleanliness standards should be assessed first to guarantee compliance with food safety regulations. During the process of transferring surplus food, regular inspections, documentation and quality controls are carried out to maintain uniformity and enforce food safety requirements. The type of food, regional laws and company policy may influence the exact quality standards and verification procedures. Some of the quality criteria used to assess food surplus are also listed. Visual inspection is used to assess the general appearance and colour and therefore freshness of food. Mould and discoloration are signs of spoilage. Fresh fruits and vegetables, for example, must not have rot or mould to indicate spoilage. Both colour and appearance must be within the permissible limits. Meat, poultry, fish, dairy products or eggs must not show any signs of spoilage, such as discoloration or sliminess. If an egg in a bulk pack break, the other eggs are still intact and can be donated. To ensure that the final recipient is fully aware of the food safety, it must be packed in a hygienic carton or other suitable container and the packaging has to be labelled. Food from bakeries cannot have mould or spoiling indications. The donated food must not have a strange or repulsive taste and odour that could indicate bacterial development or decomposition. High quality foods should generally have an acceptable taste and fresh, pleasant aromas. The texture and consistency of the food is carefully checked to ensure that it has the required characteristics. Meat should have the right texture, fruit and vegetables should be firm, and food should be properly fresh, stale or dry flavours are not allowed. The condition of the packaging and seals is assessed. Broken or damaged packaging can lead to contamination or a reduction in the quality of the product. Remaining seals help to ensure the safety and freshness of the product. You can contribute cans with small dents. Cans that are leaking, bloated or have a deep dent that damages the inner lining and can lead to contamination of the food inside must be discarded. To determine if the additional food is suitable for redistribution, the remaining shelf life or expiration dates are examined. The products with a longer shelf life are the most important. In terms of food safety, a distinction is made between the best-before date” and the use-by date” Figure 4. shows an illustration of food labelling intended for donations.
How can we be sure that the product is still edible after the “best-before” date?
It is advisable to visually check food safety based on the distinct smell of a particular food, the integrity of the packaging, the absence of rust or mould, the presence of insects and foreign bodies and the application of the correct storage temperature.
Clear allergen and ingredient information on packaging is essential to ensure food safety and inform customers of potential sensitivities. Food safety regulations and standards, including proper handling, storage and preparation methods, should be applied to surplus food. This will ensure that the food meets all required safety standards. The recipients of the surplus food, e.g. food banks or charities, could comment on the suitability and quality of the donated food. This input influences future donation and selection processes and contributes to the overall quality assessment.
It is important to identify and map the quality standards of surplus food from the Ho.Re.Ca. sector, markets and other food chains to ensure the acceptability and safety of donated food. Charities, food banks and non-governmental organizations (NGOs) can ensure that surplus food from the Ho.Re.Ca. sector, markets and other food chains meets the necessary safety and quality requirements for redistribution to those in need by implementing rigorous methods for identifying and mapping quality parameters. The term food safety was coined to strengthen customer confidence in the food they consume and is a fundamental prerequisite for its quality. The World Economic Forum on Nutrition in Rome in 1996 came to the conclusion that food security exists when everyone has physical and financial access to enough safe, nutritionally adequate food to meet their needs for a healthy, active life at all times.
If a food has no negative effects on human health when consumed as intended, it is considered safe for human consumption. The first step in this process is to establish thorough quality rules that set out the exact criteria for assessing the quality of surplus food. Aesthetics, taste, smell, texture, package integrity, expiration date and applicable regulations are among the critical elements. Establishing strict and relevant quality requirements requires collaboration with regulatory authorities, industry representatives and food safety specialists to create quality guidelines. A number of mechanisms, including legal restrictions, regular inspections, more accurate food labelling, the creation of an insurance system and clearer food labelling, are used to protect the interests of consumers and ensure better information while improving food quality. Food quality and safety assurance systems can be voluntary (such as ISO 22000, the British Retail Consortium and IFS, the International Food Standard) or mandatory (such as HACCP, Hazard Analysis and Critical Control Point). Critical control points and hazard analysis Food safety is determined, assessed and controlled using the internationally recognized HACCP technique, which is integrated into all other quality and food safety systems. The ISO 22000 family of standards arose from the food industry’s demand to develop an international standard that regulates the management of food safety “from field to fork” and is accepted and recognized in all countries. Large retail chains in Germany, France and Italy have developed the IFS standard to regulate brand manufacturers. It integrates hygiene standards, quality management system requirements and HACCP principles. The BRC Technical Standard is designed to help retailers fulfil their legal responsibility for consumer protection. The Codex Alimentarius Commission is the international umbrella organization responsible for food safety (CAC).
Legal regulation
Before starting any related activities, it is essential that you are aware of all applicable national and EU laws and standards relating to food donation, collection, transportation, storage and distribution.
More specifically, in 2017, the European Commission published Commission Communication (2017)/C 361/01 to offer guidance on food donations and clarify how EU law relates to different food redistribution scenarios. The aim was to remove some of the barriers that hinder food donation within the current legal structure. The guidance, which is not legally binding, does not replace national recommendations that Member States may adopt. The following links will take you to national and EU documents that are relevant to most businesses:
EU
European Commision: Food Donation
EU Platform on Food Losses and Food Waste: Recommendations for Action in Food Waste Prevention
Serbia
Zakon o donacijama i humanitarnoj pomoći
Zakon o porezu na dodatu vrednost
Croatia
Pravilnik o doniranju hrane i hrane za životinje
Commission Notice providing guidance on food safety management systems for food retail activities, including food donations 2020/C 199/01 C/2020/2941
Hungary
A guide to preventing food waste in the food industry
A guide to preventing food waste in the commercial sector
In order to facilitate the redistribution of more food, certain modifications have been made to the EU food hygiene regulations since the adoption of the Guidelines. Commission Regulation 2021/382, for instance, provides clarification on the usage of “use by” and “best before” dates, particularly in relation to food donations. The food safety requirements that are applicable to all companies who redistribute food are outlined in the EU rules. The recommendations are not legally binding, but the regulations are. National legislation pertaining to food safety may apply to food redistribution in addition to the EU guidelines.
A standard operating procedure (SOP; Standard Operating Procedure Example) is a written document that offers precise, comprehensive guidance on how to carry out a particular task or operation in a reliable and effective manner. SOPs are crucial for maintaining consistency, minimizing misunderstandings, adhering to rules, and improving efficiency and security.
Food safety, handling techniques, temperature control, traceability, and particular documentation needs should all be covered in adequate SOPs. In order to prevent foodborne illnesses and ensure the most crucial factor—complete safety of donated food—strict adherence to prepared SOPs in terms of food safety practices as required by national and EU regulations (Standard Operating Procedure Template) is ensured through hygiene controls, HACCP principles, traceability systems, allergen management, and proper handling techniques.
Redistribution of surplus food
Depending on the role of the partner, the system for food donations and collections can be divided into two platforms (Figure 5.):
- Platform for food donations
- Platform for the collection of food
Food donors need to be informed and taught on appropriate food, packaging, and labelling guidelines in order for the system to function. Each donor should set their own specific rules based on accepted donation principles and local traditions. Regardless of everything, the general guidelines related to the redistribution of surplus food should primarily be followed.
General specifications include:
- check that all rules and/or laws in the community regarding food donations are known,
- talk to food collection businesses such as food banks, non-governmental organisations, or community centres to determine their specific needs and requirements,
- coordinate donations with food collection companies to arrange pickup and/or delivery of donated food,
- select only food that is safe and of good quality by avoid donating expired or damaged food and prioritise donating food that contains a balance of essential nutrients,
- consider dietary restrictions and common food allergies what include clearly label the donated food with a reference to common allergens such as nuts, dairy products, gluten or shellfish,
- pack donated food in a way that preserves the freshness and integrity of the food, which is a major logistical challenge and requires innovative solutions; follow good hygiene practices for food handling and transportation to collection points.
Specific guidelines should be established by each donor, depending on the community’s customs and established principles of giving.
A simplified process that optimizes the benefits of collecting food can be created by following proper procedures and keeping the lines of communication open with both donors and recipients.
The general rules that should be followed by companies that collect food relate to the following steps as stated in continuation:
- Make sure everyone in the community is aware of any rules and/or regulations regarding food donations.
- Identify possible locations for food collection, including restaurants, supermarkets, caterers, farms or public events.
- Form alliances or agreements with relevant businesses to collect surplus food on a regular or occasional basis.
- Let donors know what types of food are accepted, what type of packaging is required and if there are specific donation criteria.
- Set a regular schedule and stick to it to ensure consistent and effective food collection.
- Provide clear instructions on how to recognise if the donated food is safe food and provide information on the food safety and value of the donated food.
- Carry out regular quality checks on the food you collect, as these are critical to ongoing quality and food safety.
- Keep accurate records of food collection activities, including dates, food donor information, and type and quantity of food collected. Involve and train volunteers involved in food collection where possible.
- Show gratitude to food donors for their generosity. Acknowledge the generosity of food donors through thank you letters or thank you notes.
Specific guidelines should be determined depending on community practice and established donation principles.
Glossary
Bakery products – include bread, rolls, cookies, pies, pastries, and muffins, are usually prepared from flour or meal derived from some form of grain.
Best before expiry date – the day or month before which food or drink should be eaten or drunk; the date after which food or drink begins to lose its quality or taste (Cambridge dictionary)
Donation – money or goods that are given to help a person or organization, or the act of giving them (Cambridge dictionary)
Exces (inventory) – an amount that is more than acceptable, expected, or reasonable (Cambridge dictionary)
Expiration date – the date printed on the container of an item for sale, especially food or medicine, after which the item can no longer be sold and should not be used (Cambridge dictionary)
HACCP – A hazard analysis and critical control point (HACCP) is a system that identifies, evaluates and controls hazards to food safety. It is implemented by food businesses to ensure safe production, storage and transport of food. (EFSA definition)
Non-perishable foods – are able to be stored in a pantry or at room temperature without having to worry about impending spoilage. Non-perishable foods can also be called foods that are long-lasting, shelf foods, or foods that do not need to be kept cold. Nonperishable foods include peanut butter, rice, canned fruit and vegetables, crackers, and jarred pasta sauce. (Cambridge dictionary)
Perishables (perishable foods) – are foods that spoil easily, decay, or become unsafe to eat if not kept at a certain temperature. These foods should be stored properly and kept in the refrigerator or freezer. Perishable foods can also be called fresh foods or foods that need to be kept cold, and foods that need to be stored right away. Perishable foods include meats, poultry, fish, dairy, and even cooked leftovers. (Cambridge dictionary)
Ready-to-eat food – Food intended by the producer for direct consumption without the need for cooking or other processing (EFSA definition).
Sandwich – slices or pieces of meat, cheese, salads, etc., put between two pieces of bread that are held together by the person who picks them up when ready to eat (Cambridge dictionary)
Shelf life – the length of time that a product, especially food, can be kept in a shop before it becomes too old to be sold or used (Cambridge dictionary)
Surplus – (an amount that is) more than is needed (Cambridge dictionary)
Use to – a date that is printed on a container of food, medicine, etc. to show that it may not be safe to use it after that particular date (Cambridge dictionary)
Volunteer – a person who does something, especially helping other people, willingly and without being forced or paid to do it (Cambridge dictionary)
Literature
EU Platform on Food Losses and Food Waste (2019). Recommendations for Action
European Commission (2018). EU guidelines on food donation (2017/C 361/01), Official Journal of the European Union
European Commission. (2019). Study on food donation and food waste prevention in the EU. https://ec.europa.eu/food/sites/food/files/safety/docs/fw_eu-actions_study_food_donation_2019_en.pdf
European Commission. (2020). COMMISSION NOTICE providing guidance on food safety management systems for food retail activities, including food donations (2020/C 199/01). Official Journal of the European Union, 57.
European Commission. (2020, June 12). 2020/C 199/01 – Commission Notice providing guidance on food safety management systems for food retail activities, including food donations. Official Journal of the European Union, 63. Retrieved from https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=OJ:C:2020:199:FULL&from=EN
European Commission. (2022, September 16). Commission Notice on the implementation of food safety management systems covering Good Hygiene Practices and procedures based on the HACCP principles, including the facilitation/flexibility of the implementation in certain food businesses 2022/C 355/01. Official Journal of the European Union, 65. Retrieved 8 11 2023 from https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=OJ%3AC%3A2022%3A355%3AFULL
European Committee for Standardization. (2020). EN 12875:2020 – Foodstuffs – Determination of nitrite content. https://www.en-standard.eu/csn-en-12875-foodstuffs-determination-of-nitrite-content/
Food and Agriculture Organization of the United Nations. (2018). Food loss and waste reduction: A guide for foodservice establishments. http://www.fao.org/3/i8294en/I8294EN.pdf
Food and Drug Administration. (2020). Food Safety Modernization Act (FSMA). https://www.fda.gov/food/food-safety-modernization-act-fsma
Food Banks BC . (2018). Perishable Food Recovery: A Step-by-Step Guide. Retrieved from kamloopsfoodbank: https://www.kamloopsfoodbank.org/wp-content/themes/food-bank/pdf/food-recovery-manual.pdf
Food Waste Reduction Alliance. (2016). Best practices and emerging solutions toolkit: A guide to reducing food waste through donation. https://fpra.ca/wp-content/uploads/2019/08/FWRA-Toolkit.pdf
FoodDrinkEurope, EuroCommerce, FEBA . (2016). Every Meal Matters: Food Donation Guidelines. Retrieved August 11, 2023, from https://www.fooddrinkeurope.eu/wp-content/uploads/2021/09/6194-FoodDrink-Europe-Every_Meal_Matters-1.pdf
FoodDrinkEurope. (2017). Guidance on food donation and food waste prevention in the food and drink industry. https://www.fooddrinkeurope.eu/uploads/publications_documents/Food_Donation_Study.pdf
Garcia-Garcia, G., Woolley, E., Rahimifard, S., Colwill, J., White, R., & Needham, L. (2017). A methodology for sustainable management of food waste. Waste and Biomass Valorization, 8(6), 2209-2227. https://29september.eurofoodbank.org/wp-content/uploads/2020/09/Infographics_EN.pdf in Food Waste Prevention
https://food.ec.europa.eu/system/files/2021-05/fs_eu-actions_action_platform_key-rcmnd_en.pdf
International Organization for Standardization. (2020). ISO 22000:2018 – Food safety management systems – Requirements for any organization in the food chain. https://www.iso.org/standard/65464.html
International Organization for Standardization. (2020). ISO 9001:2015 – Quality management systems – Requirements. https://www.iso.org/standard/62085.html
Ministry of agriculture of Croatia – https://poljoprivreda.gov.hr/istaknute-teme/hrana-111/sprjecavanje-nastanka-otpada-od-hrane/222
National Restaurant Association. (2021). ServSafe: Food safety training and certification. https://www.servsafe.com/
Nitzsche, P., Simba, A., & Gourmelon, G. (2020). Analyzing the drivers of food waste generation in the hospitality sector: A case study of hotel restaurants. Sustainability, 12(9), 3586. doi:10.3390/su12093586
Ockerman, H. W., & Basu, L. (2017). Encyclopedia of meat sciences (2nd ed.). Academic Press.
Oragui, D. (2023, August 6). How to Create an Effective Standard Operating Procedure (SOP). Retrieved from Helpjuice: https://helpjuice.com/blog/standard-operating-procedure
World Resources Institute. (2019). The business case for reducing food loss and waste: Catering and restaurants. https://www.wri.org/research/business-case-reducing-food-loss-and-waste-catering-and-restaurants
Presentation
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