"Due diligence" means you can prove you took all reasonable steps to ensure the food you serve is safe. When an EHO visits, they expect to see complete, accurate records. Digital record keeping makes this easier than paper — and harder to challenge.
Why digital records beat paper
- Cannot be lost or damaged — No wet logbooks, missing pages, or faded ink
- Time-stamped automatically — Every record shows exactly when it was created, completed, or modified
- Tamper-evident — Spotless Score uses replace (not edit) for check changes and soft-deletes with timestamps. Nothing can be erased or silently changed.
- Accessible anywhere — Cloud-based, available from any device with internet access
How Spotless Score records work
Check occurrences
Every check template generates occurrences on a schedule. When you complete an occurrence, it is permanently recorded with:
- The user who completed it
- The exact timestamp
- Temperatures (for cold_store and food checks)
- Corrective action notes (for out-of-range readings)
- The completion status (done / skipped)
See Check Occurrences for full details on how the scheduling and completion system works.
Audit trail integrity
Spotless Score is designed to prevent record tampering:
- Replace, not edit: Changing a check template creates a new version and soft-deletes the old one. The old check stays in the database with a link to its replacement.
- Soft-delete: Deleting a check, fridge, or food item sets
a
deleted_attimestamp — nothing is permanently erased. - Role-based permissions: Only owners and managers can create, replace, or delete checks. Staff can only complete assigned tasks.
What an EHO wants to see
Here are the records EHOs typically request and how Spotless Score provides them:
| Record type | Spotless Score equivalent | Where to find it |
|---|---|---|
| Temperature logs (chill, cooking, hot hold) | Cold_store and food check occurrences | Daily Checklist or Home dashboard |
| Cleaning schedules | Deep clean checks, kitchen visual checks | Manage Checks → weekly group |
| Pest control records | Pest indicator checks, pest control log checks | Manage Checks → weekly / monthly groups |
| Staff training records | Training records check, Level 2 refresher check | Manage Checks → monthly / quarterly groups |
| Supplier delivery checks | Supplier delivery review check | Manage Checks → weekly / quarterly |
| HACCP / SFBB documentation | HACCP review check, self-audit check | Manage Checks → monthly / quarterly groups |
| Calibration records | Food probe calibration check | Manage Checks → weekly group |
Record retention
Most EHOs expect records to be kept for at least 3–6 months. Spotless Score keeps your records indefinitely — you never need to "clear out old data" or archive logbooks. Every completed check, temperature reading, and corrective action remains available.
Historical trend views are planned for a future release. The consolidated EHO-ready report is already available in-app via the Reports screen — PDF download and email delivery are still coming soon.
Record keeping tips from EHOs
- Complete records daily — A gap in records is a gap in your defense
- Don't skip corrective action notes — Show you took action when temps went out of range
- Use the weekly and monthly checks — These build the "management" layer EHOs value
- Keep training records linked — Assign the quarterly refresher check to the right team members