Food Safety Management Systems (FSMS)

Food safety remains one of the most important pillars of public health. Every food business in Kenya must demonstrate that its operations meet strict safety and quality standards.

A Food Safety Management System (FSMS) helps organisations control food hazards and comply with regulatory requirements.

In Kenya, the Kenya Bureau of Standards (KEBS) plays a central role in regulating and certifying food firms to guarantee safe products for consumers.

This article explains the FSMS concept and outlines the entire KEBS certification process, using simple language and short, clear sentences for easy understanding.

Understanding Food Safety Management Systems (FSMS)

A Food Safety Management System is a structured framework that helps organizations identify, control, and monitor food safety hazards. FSMS integrates processes, policies, and controls to ensure that food products remain safe at every stage—procurement, processing, storage, distribution, and sales.

At the global level, FSMS is guided by principles of ISO 22000, HACCP (Hazard Analysis and Critical Control Points), Codex Alimentarius, and various industry-specific guidelines.

Why FSMS Matters for Food Businesses

A strong FSMS enhances consumer trust, reduces contamination risks, and lowers the likelihood of recalls or penalties.

It also improves operational efficiency and supports market access, especially for firms targeting exports. KEBS certification helps businesses demonstrate commitment to quality and compliance.

The Role of KEBS in FSMS Certification

KEBS sets mandatory and voluntary standards that food manufacturers must follow. It evaluates firms to ensure they meet specific safety requirements under Kenyan Standards (KS) and international guidelines.

Key KEBS responsibilities include:

• Developing food safety standards

• Conducting inspections and audits

• Testing product samples

• Issuing quality marks such as the Standardization Mark (SM) and Diamond Mark of Quality (DM)

 

Types of KEBS Certification Marks for Food Firms

1. Standardization Mark (SM Mark)

This mark applies to local products. It confirms that a product meets the minimum requirements under the relevant Kenyan Standard (KS).

2. Diamond Mark of Quality (DM Mark)

KEBS awards this premium mark to high-performing companies with strong quality systems and consistent product excellence.

3. Import Standardization Mark (ISM)

This mark applies to imported goods that meet Kenyan safety requirements.

Key Steps in the KEBS FSMS Certification Process

Below is the step-by-step certification process for food firms seeking approval from KEBS.

Step 1: Understand the Relevant Standards

Begin by identifying applicable standards for your product. KEBS provides a database of food-related standards, including:

• KS ISO 22000 (Food safety management systems)

• KS EAS standards

• Sector-specific codes like dairy, cereals, meat, and beverages

Knowing the right standards helps you align your operations early.

Step 2: Establish Your Food Safety Management System

Next, implement an FSMS framework in your facility. This includes:

• Hazard analysis

• Critical control point identification

• Food safety policies

• Prerequisite programs (PRPs) such as hygiene, sanitation, pest control

• Traceability and recall procedures

• Internal audits

ISO 22000 or HACCP principles often guide this stage.

Step 3: Apply for KEBS Certification

Submit an online application through the KEBS Product Certification Scheme. Your application should include:

• Company registration documents

• Product formulation or recipe

• FSMS documentation

• Quality manual

• Process flow diagram

• Packaging and labeling designs

Once submitted, KEBS reviews the information before scheduling an audit.

Step 4: KEBS Conducts a Facility Audit

KEBS inspectors visit your facility to verify compliance. During the audit, inspectors assess:

• Hygiene and sanitation conditions

• Production controls

• Staff competence

• Storage systems

• Documentation and record keeping

• Hazard control measures

Auditors also confirm that your FSMS is active, practical, and properly maintained.

Step 5: Product Sampling and Laboratory Testing

After the audit, KEBS takes product samples for laboratory analysis. Testing verifies:

• Chemical safety

• Microbiological safety

• Physical contaminants

• Label accuracy

• Packaging integrity

Results determine whether your product meets the required safety and quality standards.

Step 6: Certification Decision

If your facility and products comply, KEBS issues the appropriate certification mark. Your firm receives either:

• The Standardization Mark (SM) or

• The Diamond Mark of Quality (DM)

If issues arise, KEBS may request corrective actions before granting approval.

Step 7: Continuous Surveillance and Compliance

Certification is not permanent. KEBS conducts periodic surveillance to confirm continuous compliance. This may involve:

• Random sampling

• Routine inspections

• Document reviews

• Process verification

Firms must maintain FSMS records and demonstrate consistent application of food safety controls.

Common Mistakes to Avoid During KEBS FSMS Certification

Many firms struggle with certification because of avoidable errors. Common mistakes include:

• Incomplete documentation

• Poor hygiene practices

• Untrained staff

• Weak traceability systems

• Missing PRPs like pest control or sanitation programs

• Product labels that do not meet KS requirements

Avoiding these issues improves your chances of fast approval.

Benefits of KEBS FSMS Certification for Food Firms

Certification strengthens brand trust, supports compliance, and aligns your business with both national and international food safety standards.

It also creates opportunities for export markets, particularly in regions that demand strict food safety assurance.

How Clarity Pharma Consultancy Can Support Your Certification Journey

Clarity Pharma Consultancy offers expert guidance to help food firms comply with KEBS requirements. The team supports documentation, FSMS development, HACCP design, staff training, and audit preparation.

This professional support ensures smooth, accurate, and timely certification without unnecessary delays. For businesses seeking to strengthen their food safety systems, Clarity Pharma Consultancy provides reliable and practical solutions aligned with Kenyan and international standards.

Food safety begins with a strong management system and ends with consistent compliance. The KEBS certification process ensures that food products in Kenya meet essential safety and quality standards.

By implementing a solid FSMS, preparing early, and maintaining high operational discipline, your firm can achieve compliance and earn consumer trust.

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