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Both businesses and food recovery organizations are required to maintain records for food recovery and maintain them on-site for the City to be able to access when conducting site visit inspections.

 

RECORD-KEEPING FOR BUSINESSES (Edible Food Generators)

Tier 1 and Tier 2 edible food generators must maintain records of their food recovery activities. This recordkeeping includes the following:

• A list of each food recovery service or organization that collects or receives its edible food under a contract or written agreement
• A copy of contracts or written agreements between the edible food generator and a food recovery service or organization
• For each food recovery organization or service that the Tier 1 and Tier 2 edible food generators has a contract or written agreement with, records must be kept of:
  • The name, address and contact information of the service or organization
  • The types of food that will be collected by or self-hauled to the service organization
  • The established frequency that food will be collected or self-hauled
  • The quantity of food collected or self-hauled to a service or organization for food recovery. The quantity shall be measured in pounds recovered per month.

RECORD-KEEPING FOR FOOD RECOVERY ORGANIZATIONS 

Food recovery organizations need to also maintain records of the amount of food they are helping to recover. Those records must include the following information:

    Record-keeping requirements for Food Recovery Organizations (i.e. Food Pantries and Feeding Sites)

• The name, address, and contact information for each Tier 1 or Tier 2 edible food generator that the organization receives edible food from
• The quantity in pounds of edible food received from each Tier 1 or Tier 2 edible food generator per month
• The name, address, and contact information for each food recovery service that the organization receives edible food from for food recovery

    Record-keeping requirements for Food Recovery Services (i.e. Transportation) 

• The name, address, and contact information for each Tier 1 or Tier 2 edible food generator that the service collects edible food from
• The quantity in pounds of edible food collected from each Tier 1 or Tier 2 edible food generator per month
• The quantity in pounds of edible food transported to each food recovery organization per month
• The name, address, and contact information for each food recovery organization that the service transports edible food to for food recovery

RECORD-KEEPING METHODS

Edible food generators and food recovery organizations can use a variety of methods to maintain records. One resource for EFGs and FROs is Careit, a food donation and rescue software that makes it easy for businesses and institutions to donate surplus food and goods directly to local nonprofits. Within this software, businesses can post donations for nonprofit organizations to pick-up, generate contracts between themselves and food recovery organizations, and maintain records of the amount of food rescued.