Internal Control System Manual

INTERNAL CONTROL SYSTEM MANUAL
OF
RICCE RICE MILL
Prepared by:
Rodelio Concepcion
Food Safety Compliance Officer
Approved by:
Rodelio Concepcion
Owner/ Manager
RICCE Rice Mill Document No: ICSM-01
Internal Control Revision: 0 Effective:
System Manual 10-12-2023
Subject Table of Contents Page: 01
PAGE TITLE
1 Organizational Background
2 Mission and Vision
3 Statement of Policy
4 Operational Structure and Function
5 Location Map
6 Facilities for Control of Grains
7 Control of Receiving Palay
8 Production and Milling
9 Storage of Rice
10 Storage Hygiene
11a – 11 b Control of Insects, Rodents and other Pests
12a – 12c Workers Health and Training
13 Internal Audit Procedure
14 Traceability
15a – 15b Recall

Subject Company Profile Page: 02
Company’s Drive for Production Excellence
The Design of the RICCE Rice mill:

RICCE Rice Mill is located at KM 28 along MacArthur Highway Wakas Bocaue
Bulacan. It was previously constructed and operated as ARCO II rice mill in 1978. Change
of ownership was executed in 1996. A total building redesign and equipment were all
replaced and updated to a more efficient design in 2016.
RICCE Rice Mill was designed with clear zoning and pre-determined space for
operation, maintenance and the movement of personnel, the plant will already be one step
ahead in terms of providing an environment that fosters hygienic production. A plant’s
structure, as well as the conduits for its utility supplies also need to be constructed with
sanitation in mind; and, critically, today’s plants must operate ‘dust free’ at all times, as
areas where dust or rice particles can collect represent areas with significant potential for
contamination. Therefore, all equipment and accessories, such as bins and hoppers, must
be designed to reduce the risk of dust build-up.
Ease and speed of cleaning is vital; coupled with the avoidance of any crevices or
hard edges on the housing or internally that can allow dust to accumulate.
RICCE Rice mill has well-designed aspiration system built into every modern plant
seeking to meet today’s stringent standards of good product quality, sanitation and
hygiene. RICCE’s system is engineered well, in order to meet the stringent criteria
necessary to achieve a ‘dust-free’ plant.
Subject Statement Policy Page: 03
Vision
The best Food Safety Management System (FSMS) of RICCE Rice Mill is a
preventative approach towards identifying, preventing, and reducing food-borne
hazards, to ensure food is safe for consumption. The Food Safety Management
System (FSMS) identifies and controls food safety hazards at every stage of the
handling of food for sale (from receiving of ingredients to serving of customers in
retail outlets), through a holistic system of controls.
Mission and Core Values
Rice production in a scientific and systematic approach towards identifying,

preventing, and reducing food-borne hazards in the food process chain. Bringing to
the Filipino consumers the best, the safest, hazard free rice to their tables.
Commitment of RICCE Rice Mill

 To mill rice as safe and as clean as humanly possible.
 Implement DENR and DAR specifically the Bureau of Plant Industries
directives and codes
 Continually improve systems and monitoring machinery and equipment
 Maintain plant cleanliness and orderliness
 Compliance to all laws and regulations pertaining to rice and rice by-
products production and distribution
Subject Operational Page: 04
Structure and
Function
Rodelio Concepcion Imelda Concepcion

Owner Owner
Bebiano Edna Baltazar

Secretary
Gundaya, Jr.
Quality Control
Rice Mill Operator
Bookkeeper
Fumigation Personnel
Bank Liason
Officer
Rey Licot
Rice Mill Operator
Welder Imelda
Machine maintenance Capitle
Plant Upkeep
Night Supervisor
Alvin Barrios
Production Supervisor
Product Inventory and Up
keep Prescioso
Intano
Palay Classifier
Vidal Brutas,
Jr.
Maintenace
Plant upkeep
Rogilio
Saguran
Porter
Subject Location Map Page: 05
Subject Facilities for Control Page: 06
of Grains
Facilities for Control of Grains:
1. Adequate ventilation is provided in production and storage area. Proper air vents
and fans to maintain proper temperature and humidity. A recommended humidity
of 65% is being maintained.
2. Adequate lighting in the production area to aid for proper visual inspection.
3. Water used in the rice polishing process is to be sufficient and sourced from
local water provider.
4. Adequate cleaning facilities are provided.
5. Adequate facilities for personal hygiene and toilets are provided
6. Proper water drainage and waste disposal are present. Water is channeled to a
culvert that runs through MacArthur highway to Bocaue river. Waste is properly
segregated and collected by LGU regularly.
7. Hazardous wastes are segregated in a properly labeled 200-liter drum and kept
away from personnel as per DENR memo.
8. Proper machine shop and maintenance space are located on a specific area of the
building separated from storage and production area. It is also in this area where
spare parts and other machineries are stored.
Subject Control of Receiving Page: 07
Palay
Control of receiving paddy (palay).
1. Palay batch arrival is properly recorder and stored as per variety.

2. Moisture content is properly measured to identify if batch is ready for milling or for storage.
Palay is ready for milling when 14% or less moisture is present.
3. A one meter gap is provided between and around stacks and 1.5 meters clearance between the
top of the stack and the roof.
4. Bags are stacked on pallets to avoid the possibility of absorbing moisture from the floor.
5. Bags are stacked so that fumigation can be undertaken easily.
6. See attached file for palay purchase recording. Doc 1.
Subject Production and Page: 08
Milling
Production and Milling:
1. Dehusker, polisher ,color sorter, stoner and metal debris separators are calibrated and checked
semi-annually. Results of scheduled are maintenance are properly recorded.
2. Conveyors and rice packing machines are checked and cleared from contamination of dust and
other objectionable substances like debris of metal, glass, plastic, or chemicals.
3. Clean and properly labeled rice bags are provided, ready for use and non- defective.
4. Weighing equipment is calibrated at least once a year.
5. See attached file for equipment maintenance. Doc 2.
Subject Storage of Rice Page: 09
Storage of Rice:
1. Stacks of rice products are neatly and orderly arranged according to their categories. Bags are
properly identified with varieties and milling dates.
2. Bags are stacked in on pallets to prevent infestation and moisture absorption from the ground.
3. Rice products are not stored with pesticides or other chemicals harmful for consumption.
4. Rice bags are handled and stored properly in such a way to prevent the mix-ups to rice
products.
5. Should be 1 meter away from the wall a nd must have at least 1 meter space between stacks.
6. Grain stores must have a damp-proof floor and have waterproof walls and roof.
7. See attached file for storage of palay and rice. See Doc 3
Subject Storage of Hygiene Page: 10
Storage Hygiene:
1. Maintaing storage areas clean. Regularly of the sweeping the floor, periodic removing of
cobwebs and blowing off dust, and collecting and removing any grain spills.
2. Using rat-traps and barriers in drying and storage areas.
3. Well-maintained and clean storage rooms are periodically emptied and this may include
spraying walls, crevices and wooden pallets with an insecticide before using them again.
4. Inspect storage spaces periodically for rat’s poop. Clean and sanitize as needed.
5. See attachéd file for cleaning and maintenance schedule for storage area. See Doc 5.
Subject Control of Insects, Page: 11a
Rodents and other
Insects
Pests
A. Insects like rice weevel, grain moth, grain borer, saw tooth grain beetle,
rust red flour beetle are menace to rice products:
1. Disinfestations of storage space undergoes systematic and thorough cleaning of

all sources of infestation before storage.
2. Storage containers, structures and equipment can be treated with:
Malathion (50EC) at 5ml/20l of water @20ml/m2
Fenitrothion (50EC) at 5ml/l water @20ml/m2
Deltamethrin (2.5% WP) at 1.5g/l water @20ml/m2
* The International Rice Research institute @ Grain Storage and Pest
Management.
3. Phosphine fumigation. Fumigation done in an enclosure that is tightly sealed.
Once the exposure time is ended, the grain is aerated and the bin checked for
residual phosphine gas before entry. At 25 deg C, use 3 tablets for 3 days at 60%
humidity.
4. Schedule of disinfection and fumigation is religiously followed and properly
recorded.
5. In the event that all stocks are disposed of, disinfection of storage area is done.
Subject Control of Insects, Page: 11b
Rodents and other
Fungi and Rodents
Pests
B. Fungi Control:
1. Store grain at 12%-14% moisture content.

2. Store grain at temperature between 20 deg C to 40 deg C.
3. Aerate storage area to maintain proper humidity and temperature range.
C. Rodent Control:
1. Keep storage clean at all times.

2. Stack bags of rice in proper order with 1 meter of space between stacks.
3. Maintain the storage area free of trash in order not to provide the animals with any places to
hide or nest!
4. Use rat control chemicals or low frequency sound waves to drive them away.
Note.
1. Storage of pesticides and cleaning materials are kept in a separate and secured room, away
from rice products.
2. Personnel are properly protected with face mask and HAZMAT when performing fumigation
process.
3. Containers of agents are properly disposed with the Hazardous material drums that is properly
labeled and isolated as per DENR RA 6969.
4. See attached file for fumigation and chemical treatment. Doc 4.
Subject Workers Health and Page: 12a
Training Personal Hygiene
Personal Hygiene:
1. Strict observance of “no smoking”, “ no spitting” and “no
eating” inside the storage and production area.
2. Personnel with open wounds and are sick shall be excluded
from production until wound is healed.
3. Wearing of proper clothing and footwear .
4. Washing and sanitizing of hands especially during production
and bagging.
5. Comfort room is located at the farthest location from
production and storage area.
Subject Workers Health and Page: 12b
Training Personal Training
Personal Training:
A. Production Personnel:
1. Operator is trained for maintenance of equipment. He is also in charge of cleaning

surrounding area of equipment. See Doc 8.
2. Operator is also trained for proper hygiene to keep product at atmost cleanliness.
3. Operator is trained to anticipate potential risk or failure. He is also taught preventive and
corrective measures in case of breakdown.
4. Other personnel are trained for personal hygiene and OSH (Occupational Safety and Health).
5. Personnel assigned to fumigation is properly trained for handling chemicals, application of
chemicals and disposal of containers of chemicals. Proper HAZMAT is also provided. He is also
taught to record schedules.
Subject Workers Health and Page: 12c
Training Personal Training
B. Management Personnel.
1. Personnel are taught to record deliveries of palay, it location inside the storage area
2. Personnel are taught to record production of rice, the variety, date of milling, etc,
3. Personnel are taught to record purchases of rice and its by-products.
4. Personnel are taught to record production results, bags of rice, bags of by products, bags etc.
5. Personnel are also taught personal hygiene.
6. See Attached file for daily stock position. See Doc 6
7. See attached file for daily sales. See Doc 7
Subject Internal Audit Page: 13
Procedure
Objective: To implement all regulation and policies of RICCE Rice Mill as per
DAR and DENR requirements.
Scope: the audit includes all plans laid-up by Owner/ PCO/FSCO
1. All documents pertaining to operations, maintenance, supplies and stocks shall

be audited by Owner/ PCO/FSCO quarterly. In accordance with DENR SMR
report.
2. Weekly meeting with office personnel to audit and reconcile inventory record.
3. Quality control will be checked with customers, client and distributors to assure
Customer’s satisfaction.
4. Results of audit will be carefully noted and studied to correct any flaws or short-
comings.
Subject Page: 14a
Traceability Receiving Palay
A. Traceability Proper packaging and labeling for grains shall conform with the
provisions stated under the relevant Philippine National Standards and current edition of
the National Food Authority’s Primer on Philippine Grains. Proper data and labels shall
be recorded.
Rice traceability is one of major challenges to prevent illegal rice trading by
adulterating with low quality rice and mislabeling low quality rice with the premium one.
Current measures to protect illegal rice trading have been established, but more accurate
and practical methods are still needed to detect rice traceability to assure quality and
authenticity of rice.
1. Receiving document for palay should include the following:

a. Date of delivery
b. Time of delivery
c. Quantity and variety palay.
d. Driver’s name and celfone number.
e. Vehicle plate number
f. Origin of palay.
g. Address of origin of palay.
h. Telephone/ Celfone number of destination/customer.
i. Date of harvest.
See attachéd document for palay for RICCE Rice mill. See Doc 3
Subject Page: 14b
Traceability Transporting Rice
2. Delivery document for rice should include the following:
a. Date of Pick-up
b. Time of Pick-up
c. Quantity and variety of rice.
d. Driver’s name and celfone number.
e. Vehicle plate number
f. Destination/name of customer.
g. Address of Destination/customer.
h. Telephone/ Celfone number of destination/customer.
i. Date of milling.
See attachéd document for Transportation of Rice and By-products for RICCE Rice
Rice Mill. See Doc 9.
Subject Page: 15a
Recall Recall Procedure
RICCE is responsible for complying with the law and ensuring that food for which the
company is milled and sold, is safe for human consumption. RICCE demonstrates
compliance by ensuring that the rice, the establishment in which the rice is milled and any
activities conducted in relation to the rice (among other areas you may be responsible for)
meet relevant requirements including food safety and, where applicable, those pertaining
to food recalls
During a food recall RICCE is responsible to:
 ensure that recall activities are sufficient to the risk posed to consumers,
 issue recall warnings when necessary and
 verify that you have effectively removed the food from further sale or use, or
corrected its label
Steps for recall procedure
1. Receive complaint from distributors or end users.

2. Detailed description and nature of problem. Check samples for possible defect or
contamination.
3. Note batch number, milling date and variety of batch, from records.
4. Note total quantity of bags of batch, from records.
5. Note other customers and end users. Identify them and inform them of defect or
contamination of batch.
6. Identify geographical location of batch.
7. Detail possible defects and contamination and any reported illness brought about
by consumption.
8. Inform customers and end user of recall and date of pick-up. Issue receipt of
recall.
9. Prepare to record the number of bags, date of pick-up of defective batch.
10. Segregate the defective or contaminated rice from good stocks. Include the
remaining stocks in the inventory Mark them properly as “RECALLED”.
11. Defective rice may be buried or re-milled after laboratory tests for
contamination.
12. Identify the source and/or reason of defect/contamination to make future
preventive approach to rice production and storage.

Subject Page: 15b
Recall Recording Recall
Recording RECALL:
1. The date the clients were contacted.

2. Method of contact (phone call, email, text. Etc.)
3. Name and store of each client contacted.
4. The action of each client. (return, dispose.. etc)
5. Result of verification.
6. Pick-up time and date.
7. Vehicle and driver.
8. Number of bags recalled per client.
9. Total number of bags return on the recall.
10. Procedure done to recalled batch.
11. Identify the cause of defect or contamination.

Internal Control System Manual

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Internal Control System Manual

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INTERNAL CONTROL SYSTEM MANUAL

RICCE RICE MILL

2 Mission and Vision

4 Operational Structure and Function

6 Facilities for Control of Grains

7 Control of Receiving Palay

8 Production and Milling

11a – 11 b Control of Insects, Rodents and other Pests

12a – 12c Workers Health and Training

13 Internal Audit Procedure

15a – 15b Recall

Company’s Drive for Production Excellence

The Design of the RICCE Rice mill:

Mission and Core Values

Rice production in a scientific and systematic approach towards identifying,

Commitment of RICCE Rice Mill

Rodelio Concepcion Imelda Concepcion

Bebiano Edna Baltazar

Control of receiving paddy (palay).

1. Palay batch arrival is properly recorder and stored as per variety.

Production and Milling:

1. Disinfestations of storage space undergoes systematic and thorough cleaning of

1. Store grain at 12%-14% moisture content.

1. Keep storage clean at all times.

1. Operator is trained for maintenance of equipment. He is also in charge of cleaning

Scope: the audit includes all plans laid-up by Owner/ PCO/FSCO

1. All documents pertaining to operations, maintenance, supplies and stocks shall

1. Receiving document for palay should include the following:

2. Delivery document for rice should include the following:

During a food recall RICCE is responsible to:

Steps for recall procedure

1. Receive complaint from distributors or end users.

RICCE Rice Mill Document No: ICSM-01

1. The date the clients were contacted.

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