How to Record a Maintenance and Physical Contamination Video for Your Food Safety Management System

Step 1: Set the scene and context

Regular planned maintenance of the building, structure, equipment and utensils is essential primarily to reduce the risk of physical contamination, whilst also ensuring that equipment is working properly in order to produce safe food. Planned inspections and maintenance checks ensure that problems are identified before they become serious. A cracked tile, a damaged ceiling panel, a chipped piece of crockery—any of these can result in physical contamination of food that could injure a customer.

Your team needs to understand that maintenance isn't just about keeping things looking presentable—it's about preventing contamination. Every surface, every piece of equipment, every utensil in a food area must meet specific standards, and when those standards slip, the risk to food safety increases.

Where to film this video:

This video requires a walk-through of your premises. You'll need to show different areas and equipment as you explain the standards. Start in the kitchen and move through storage areas, showing walls, floors, ceilings, lighting, drainage, ventilation systems, and equipment. Plan your route before filming so you can demonstrate each point clearly.

What to have ready:

• Access to all food preparation and storage areas
• Examples of correct standards (smooth walls, proper flooring, shatterproof lighting)
• Your maintenance log or checklist
• Contact list for approved equipment contractors
• First aid kit showing blue waterproof plasters
• Examples of items that should be discarded (if you have any damaged utensils or crockery set aside for training purposes)

Start your video by explaining:

"This video covers maintenance and physical contamination—how the condition of our building, structure, equipment and utensils affects food safety. I'm going to walk you through the standards that must be maintained, show you what to look for, explain why each element matters, and tell you what to do when you identify problems. Regular planned maintenance ensures that problems are identified before they become serious—and before they contaminate the food we serve."

Step 2: Plan what to record versus what to write down

Maintenance training combines visual inspection standards with specific requirements for different areas. Your team needs to see what correct standards look like and understand what to report.

Best for video (on camera):

• Walking through premises showing walls, floors, ceilings in food areas
• Demonstrating the standard for each structural element
• Showing lighting fitted with shatterproof tubes or diffuser covers
• Showing drainage covers and explaining cleaning requirements
• Pointing out ventilation systems and extractor hoods
• Showing temperature probes and explaining calibration checks
• Demonstrating the difference between acceptable and unacceptable utensils and crockery
• Explaining why damaged items must be discarded immediately

Best for supporting written text:

• Full checklist of structural standards for each area
• Maintenance inspection schedule
• Contact details for approved contractors
• Equipment breakdown contingency procedures
• Record keeping requirements
• Corrective action procedures

Example written reference to include:

Structural Standards Checklist:

WALLS
□ Smooth, non-porous, non-absorbent, hard wearing, washable, non-toxic materials
□ Light in colour to show dirt and enable efficient cleaning
□ Cracked tiles replaced immediately
□ Pipework close to but not tight against walls (allows cleaning behind)

FLOORS
□ Non-absorbent, non-porous, non-toxic, washable, non-slip materials
□ Ideally curved up wall at edges and sealed (no dirty corners)
□ Damaged flooring or joints repaired quickly (contamination + trip hazard)
□ Altro/safety floors deck scrubbed regularly (non-slip surface needs scrubbing)

CEILINGS
□ Non-absorbent, non-porous, washable, non-toxic materials
□ Suspended panels must be cleanable construction
□ Damaged ceiling tiles replaced quickly (physical contamination risk)

LIGHTING
□ Sufficient visibility for food preparation and cleaning
□ Enables inspection for pest activity
□ Fluorescent tubes fitted with shatterproof tubes OR diffuser covers

DRAINAGE
□ Systems kept clean and in good repair
□ External manhole covers intact
□ Internal gullies/channels adequately covered
□ Covers removable for regular cleaning and disinfection
□ Routine inspection schedule maintained

Equipment Maintenance:
→ Temperature probes: clean, disinfected, checked regularly, replaced if faulty
→ Bulk equipment: regular maintenance checks on cooking, hot holding, chilling/freezing
→ Utensils: discard if damaged, cracked, or have loose parts
→ Crockery/glassware: discard immediately if cracked or chipped
→ Wooden items: AVOID (not impervious to microbiological contaminants)

Contractor Contacts:
[List approved contractors for each equipment type]

Step 3: Core rules and requirements

Cover the essential knowledge about premises standards and physical contamination prevention.

Why maintenance matters for food safety:

Begin with the core principle: "Maintenance isn't about aesthetics—it's about preventing contamination. A cracked tile can harbour bacteria that cleaning cannot remove. A damaged ceiling panel can drop particles into food below. A chipped plate can leave fragments in a customer's meal. Every structural element and piece of equipment in a food area must meet specific standards because food is prepared here. When maintenance slips, contamination risk increases."

Wall standards:

Explain the requirements: "In food areas, walls must be smooth and constructed of non-porous, non-absorbent, hard wearing, washable, non-toxic materials. Walls must be light in colour to show dirt—this enables more efficient cleaning because you can actually see where dirt is accumulating.

If tiles are cracked, they must be replaced. A crack in a tile creates a space where bacteria can harbour and multiply, protected from cleaning. No amount of sanitiser will reach bacteria inside a crack—the only solution is replacement.

Pipework must be close to but not tight against room edges, so that cleaning can take place behind. Pipes that are flush against walls create gaps that can't be cleaned—dirt accumulates, bacteria grow, and pest harbourage becomes possible."

Floor standards:

Cover flooring requirements: "In food areas, floors must be constructed of materials that are non-absorbent, non-porous, non-toxic, washable and non-slip. These requirements seem obvious, but each one matters for food safety.

Ideally, non-slip flooring should curve up the wall at the edges where it should be sealed. This coving eliminates dirty corners and edges where food debris, dirt and bacteria can accumulate. Sharp corners between floor and wall are almost impossible to clean properly.

Damaged flooring or joints must be repaired quickly. Damaged flooring creates two problems: it becomes a place for dirt and grime to build up where bacteria can multiply, and it creates serious trip hazards. A trip hazard near hot equipment or sharp knives is a serious safety risk.

Most altro and safety floors, by their non-slip nature, require regular deck scrubbing to keep the floor clean and avoid slipping incidents. The textured surface that provides grip also holds grease and dirt—regular mopping won't remove it, you need proper deck scrubbing."

Ceiling standards:

Explain ceiling requirements: "In food areas, ceilings must be constructed of suitable materials that are non-absorbent, non-porous, washable and non-toxic. Suspended ceiling panels have advantages such as good thermal insulation, however they must be of a cleanable construction.

Damaged ceiling tiles must be replaced quickly to avoid physical contamination. A damaged ceiling tile can drop particles directly into food preparation areas. This is one of the most direct contamination risks—debris falling from above into food below. Don't delay replacement."

Lighting standards:

Cover lighting requirements: "Kitchen lighting must provide good visibility—this is important where food is prepared. You need to be able to see what you're doing, but also to see whether food is contaminated, whether surfaces are clean, and whether there are signs of pest activity. Poor lighting hides problems.

Fluorescent strip lighting must be fitted either with shatterproof tubes or with diffuser covers. If a fluorescent tube shatters without protection, glass fragments can fall directly into food. This is a serious physical contamination risk. Every fluorescent light in food areas must have protection."

Drainage standards:

Explain drainage maintenance: "Drainage systems must be kept clean and in good repair. External manhole covers must be intact—broken covers can allow pest access and create safety hazards.

Internal drainage gullies or channels must be covered adequately with drainage covers that are removable for regular cleaning and disinfection. Drains that can't be cleaned properly become a source of contamination and pest harbourage.

The drainage system should be routinely inspected. Blockages, damage, and build-up need to be identified before they become serious problems."

Hot water requirements:

Cover this legal requirement: "It is a legal requirement to provide potable hot running water to a food premises. It is illegal to operate a food business without potable hot and cold running water available at hand wash basins.

Hot and cold running water is essential for hand washing and cleaning/disinfection processes. Without hot water, you cannot properly clean and disinfect, and you cannot ensure staff are washing their hands effectively.

If hot and cold potable water is not available, immediate repair and/or replacement of the heating system must take place. The business must temporarily close until sufficient hot and cold water is available. This isn't negotiable—no hot water means the business cannot operate safely."

Ventilation and extraction:

Explain ventilation requirements: "Extractors must be regularly checked and maintained to enable sufficient venting of carbon monoxide, cooking fumes and smoke, water vapour, heat and airborne fat vapours. They should also vent clean air into the building from outside via a filtering system.

Extractors must also be checked regularly and cleaned to comply with fire safety regulations regarding the buildup of fat residues. This is especially important for ducting where fat residues can build up easily. Grease fires in ducting are serious incidents.

The filters must be cleaned weekly by running them through the dishwasher, and any external areas of the canopies must be degreased and sanitized weekly.

Good ventilation in the kitchen helps keep temperatures down. Lower temperatures inhibit bacterial growth, prevent condensation forming on walls and ceilings, and provide a more pleasant working environment for staff."

Equipment maintenance:

Cover equipment standards: "Regular maintenance checks and inspections should be made to large equipment used for cooking, hot holding and chilling/freezing. Contact details for approved contractors must be recorded and be easily accessible to managers when needed.

Breakdowns of cooking, hot holding and chilling equipment can compromise food safety as well as lead to high wastage costs. If a fridge fails, every item in it becomes a food safety risk. If cooking equipment fails mid-service, you may have partially cooked food that cannot be served safely. Equipment reliability is a food safety issue.

Temperature probes must be kept in good condition, clean and disinfected at all times. They must be checked regularly to confirm they're working correctly. If they're not working properly, they must be replaced or sent for repair or recalibration. A faulty temperature probe that gives incorrect readings undermines your entire temperature monitoring system."

Utensils and crockery:

Explain disposal requirements: "Utensils that have been damaged, cracked or have loose parts must be discarded and replaced as soon as possible. A damaged utensil can harbour bacteria in cracks and can also be a source of physical contamination if parts break off.

Utensils should be made of suitable materials such as stainless steel. Wooden items such as spoons, spatulas, chopping boards must be avoided as they present a contamination risk—they are not impervious to microbiological contaminants. Wood is porous and absorbs bacteria that cannot be removed by cleaning.

Crockery and glassware with cracks or chips must be discarded immediately. Cracks can harbour harmful bacteria, and chips can result in fragments ending up in food—either through breakage during service or through pieces already loose in the crack.

Crockery and glassware should be placed inverted if possible when not in use to avoid contamination during storage. An upturned cup or glass protects the surface that will contact food or drink from dust and debris."

Step 4: Demonstrate or walk through

Walk through your premises showing the standards and explaining what to look for.

Wall inspection walk-through:

Walk to different areas showing the walls: "Here in the kitchen, you can see our walls meet the required standard—smooth, light coloured, non-porous surfaces. Look at how the colour allows you to see any dirt or grease accumulation clearly. Run your hand along the wall—it should feel completely smooth with no cracks or damage.

Check the tiles carefully. Any crack, no matter how small, needs to be reported for repair. Look at the grouting between tiles—it should be intact without gaps. Damaged grout can harbour bacteria just like cracked tiles.

Look at where the pipework meets the wall. There should be enough space behind to allow cleaning, but not so much that debris can accumulate. If you can't get a cleaning cloth behind the pipe, that's a problem that needs addressing."

Floor inspection walk-through:

Walk through showing floor standards: "Look at our floor surface. This non-slip flooring requires deck scrubbing to keep it properly clean—regular mopping won't remove grease from the textured surface. If the floor feels greasy underfoot, it needs deck scrubbing.

Check where the floor meets the wall. Ideally we have coving here—the floor curves up to meet the wall without a sharp corner. This prevents dirt accumulation in corners that are impossible to clean properly.

Look for any damage to the floor surface. Cracks, holes, damaged joints—all of these need immediate reporting. Even small damage can accumulate dirt and create contamination risks. Also check that nothing is creating a trip hazard—uneven surfaces, loose flooring, anything that could cause someone to fall near hot equipment."

Ceiling and lighting inspection:

Look up and explain: "Our ceiling tiles are intact and cleanable. Any damage you see—cracks, water stains, sagging panels—needs reporting immediately. A damaged ceiling tile above a food preparation area is a direct contamination risk.

Look at the lighting. You can see our fluorescent tubes have diffuser covers—if a tube were to shatter, the cover contains the glass fragments. Every light fixture in food areas must have either shatterproof tubes or these diffuser covers. If you notice a cover is missing or damaged, report it immediately.

Is the lighting adequate? Can you see clearly for food preparation? Can you see whether surfaces are clean? Can you inspect for pest activity? If any area seems too dark for safe work, that's a maintenance issue to report."

Drainage inspection:

Show the drainage system: "Here's our floor drain with its cover. This cover must remain in place during operation—it prevents debris and potentially pests from entering the drainage system, and it prevents trip hazards.

The cover is removable for cleaning. Drains need regular cleaning and disinfection because they can become a source of contamination and pest harbourage. When cleaning drains, remove the cover, clean inside the drain, clean the cover itself, and replace it securely.

Outside, check that manhole covers are intact and properly seated. Damaged or missing covers are both safety hazards and potential pest entry points."

Ventilation inspection:

Point out the extraction system: "Our extraction canopy and filters require weekly attention. The filters must be removed and run through the dishwasher weekly. Feel the external surfaces of the canopy—if they're greasy, they need degreasing and sanitizing.

Grease build-up in extraction systems is both a fire safety risk and a contamination risk. Fat residue can drip into food if build-up becomes severe. The ducting also needs regular inspection and cleaning by specialist contractors.

Check that the extraction is actually working. When cooking is happening, you should feel airflow being pulled upward. If vapours, steam, or smoke are not being extracted properly, the system needs attention."

Equipment and utensil inspection:

Show temperature probes and equipment: "Here's a temperature probe. Check it's clean—wipe it down before and after each use. Check it's working by testing it in something of known temperature, like an ice slurry which should read close to 0°C.

Look at your utensils. Any that are damaged, cracked, or have loose parts must be taken out of service immediately. Don't put them back for someone else to use—discard them or set them aside clearly marked for disposal.

Check crockery and glassware before each service. Run your finger around the rim—you'll feel any chips. Inspect for cracks. Any damaged items must be discarded immediately. A chipped rim on a glass is a contamination risk every time someone drinks from it."

Reporting process:

Explain what to do: "When you identify a maintenance issue, report it immediately. Don't assume someone else has noticed it or that it can wait. Use our maintenance log to record the issue—what it is, where it is, when you noticed it.

For urgent issues—damaged ceiling tiles over food areas, cracked lighting covers, equipment failures—report to management immediately so corrective action can be taken straight away. Some issues mean we need to stop using an area or piece of equipment until repair is complete.

For equipment breakdowns, we have a list of approved contractors. Management will contact them, but the key is that you report the problem immediately so the call can be made without delay."

Step 5: Common mistakes to avoid

Cover the maintenance errors that create food safety risks.

Mistake 1: Ignoring cracked tiles or damaged surfaces

"A small crack in a tile or damage to a wall surface might seem minor, but bacteria can harbour in that crack where no amount of cleaning can reach them. These become permanent contamination sources. Report all damage to surfaces immediately—even small cracks. The longer they're left, the more bacteria can establish themselves."

Mistake 2: Not discarding damaged utensils immediately

"Putting a cracked utensil back in the drawer because 'it still works' creates ongoing risk. Every time it's used, bacteria in that crack can transfer to food. And there's always risk of the damaged part breaking further and contaminating food physically. When you identify damaged utensils, take them out of service immediately—either discard them or clearly mark them for disposal."

Mistake 3: Keeping chipped crockery or glassware in use

"'It's just a small chip' is dangerous thinking. That chip can harbour bacteria, and fragments can end up in food or drink. Customers can cut themselves on chipped rims. Cracked or chipped crockery and glassware must be discarded immediately—no exceptions, no 'it's still usable.' The cost of replacement is nothing compared to the cost of injuring a customer."

Mistake 4: Neglecting extractor filter cleaning

"Running filters through the dishwasher weekly is essential, not optional. Grease-laden filters don't extract effectively, creating heat and vapour problems in the kitchen. Grease build-up is also a fire risk and can drip contamination into food. Set a weekly schedule for filter cleaning and stick to it."

Mistake 5: Using wooden utensils in food preparation

"Wooden spoons, wooden chopping boards, wooden spatulas—these cannot be properly cleaned and disinfected because wood is porous. Bacteria absorb into the wood where they cannot be reached. Avoid wooden items entirely in food preparation. Use stainless steel or food-grade plastic that can be properly cleaned and disinfected."

Mistake 6: Ignoring lighting problems

"Working in poor light because 'you're used to it' is dangerous. You can't see contamination in food, you can't see whether surfaces are properly cleaned, you can't spot pest activity. If lighting is inadequate, report it. And if diffuser covers are missing or damaged on fluorescent lights, report that immediately—shattered tubes in food areas are serious contamination incidents."

Mistake 7: Delayed response to equipment failures

"Hoping a struggling fridge will 'last until we can get someone out' risks all the food inside it. Hoping a faulty oven will 'get through service' risks partially cooked food being served. Equipment failures need immediate response. Contact approved contractors immediately when equipment fails—the contingency plan exists to manage the period until repair, not to avoid making the call."

Mistake 8: Not checking temperature probes regularly

"Using a temperature probe without checking it's working properly gives false assurance. If your probe is reading low, you might think food is safe when it's actually in the danger zone. Check probes regularly against known temperatures—ice slurry for 0°C or boiling water for 100°C. If a probe isn't reading correctly, stop using it immediately and get it repaired or replaced."

Mistake 9: Ignoring floor damage because 'it's not that bad'

"Floor damage gets worse, not better. A small crack becomes a larger crack. A damaged joint allows dirt to accumulate. And damaged flooring creates trip hazards near hot equipment and sharp knives. Report floor damage immediately and ensure repairs happen promptly. The contamination and safety risks only increase with delay."

Step 6: Key takeaways

Finish your video by reinforcing the critical points about maintenance and physical contamination.

"Let me recap the maintenance and contamination prevention rules:

Why maintenance matters: Regular planned maintenance reduces contamination risk and ensures equipment works properly to produce safe food. Problems identified early are prevented from becoming serious.

Wall standards: Smooth, non-porous, non-absorbent, hard wearing, washable, non-toxic materials. Light coloured to show dirt. Cracked tiles must be replaced immediately. Pipework positioned to allow cleaning behind.

Floor standards: Non-absorbent, non-porous, non-toxic, washable, non-slip. Ideally curved up walls with sealed edges. Damaged flooring repaired quickly. Non-slip surfaces require deck scrubbing.

Ceiling standards: Non-absorbent, non-porous, washable, non-toxic. Damaged ceiling tiles replaced quickly to prevent physical contamination falling into food.

Lighting standards: Adequate visibility for preparation, cleaning, and pest inspection. Fluorescent tubes must have shatterproof tubes or diffuser covers.

Drainage standards: Keep clean and in good repair. Covers must be removable for cleaning. External manholes intact. Routine inspection schedule.

Hot water: Legal requirement for potable hot and cold running water. Business must close if hot water is not available until repair is complete.

Ventilation: Extractors checked and maintained regularly. Filters cleaned weekly through dishwasher. Canopies degreased weekly. Grease build-up is fire risk and contamination risk.

Equipment: Regular maintenance checks on cooking, hot holding, and chilling equipment. Approved contractor contacts easily accessible. Temperature probes kept clean, disinfected, and verified regularly.

Utensils: Damaged, cracked, or loose-parted utensils discarded immediately. Avoid wooden items—not impervious to contamination. Stainless steel preferred.

Crockery and glassware: Cracked or chipped items discarded immediately. Store inverted when not in use.

Reporting: Report all maintenance issues immediately. Use the maintenance log. Urgent issues reported to management for immediate action.

Contingency planning: Have plans for when major equipment breaks down—alternative equipment, menu changes. Maintain contractor contact list and call immediately when needed.

Maintenance isn't about appearances—it's about preventing contamination. Every damaged surface, every faulty piece of equipment, every cracked plate is a food safety risk. Report issues immediately, discard damaged items without hesitation, and maintain the standards that keep our food safe."