What Are Retention Samples and Why Are They Important?

In a commercial kitchen, food retention samples are small portions of prepared food that are set aside and stored for potential future testing. Taken by kitchen staff after preparing a dish, these samples act as a safeguard in case of a foodborne illness claim.

Retention samples are critical because they allow testing to determine whether the food served was the source of an illness. This protects:

  • Customers: By identifying harmful pathogens such as E. coli or Salmonella.
  • Your Business: By defending against false claims and enabling transparent investigations.

Food Consulting Services (FCS) not only provides expert food testing but also offers training to kitchen staff on how to properly collect, label, and store retention samples.

How Are Retention Samples Collected and Stored?

Retention samples should be taken by the kitchen team at the end of service and stored according to the following guidelines:

  1. Collect the Sample:
    • Take a 100g portion of each bulk-prepared dish, including hot and cold foods.
    • Use sterile zip-lock bags or food-safe containers to avoid contamination.
  2. Label Properly:
    • Clearly mark the date, service period (e.g., breakfast, lunch, dinner), and food type on each sample.
  3. Store Correctly:
    • Keep the samples in a refrigerator or cold room for at least three days.
    • If needed for longer periods, freeze the samples to preserve them.

FCS can train your staff to implement these best practices seamlessly, ensuring proper retention sample handling in your kitchen.

What Happens When a Food Poisoning Complaint is Made?

If a customer reports food poisoning, retention samples can be crucial for identifying the cause. Follow these steps to ensure a thorough investigation:

  1. Identify the Relevant Retention Sample:
    • Pinpoint the sample from the day and service period corresponding to the customer’s meal.
  2. Send the Sample for Testing:
    • Submit the sample to a SANAS-accredited food testing laboratory, such as Food Consulting Services.
  3. Gather Customer Information:
    • Collect the customer’s name, contact details, the time they ate the food, and whether the food was stored before consumption.
    • Request details about any medical consultation or test results.

What Do Laboratories Test Retention Samples For?

Accredited laboratories test for pathogens commonly linked to foodborne illnesses, such as:

  • E. coli and E. coli O157: Causes diarrhoea and, in severe cases, haemolytic uremic syndrome (HUS).
  • Salmonella: Often linked to raw poultry, eggs, and produce, causing fever and diarrhoea.
  • Staphylococcus aureus: Produces toxins, often found in improperly stored meats or salads.
  • Clostridium perfringens: Found in large batches of hot food held at unsafe temperatures.
  • Bacillus cereus: Common in starchy foods like rice and pasta, causing vomiting and diarrhoea.
  • Listeria monocytogenes: Grows in cold foods, posing a risk to pregnant women.
  • Vibrio species: Associated with seafood.
  • Campylobacter: Found in undercooked chicken.

Retention Samples: Protecting Customers and Your Business

By maintaining food retention samples and following proper collection and storage procedures, commercial kitchens can effectively manage foodborne illness claims. These samples provide the evidence needed for thorough and fair investigations, protecting your customers’ health and your business’s reputation.

Food Consulting Services not only performs the necessary testing but also offers staff training to help you implement an effective retention sample process.

For more information or to arrange food testing and training, contact Food Consulting Services, an ISO 17025-accredited laboratory.