Q&A: Modernizing food safety with digital recordkeeping is transforming dairy operations

In the food and beverage industry, precision and accountability are crucial. As regulatory expectations evolve and technology advances, traditional paper-based systems are giving way to digital solutions that offer greater reliability, efficiency and traceability. We sat down with Ola Wesstrom, Food & Beverage Industry Manager at Endress+Hauser, to share insights into how digital recordkeeping is reshaping pasteurization monitoring, enhancing regulatory compliance and driving operational excellence across hygienic processes.

Why is accurate recordkeeping essential in the food and beverage industry?

Ola: Accurate recordkeeping is fundamental to ensuring product safety, maintaining regulatory compliance and protecting public health. In highly regulated sectors like dairy, manufacturers must continuously monitor and document critical control points such as temperature, flow rate and valve status. These records serve as legal proof that processes like pasteurization are performed correctly and consistently. Without reliable documentation, companies risk non-compliance, product recalls and reputational damage, all of which can have serious financial and consumer trust implications.

What are the limitations of traditional paper chart recorders?

Ola: Paper chart recorders have long been used to document process data, but they come with significant drawbacks. They are physically bulky, require ongoing maintenance and consume supplies like ink and paper. Over time, paper records degrade, making long-term storage and retrieval difficult. Technicians must manually interpret and cross-reference data across multiple charts, which is time-consuming and prone to error. Mechanical issues like pen skips or smudges can obscure critical information, and manual annotations often lack the auditability required for modern regulatory standards.

How are digital systems transforming industrial recordkeeping?

Ola: Digital systems are replacing paper-based methods by offering automated, high-resolution data capture directly from process instruments. These systems provide secure, time-stamped records that are easy to access, analyze and audit. They eliminate the need for manual chart changes and reduce the risk of human error. With features like electronic signatures and built-in audit trails, digital platforms meet regulatory requirements while improving operational efficiency. They also enable real-time monitoring and centralized data management, giving operators and quality teams better visibility into process performance.

What role does the FDA and PMO play in supporting digital recordkeeping?

Ola: The FDA and other regulatory bodies are increasingly supportive of digital recordkeeping, provided systems meet specific criteria. The FDA’s 21 CFR Part 11 outlines the requirements for electronic records and signatures, ensuring they are as trustworthy as paper. In the dairy industry, the Pasteurized Milk Ordinance (PMO) mandates continuous monitoring of pasteurization parameters like temperature, flow and valve status. Modern digital systems are designed to comply with these standards out of the box, making it easier for processors to meet legal obligations and pass audits with confidence.

How does digital recordkeeping improve pasteurization monitoring in dairy operations?

Ola: Pasteurization requires precise control and documentation of multiple parameters to ensure product safety. Traditional paper systems make it difficult to correlate data across charts, increasing the risk of oversight. Digital systems like the Endress+Hauser Memograph M RSG45, paired with Field Data Manager software, integrate inputs from various instruments into a single, synchronized timeline. These systems record all PMO-required data points—such as hot and cold product temperatures, flow rates, differential pressure and valve positions—in real time. Operators can visualize the entire process, annotate events and generate compliant reports quickly, simplifying both operations and regulatory review.

What are the advantages of on-premises data management software?

Ola: On-premises data management software offers fast, secure access to critical process data without relying on external networks. This is especially important in regulated environments where uptime and data integrity are essential. On-prem solutions give manufacturers full control over their data and infrastructure, reducing cybersecurity risks and ensuring availability during audits or troubleshooting. Software like Field Data Manager enables automated reporting, historical data analysis and seamless integration with digital recorders, making it a powerful tool for improving compliance and operational insight.

How does digital transformation enhance food safety and traceability?

Ola: Digital transformation improves food safety and traceability by ensuring that process data is accurate, secure and readily accessible. Automated data capture reduces the risk of human error, while centralized systems make it easier to trace products from raw material to finished goods. Real-time monitoring allows for faster responses to deviations, and secure audit trails provide transparency and accountability. This not only helps manufacturers meet regulatory requirements but also strengthens consumer confidence and supports continuous improvement across operations.

Are digital systems limited to pasteurization processes?

Ola: No, digital systems are highly versatile and can be applied across a wide range of hygienic processes. In addition to pasteurization, they are commonly used for clean-in-place (CIP) systems, silo temperature monitoring, batch processing and packaging verification. Leading data management platforms can scale to support multiple recorders and processes across entire facilities, making them ideal for plant-wide compliance and optimization. Their flexibility and reliability make them a valuable asset for any food and beverage operation looking to modernize and improve efficiency.

To learn more about the Memograph M RSG45 and other Endress+Hauser instrumentation, click here.