Portland Food Recall Response Checklist for Operators

Immediate Notification and Traceability Requirements

Within 4 business hours of learning about a recall affecting your operation, contact Multnomah County Health & Human Services Environmental Health Division and document the notification. Oregon's food traceability rules (OAR 333-064-0100) require you to maintain supplier records showing lot codes, dates received, and quantities on hand—inspectors will request these during a recall investigation. Immediately segregate affected products, apply "Do Not Use" labels, and create a written log identifying which menu items, prep areas, or service lines received contaminated stock. Retain all purchase orders, invoices, and delivery documentation for at least two years; Oregon Food Service Rules require these records be accessible within 24 hours of request.

Customer Communication and Records Retention

If your establishment served recalled products to customers, Portland-Multnomah County rules require you to maintain a customer notification log showing date, method (email, phone, in-person notice), and staff member responsible. Oregon Health Authority guidance expects operators to identify affected service dates and customer names when possible, especially for recalls involving allergens or pathogens like Listeria monocytogenes, E. coli, or Salmonella. Document any customer complaints or illnesses reported post-recall; inspectors will review these records as part of their investigation. Do not dispose of affected inventory without health department approval—photographing products with lot codes and dating the images provides evidence of proper recall execution and demonstrates compliance with disposal requirements.

Inspection Preparation and Common Violations to Avoid

Multnomah County inspectors will typically verify that you removed recalled items, reviewed supplier letters for recall scope (affected lots, UPC codes, use-by dates), and retrained staff on affected products within 48 hours of recall discovery. Common violations include failure to trace product through your operation, incomplete staff training documentation, and inability to produce supplier notifications or corrective action records. Ensure your Hazard Analysis Critical Control Points (HACCP) plan or Preventive Controls for Human Food (PCDF) documentation is current and stored accessibly; inspectors check these to confirm you've addressed root causes. Do not attempt to salvage, repackage, or donate recalled items without explicit written health department approval—this is a critical violation that can trigger closure orders. Keep a recall response binder with templates, contact numbers for Multnomah County (971-673-1111), your suppliers, and staff roles assigned for future incidents.

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