Paper vs Digital Food Safety Records: Print a PDF or Send Your Inspector a Link

Should you print your food safety records, or send the inspector a link? Either works in most places, as long as the inspector can see complete, dated records when they ask. Food law in the EU, the UK and many other countries asks you to keep records and show them on request, but most laws do not say "paper". In Chef Hygiene you can do both from the same records. Print them or save them as a PDF from your device's print screen. Or send a secure read-only link that lasts 1, 3 or 7 days.

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This guide is about one moment: the inspector asks to see your records. It explains the two ways to hand them over, what the law says in each of our 63 countries, how long to keep records, and what changes for each type of food business. If you want to know which records to keep and how to move from paper to an app, read our earlier guide: Digital food safety records: the complete guide.

Contents

1. The short answer
2. Why paper feels like a burden
3. Two ways to show your records: print or link
4. Every country at a glance (the big table)
5. What the law says, region by region
6. How long to keep records
7. By type of business
8. Getting ready for the inspector's request
9. FAQ
10. Official sources

1. The short answer

• Records must exist and be shown. In the EU, Regulation (EC) No 852/2004, Article 5 asks food businesses to keep documents and records that fit the size and nature of the business, and to give the authority evidence of compliance "in the manner that the competent authority requires".
• Digital is accepted in the countries we checked. The European Commission's own guidance says "records can be kept electronically as long as they can be made available to the competent authorities at their request". England, Scotland, Norway, Denmark, Finland, Hungary, Czechia, France, Canada (federal rules), Australia and Mexico say the same in their own words (see the table).
• There is rarely one fixed retention period. Some countries set a number (New Zealand 4 years, Finland and Hungary at least 1 year, Australia at least 3 months). Many set none and say "an appropriate period". Where we could not confirm a rule, the table says so. Check with your local authority.
• The format is your choice. The real test is the same everywhere: the inspector must be able to see complete, dated records when they ask.

2. Why paper feels like a burden

Ask any kitchen owner about paper records and you will hear the same things. We are not quoting a study here, just everyday experience:

• The folder lives in one place. When the inspector arrives, someone has to find it, and it may be in the office, the car or the manager's bag.
• Pages fill up. Someone has to print new sheets, punch holes and file the old ones.
• Kitchens are hard on paper. Water, grease and heat do not mix well with clipboards.
• Handwriting varies. A tired "4" can look like a "9" at the end of a long shift.
• Several sites mean several folders. An owner with two or three places cannot see today's checks without driving round.
• Showing the records takes time. The inspector waits while you go through months of pages to find the week they asked for.

None of this means paper is illegal. In most countries it is fine. It is simply slower to keep and slower to show. If paper works for you, keep it neat, dated and in one place. If it does not, this guide shows the digital route.

3. Two ways to show your records: print or link

Chef Hygiene gives you two ways to hand over the same records. Both start from the inspector pack: you choose the dates (up to 731 days in one pack), and the app gathers your checks into one view.

Option A: print it, or save it as a PDF

• Tap "Print or save as PDF". This opens your device's own print screen. Chef Hygiene does not make a separate PDF file. Your phone, tablet or computer does that.
• On Android, choose "Save as PDF". On iPhone, use Share, then "Save to Files". On a computer, pick a printer or "Save as PDF".
• The print layout shows photos full page and lists any scanned paper pages with a SHA-256 fingerprint. That is a short code that changes if the scan is altered.
• You can also download spreadsheet (CSV) files of your records, training and allergen information.

Best for: an inspector who wants paper on the day, a file to email, or your own archive.

Option B: send the inspector a secure link

1. Make the pack for the dates the inspector wants.
2. Tap "Secure link for the inspector" and choose how long it lasts: 1, 3 or 7 days.
3. Add a name if you like (for example the inspector's office), then tap "Make the link".
4. Show the QR code on your screen, tap "Copy the link", or tap "Send the link" to use your phone's share menu.

What the inspector gets:

• No account and no app needed. The link opens in a normal browser.
• Read only. They can look, print, save as PDF or download the CSV files, but they cannot change anything.
• The same pack you see.

What you keep control of:

• You can stop the link at any time.
• You can see how many times and when it was opened.
• When the time runs out, the link stops working.
• Anyone who has the link can see those records until it ends, so send it only to the person who asked.
• The QR code can only be shown again on the device that made it.

Best for: an inspector who asks for records before or after the visit, a head office that checks several sites, or anyone who prefers not to print.

Things to know, so there are no surprises

• Saved records cannot be edited. If something was wrong, you add a new record that corrects it. Each record keeps the time it was checked, the time it reached the server, and the name of the staff member who did it.
• The kitchen tablet works without internet. Checks are saved on the device and sent when the connection comes back. You do need internet to make the pack, make a link, and for the inspector to open the link.
• Old paper records can come with you. Scan them into the app, and they appear in the pack with their fingerprint.
• The app does not decide what the inspector accepts. It gives you complete, dated records that are easy to show. Your country's authority decides the rest.

4. Every country at a glance

How to read the table:

• Digital allowed? Does an official source say records may be kept electronically?
• Shown on request? Must records be shown to the inspector?
• How long to keep? The retention period, if one is set.
• "Not confirmed" means we did not find an official answer. Ask your local authority.
• EU countries: the European Commission's 2022 guidance accepts electronic records and asks for "an appropriate period", and Article 5 of Regulation 852/2004 requires evidence on request. Those rows say so even where we found no national text.

Checked on official sources in October 2026. Rules change, so always confirm with your own authority.

5. What the law says, region by region

European Union

• [Regulation 852/2004, Article 5](https://www.legislation.gov.uk/eur/2004/852/article/5/data.htm?view=plain) asks for "documents and records commensurate with the nature and size of the food business". You must provide evidence "in the manner that the competent authority requires". You must keep records "for an appropriate period". There is no rule on paper or digital, and no number of months.
• The [Commission Notice 2022/C 355/01](https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:52022XC0916(01)) is official guidance on HACCP flexibility. It says records "can be kept electronically as long as they can be made available to the competent authorities at their request" and "should be kept for an appropriate period of time in any format". It also notes that in catering, food is eaten shortly after it is made.

Some EU countries go further:

• [Hungary](https://portal.nebih.gov.hu/documents/10182/406632/GHP_press_low.pdf/36f7dfad-0890-4950-b5e6-58bd71418b99): paper or electronic; keep records on site where the authority can see them, for at least 1 year.
• [Czechia](https://www.psp.cz/sqw/sbirka.sqw?cz=137&r=2004): critical points in written or electronic form. Monitoring records 14 days; checks that the system works, 1 year.
• [France](https://info.agriculture.gouv.fr/boagri/instruction-2024-528): no form is imposed. Records are kept so they can be shown at an official control.
• [Finland](https://www.finlex.fi/fi/lainsaadanto/2021/318): keep own-check records at least 1 year after the food's date, available to the authority.
• [Denmark](https://foedevarestyrelsen.dk/kost-og-foedevarer/start-og-drift-af-foedevarevirksomhed/egenkontrol-og-risikoanalyse): paper or digital; no fixed period.

United Kingdom and the Crown dependencies

• England and Wales: the FSA's Safer Food, Better Business pack says you can keep an electronic diary. The Food Safety Act 1990, section 32 lets officers inspect records "in whatever form they are held".
• Scotland: the CookSafe guide allows monitoring to be recorded electronically, and asks for records to be kept for an appropriate period.
• Jersey and Guernsey: records must be produced to officers; we found no fixed period.
• Isle of Man and Gibraltar: not confirmed.

Ireland

• Restaurants, cafés and takeaways fall under S.I. 369/2006, regulation 5.
• How long to keep records:
• 3 months after the "use by" date
• 1 year after the "best before" date
• 3 months after sale, for food for immediate consumption
• The 3-year rule in S.I. 22/2020 is for businesses registered or approved under those Regulations, not for most restaurants.

Nordic countries

• Norway: Mattilsynet accepts a binder, a notebook, a digital document or an app. Records must be shown at inspection; the business decides how long.
• Denmark: paper or digital (above).
• Finland: at least 1 year (above).
• Sweden: the Livsmedelsverket control wiki speaks of a "reasonably long period" beyond shelf life.
• Iceland: not confirmed.

USA and Canada

• USA: the FDA Food Code is a model that states adopt. It does not set one general period or format. It asks for some specific records, such as some cooling and cold-holding records, to be available to the regulator on request. Shellstock tags and fish parasite-destruction records: 90 days. Your state or county may add more.
• Canada: the CFIA says records may be hard copy or electronic. Restaurants mostly follow provincial rules. In Ontario, O. Reg. 493/17 asks for pest-control records and food purchase records to be kept for at least 1 year.

Australia and New Zealand

• Australia: FSANZ says a record can be "in any form (including electronic)". Under Standard 3.2.2A, records must be kept for at least 3 months.
• New Zealand: the Food Regulations 2015 ask for records to be legible, accurate, complete and accessible, and kept for at least 4 years.

Latin America

• Mexico: NOM-251-SSA1-2009 defines a record as information "electrónica o no" (electronic or not). Its keeping and showing rules are written for factories. For restaurants we found no set period.
• Brazil: ANVISA RDC 216/2004 asks for records to be kept for at least 30 days. States and cities may ask for more.

Turkey, Gulf, Asia, Balkans and Eastern Europe

• Turkey: the Food Hygiene Regulation asks for records to be given to the Ministry on request and kept for "an appropriate period".
• Not confirmed: the UAE, Qatar, Saudi Arabia, Japan, Singapore, Malaysia, India, the Balkans, Russia, Belarus, Ukraine and Moldova. We did not find an official answer we could confirm, so the table says "not confirmed". Ask your local authority.

6. How long to keep records

There is no single world rule. Here is what we confirmed:

Practical tip: if your country sets no number, keep at least everything since the last inspection, and keep longer for food with a long shelf life. Chef Hygiene does not delete saved check records on a timer. They stay until you delete the business or the account. One inspector pack can cover up to 731 days.

7. By type of business

The rules above apply to every food business. What changes is what the inspector is most likely to ask for, and which way of sharing suits you.

Restaurant

What the inspector looks at most: cooking and cooling temperatures, fridge checks and cleaning.

Best way to share: print the pack for the dates asked, or send the link if the officer wants to look before the visit. If you have more than one restaurant, each site has its own records.

Takeaway

What the inspector looks at most: hot-holding, reheating and allergen information, because orders leave the building fast.

Best way to share: a short pack, for example the last 4 weeks, often answers the question in minutes. The QR code is quick to show at the counter.

Café

What the inspector looks at most: milk and cake fridges, sandwich preparation and cleaning.

Best way to share: with small teams and short shifts, checks on a tablet mean the records are in one place when the owner is not there.

Bakery / cake shop

What the inspector looks at most: cooling of baked goods, cream and filling temperatures, allergens and dates on labels.

Best way to share: include delivery and allergen records in the pack. Use the CSV files if you also share records with a wholesale customer.

Dessert shop / sweets

What the inspector looks at most: freezer and display temperatures (ice cream, chilled desserts) and allergens.

Best way to share: temperature records over a long period matter here. Choose a wide date range when you make the pack.

Pub / bar / club

What the inspector looks at most: food checks if you serve food, plus cellar and glass-washer cleaning.

Best way to share: if the person who does the checks is not on shift when the officer calls, a link sent from the manager's phone saves the visit.

Community hall / venue

What the inspector looks at most: who prepared food for each event, temperatures on event days, and cleaning before and after.

Best way to share: make a pack for just the event dates. A short link (1 day) is often enough for an event organiser or officer.

Corner shop / grocery

What the inspector looks at most: chilled display and fridge temperatures, use-by dates and deliveries.

Best way to share: daily fridge checks over weeks or months; a printed pack is easy to leave with the officer.

School / nursery kitchen

What the inspector looks at most: allergens and special diets, cooking temperatures and staff training.

Best way to share: the link lets a school business office or local authority see records without visiting the kitchen. Choose the shortest time that works.

Caterer / food van

What the inspector looks at most: temperatures during transport and at the event, and where food was made.

Best way to share: records live on your phone or tablet, not in a folder left at base, and the kitchen tablet keeps working without signal. Remember that making a pack or link needs internet.

8. Getting ready for the inspector's request

1. Know your country's row in the table above.
2. Fill in checks on the day they happen, so every record has the right date and time.
3. Fix gaps honestly. If a check was missed, write what happened and what you did. In Chef Hygiene you add a correcting record, because saved records cannot be changed.
4. Practise making a pack before you need one, so you know where the button is.
5. Decide who can send a link. Keep it to the manager or owner.
6. Keep older paper records for as long as your country asks, or scan them in.
7. On the day: ask the inspector which dates they want, then print or send the link for exactly those dates.

Remember: no app or folder guarantees a rating. Inspectors judge how you actually handle food, your premises and how you manage food safety. Good records help you show that.

9. FAQ

Is a digital record as good as a paper one?

In the countries we checked, yes, as long as the inspector can see it when they ask. EU guidance says records "can be kept electronically" if they are made available on request.

Do I have to print my records for the inspector?

Usually not, but if the officer asks for paper, print the pack. In Chef Hygiene, "Print or save as PDF" opens your device's print screen.

Does Chef Hygiene make a PDF file?

Not by itself. It opens your device's print screen, where you can choose "Save as PDF" (or Share, then "Save to Files" on iPhone).

What is the inspector link?

A secure web link to a read-only copy of your inspector pack. It works for 1, 3 or 7 days, and you choose which.

Does the inspector need an account or the app?

No. The link opens in any browser.

Can the inspector change my records through the link?

No. The link is read only. They can view, print, save as PDF or download CSV files.

Can I stop a link early?

Yes. Tap "Stop this link" at any time.

Can I see if the inspector opened the link?

Yes. The app shows how many times the link was opened, and when.

How long can a link last?

1, 3 or 7 days. There is no permanent link.

Can I make a link without internet?

No. Making a pack or a link needs internet, and so does opening the link.

Does the kitchen tablet work offline?

Yes. Checks are saved on the device and sent when the internet comes back.

Can I edit a record after saving it?

No. Saved records cannot be changed. You add a new record that corrects it.

Can I show records from several sites?

Each site has its own records and its own pack. Make a pack for each site the inspector asks about.

How many days can one pack cover?

Up to 731 days.

Can I give the inspector a spreadsheet?

Yes. You can download CSV files of your records, training and allergen information.

Are photos included?

Yes. Photos appear in the pack, and full page when you print.

Can I add my old paper diaries?

Yes. Scan them with the built-in scanner. Each scanned page is listed in the pack with a fingerprint code.

How long must I keep food safety records?

It depends on the country. New Zealand says 4 years, Hungary and Finland at least 1 year, and Australia at least 3 months. Many countries set no number. See section 6 and the table.

How long does Chef Hygiene keep my records?

Saved check records are not deleted on a timer. They stay until you delete the business or account.

Does the EU set a retention period?

No. Article 5 of Regulation 852/2004 says "an appropriate period". Some countries add their own number.

How long in Ireland?

For most restaurants: 3 months after the use-by date, 1 year after the best-before date, or 3 months after sale for food eaten straight away (S.I. 369/2006).

How long in England and Wales?

The law sets no number. The FSA's Safer Food, Better Business guidance says to keep diary pages until the next visit from an officer.

How long in the USA?

The FDA Food Code has no general period. Some records, such as shellstock tags, are kept 90 days. Ask your state or county.

Are digital records accepted in Canada?

The CFIA accepts hard copy or electronic records under federal rules. Restaurants mostly follow provincial rules. Check with your province.

Are digital records accepted in Australia?

Yes. FSANZ says a record can be in any form, including electronic, kept for at least 3 months.

What if my country is "not confirmed" in the table?

We could not find an official answer we could check. Ask your local food authority which format and period they expect.

Will digital records get me a better rating?

No app guarantees a rating. Inspectors judge your food handling, premises and management. Clear records help you show good management.

What does "confidence in management" mean in the UK?

In the UK rating scheme, the officer looks at how you manage food safety, "looking at processes, training, and systems", to judge if standards will be kept up.

Is it safe to send records by link?

The link is secret and only its fingerprint is stored. But anyone who has the link can see the records until it ends, so send it only to the person who asked.

Can I show the QR code again later?

Only on the device that made the link.

Do I still need a food safety plan?

Yes. Records show that you follow your plan. In the EU, Article 5 asks for procedures based on HACCP principles.

What if a check was missed?

Do not fill it in later as if it happened on time. Record what happened and what you did. Inspectors look for honest, dated records.

Can staff do checks in their own language?

Yes. Chef Hygiene works in many languages, and the records stay the same for the inspector.

Can I keep paper and digital at the same time?

Yes. Many businesses run both for a short time while they switch. Just make sure the inspector can see one complete set.

Where can I learn which records to keep?

Read our guide: Digital food safety records: the complete guide.

10. Official sources

• EU: Regulation (EC) No 852/2004, Article 5, Commission Notice 2022/C 355/01)
• UK: Safer Food, Better Business, Food Safety Act 1990 s32, CookSafe (Scotland), FHRS guidance for businesses
• Ireland: S.I. 369/2006, S.I. 22/2020
• Nordics: Mattilsynet, Fødevarestyrelsen, Finland decree 318/2021, Livsmedelsverket
• Europe: France DGAL 2024-528, Hungary NÉBIH guide, Czechia decree 137/2004, Belgium AFSCA guide G-023, Germany LMHV, Spain RD 1021/2022, Turkey
• North America: FDA Food Code 2022, CFIA record keeping, Ontario O. Reg. 493/17, Mexico NOM-251
• Oceania and Brazil: FSANZ evidence tool, New Zealand Food Regulations 2015, ANVISA RDC 216/2004

Keep your records ready to print or share with Chef Hygiene:

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