Production Record Books
Production Records are required in federal statutes to document that the meals that received federal reimbursement dollars had enough and the right food to meet federal requirements. (NSLP: 7 CFR 210.10(a)(3) and SBP: 7 CFR 220.8(a)(3)) They are also a useful tool in the kitchen.
School food service must maintain DAILY production records for each school and each meal service. A production record is a working tool that outlines the type and quantity of foods that need to be available for the meal service.
School food service is not required to use any one form for production records such as the North Dakota production record template for lunch or breakfast. You may revise our template to fit your needs, find another state’s template or design your own that works in your kitchen if the required information is included on each day’s record. Make the tool work for you!
The required information for a production record includes:
- Name of the site
- Date of the meal
- Meal type (breakfast or lunch)
- Menu for the meal – this includes
- ALL planned items for all meal choices that must have all food components,
- the types of milk,
- leftovers that will be served in the meal
- other food that is not creditable such as condiments
- Recipe name and number OR Product name and code (i.e. Bake Boy hamburger bun #12345) for homemade entrees or commercially prepared meat and grain, homemade salads, and any other item that will credit to the meal components.
- Planned serving size for each of the menued items that will credit to meal components
- Planned number of students and adults that food is being prepared for.
- Substitutions made to the original menu OR for special dietary needs.
The above information could all be completed before meal service begins. Required information that will be completed on the production record after meal service is:
- Total amount or quantity of food prepared for each food item (pounds, cans, pieces, servings)
- Amount of leftover food for each food item
- Number of reimbursable meals served to students
- Number of non-reimbursable meals served to adults or as second meals
Other notes can be included on a production record such as the temperature log for hot and cold items or notes about the service such as what to order, comments about likes and dislikes, etc. Whatever information you need to make this tool work for you, add it.
Production records can be set up to capture each meal service of the day on one piece of paper including breakfast, lunch, fresh fruit and vegetable and after school snack. They may also be separated such as the vegetable bar production record so the responsibility to document the different areas required can be divided among staff members. In this instance, the staff member filling out the information should initial the production record to ‘certify the information is correct’.
Production records for each meal must be kept for three years plus the current school year unless there is an audit being conducted of these past meal services.
Other Production Record Resources
As mentioned previously, school food service can use any production record that works for their kitchen including another state’s. Following are links to a few other state’s production record resources that are particularly good.