How to Turn the FDA Traceability Requirement Into a Win for Stores: Webinar Key Takeaways

By Jim Dudlicek / NGA Managing Editor and Content Strategist

Food traceability can lead to critical advantages for independent grocery retailers and wholesalers, now and in the future.

A recent webinar hosted by the National Grocers Association explored why traceability is becoming essential for independent grocers, from complying with regulatory standards to enhancing food safety and responding effectively to product recalls.

Presented by Derek Hannum, chief customer officer at ReposiTrak, the webinar demonstrated the role of data, showed what traceability-related innovations are available and demonstrated how traceability can be leveraged in an increasingly competitive marketplace.

Here are some key takeaways from the discussion:

The food industry is adopting traceability as a standard practice. Retailers and wholesalers that can't execute basic traceability now have regulatory, legal and business risks. Food companies should get ready for traceability now.

What categories of products need to be tracked? These products are on the FDA FSMA 204 Food Traceability List (FTL): soft cheeses, shell eggs, nut butter, cucumbers, fresh herbs, leafy greens, melons, peppers, sprouts, tomatoes, tropical tree fruits, fresh-cut fruits and vegetables, finfish, crustaceans, mollusks and ready-to-eat deli salads. Deadline for compliance is Jan. 20, 2026.

Key Data Element (KDE) records must be created as products move from suppliers to distribution centers and on to stores and restaurants. KDE records must be saved for 24 months, and sent to the FDA within 24 hours of a request. The FDA requires all KDEs to be included in a KDE receiving or shipping record for every shipment.

Suppliers can flip the script. Sell more and grow your business by becoming traceability friendly. Look for technology platforms that enable you to exchange traceability and supply chain data easily, with all your customers, regardless of the systems they require. Position your brand as "traceability ready" and train your sales and marketing teams to use it to expand distribution and grow your market share.

Retailers and wholesalers should think about traceability implementation as three separate phases: Supplier onboarding to enable data sharing, distribution center/warehouse traceability, and store-level traceability.

What's required for a successful and compliant traceability program? Data flows every time a shipment is sent. Automated data sharing is the goal. You need to have a place to store the data for 24 months where you can easily retrieve it.

Tips for wholesalers/distributors. Understand that suppliers run the gamut from the most technically sophisticated CPGs to small family businesses, so choose an approach that works for all of them. Help them understand why it will be necessary to include non-FTL items in your traceability program, as your customers may require it of you.

Retailers, understand your requirements. You have a traceability requirement under FSMA 204, and you also have customers with growing expectations about your responsibility for food safety. You have a variety of suppliers, with a variety of technical capabilities. Your primary wholesaler/distributor can be your partner in traceability but can't solve all your problems.

Rethink store receiving. This is where the case label really matters. If your suppliers don't have a method to send you lot codes and related data, you will need to manually collect it from paperwork or labels. Start looking at your case labels now and letting your suppliers know they need lot codes on their cases.

Business benefits for store scanning: Automatic invoice reconciliation; improved inventory management; improved forecast and order accuracy; reduced shrink through freshness management; labor savings via task management.

For more exclusive insights, view a recording of the complete webinar at https://attendee.gotowebinar.com/recording/3643470815929253213.