A factory-floor guide to lot traceability in seafood processing that survives blending, splits, and rework. We share naming conventions, label examples, scanner steps, spreadsheet templates, and how to pass a mock recall in under 20 minutes.
If you’ve ever tried to keep lot genealogy intact while filleting, portioning, and blending seafood, you know the pain. Trim tables get busy. Rework appears from nowhere. The batch record looks clean, but the cartons tell another story. In our experience, you can’t fix this with policy alone. You need a simple, barcode-first workflow that respects how the floor actually runs.
Here’s the system we use in Indonesia-Seafood facilities and with partner plants. It’s minimal-tooling, works with a spreadsheet or a light MES, and it’s strong enough to pass a mock recall in under 20 minutes.
The three pillars of rock‑solid seafood batch tracking
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Unique identity at every level. Intake lot. WIP license plate. Case serial. Pallet license plate. If you skip one level, split/merge traceability breaks.
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Event-based genealogy. Record every transformation. When you blend two intake lots into a production batch or split a batch into multiple SKUs, capture the event with who, what, when, where.
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Auditor-ready records by design. Your production batch record should be generated by scans, not typed after the fact. If an auditor asks for “lot genealogy,” you export the events. End of story.
Week 1–2: Set up naming, labels, and a lean spreadsheet
We’ve found most plants can pilot this in two weeks without new software. Start small: pick one SKU family such as Grouper Fillet (IQF) or Mahi Mahi Portion (IQF).
- Lot numbering that scales
- Intake lot: Species code + date + supplier code + sequence. Example: GRP-250910-SUP12-03 for incoming Grouper WGGS (Whole Cleaned) received on 2025-09-10.
- Production batch (build ID): B-YYYYMMDD-Line-Seq. Example: B-20250910-L2-01. Use one Build ID per blending kettle/mixer/bin per run.
- Rework lot: RW-YYYYMMDD-Line-Seq tied back to original lots via event records.
- Label set you actually print
- WIP license plate for totes/bins: Code 128 or QR. Human-readable: Build ID, product-in-process, weight, line, timestamp.
- Case label with serialization: Prefer GS1-128 or 2D GS1 DataMatrix. Example AIs: (01) GTIN, (10) Lot, (17) Expiry, (21) Serial.
- Pallet license plate (SSCC): Use AI (00) with a unique 18-digit SSCC.
- Spreadsheet templates (four tabs)
- IntakeLots: LotID, Species, Supplier, CatchArea, ReceiveDate, Grade, NetWeight, Temp, COA.
- Transformations: BuildID, InputLotID, InputWeight, OutputSKU, Line, Start/End time, Supervisor, Yield%.
- Cases: CaseSerial, BuildID, OutputSKU, LotID, PackDate, NetWeight, CaseCount, LabelPrintUser.
- Pallets: SSCC, CaseSerial list, ShipDate, Truck/Container, Destination.
Practical tip: Pre-assign a daily serial number range to each line so case labels print even if Wi-Fi drops. Sync when back online. This prevents duplicate serials.
How do I maintain traceability when I blend multiple incoming lots?
Treat blending as a transformation event that creates a new Build ID. Every source lot feeding that blend is scanned into the Build.
Basic scanner workflow for split/merge events
- Issue to production: Operator scans IntakeLotID and enters weight to “stage” material to line L2.
- Start build: Supervisor scans New BuildID label. System opens a build session for L2.
- Add inputs: For each tote, scan IntakeLotID and weigh. The spreadsheet (or app) logs InputLotID → BuildID with weight and time.
- Create outputs: When you fillet/portion, scan the BuildID on the WIP label at the pack station. Each case label printed carries LotID = BuildID or, if you prefer, a derived FinishedLot composed of BuildID + SKU, for example GRP-FIL-B-20250910-L2-01.
This preserves lot genealogy even when multiple intake lots flow into one batch and one batch fans out into several SKUs, like Grouper Bites (Portion Cut) and Grouper Wing (Portion Cut, IQF).
What’s a practical way to number lots when product is split into different SKUs and pack sizes?
We recommend FinishedLot = BuildID + short SKU code. Your case labels show the consumer lot as this FinishedLot, while the genealogy table links back to all InputLotIDs.
Example
- Build: B-20250910-L2-01 from GRP-250910-SUP12-03 and GRP-250908-SUP9-02.
- Outputs: GRP-FIL-B-20250910-L2-01 and GRP-BIT-B-20250910-L2-01. One build, two FinishedLots.
Auditors accept this as long as you can trace FinishedLot back to source lots quickly.
Do I need GS1 barcodes or can I start simple?
Start simple, aim for GS1 within 60–90 days. If you’re early stage, a Code 128 label with fields for Lot and Serial is fine. When buyers ask for GS1-128 or EPCIS, you’ll already have the structure to flip.
GS1 quick start
- Case: (01) GTIN, (10) Lot, (21) Serial. Expiry (17) optional for frozen.
- Pallet: SSCC (00) plus case aggregation.
- Record EPCIS-style events if you can: ObjectEvent for case pack, AggregationEvent for pallet build, TransformationEvent for blending. Even a CSV that mirrors EPCIS fields puts you ahead of audits.
How should I record rework so it doesn’t break traceability?
Rework is where traceability dies if you let it. Our rule: Rework is its own input lot with a short “source map.”
Rework log example
- Create RW-20250910-L2-01 with weight, source case serials (or BuildIDs), and reason.
- When rework enters a new build, scan RW-… like any other InputLotID. That’s it.
Two non-obvious tips
- Only rework within the same species and allergen family. Don’t commingle species in rework unless your spec explicitly allows it.
- Put a red WIP license plate on rework bins so operators know it requires a scan before use.
Which records will an auditor ask for?
We see the same list across BRC/IFS and customer audits:
- Production batch record tied to BuildID with inputs, outputs, timestamps, personnel.
- Lot genealogy report showing FinishedLot → BuildID → InputLotIDs with weights.
- Case list with serials, pack times, and label content (lot/expiry).
- Pallet aggregation (SSCC → case serials) and shipment record.
- Mock recall proof: time-stamped trace-back and trace-forward, quantities, and locations.
If your spreadsheet produces these five on demand, you’re in good shape.
What scanner and label setup do I need for carton-level serialization?
Keep it pragmatic.
- Printers: Industrial 4×6 thermal like Zebra ZT series, 203 or 300 dpi. Use freezer-grade adhesive and top-coated labels for wet cartons.
- Scanners: Handheld 2D imagers (to read GS1-128 and DataMatrix). IP65+ if used near thawing/wet areas. Wi-Fi or Bluetooth cradle.
- Labels: Case 4×6 with serial and lot. WIP bins 4×4. Pallet 4×6 SSCC. Print time, line, and operator on each.
- Software: Start with a print server plus your spreadsheet. Move to a light MES later if needed.
Preventing lot commingling errors on the floor
Three controls that matter more than policies:
- Line clearance by scan. You can’t start a new BuildID until the previous BuildID at that station is closed.
- Color coding. One color tote per IntakeLotID. Cheap, visible, and effective.
- Label custody. Case labels only print on a scan of the active BuildID. No pre-printed stacks lying around.
How to run a mock recall that proves your lot genealogy works
Pick a finished case serial at random and trace both directions.
Step-by-step mock recall using lot genealogy
- Trace-back: Scan case serial → get FinishedLot and BuildID → list InputLotIDs with weights and suppliers.
- Quantify: Show how many cases/pallets were produced from that BuildID and where they shipped.
- Trace-forward: For a chosen InputLotID, list all FinishedLots and shipments that used it.
- Report: Export PDFs/CSVs of the five auditor records. Time the exercise. Aim for under 20 minutes.
We’ve reduced some plants from four hours to 14 minutes with the simple event model above.
Real-world example on a blended run
Processing Red Snapper Portion (WGGS / Fillet):
- Intake: RS-250909-SUP7-01 and RS-250910-SUP3-02 received, graded.
- Build: B-20250910-L1-02 created for portioning and trim going to Red Snapper (Snapper Bites).
- Outputs: RS-POR-B-20250910-L1-02 and RS-BIT-B-20250910-L1-02, case-serialized with GS1-128.
- Pallets: SSCC labels applied. Shipment CSV links SSCC to customer PO.
If a buyer asks, we can show which intake lots fed their cases and even yield by source lot.
Common mistakes and how to avoid them
- Using intake lot as the only lot on case labels. That breaks when you blend. Use FinishedLot tied to BuildID.
- Reprinting a damaged label with a new serial but not voiding the old one. Keep a “void list” so duplicates can’t ship.
- Letting rework bypass the scanner. Treat rework as an input lot. No scan, no use.
- Skipping pallet aggregation. Without SSCC aggregation, recalls are slow and costly.
When this advice does and doesn’t apply
- Best fit: Fillet, portion, and IQF lines where you routinely split and merge, like Pinjalo Fillet (IQF) or Kingfish Fillet (Portion Cut / IQF).
- Less critical: Single-lot, whole-fish export with no blending, e.g., Goldband Snapper WGGS. You can still benefit from pallet SSCC and shipment links.
- Advanced buyers: Some retailers now request EPCIS 1.3 event files at case/pallet level. If you’ve captured the events we outlined, exporting EPCIS later is straightforward.
Need help tailoring naming conventions or label data for your SKU mix? You can Contact us on whatsapp. If you’re selecting a pilot SKU to start with, browse our range to pick a tight, high-volume candidate and View our products.
Quick takeaways you can apply today
- Introduce a BuildID for every blend or WIP bin. That’s your anchor for split/merge traceability.
- Serialize cases and aggregate to SSCC pallets. Even a spreadsheet can manage it.
- Log rework as its own lot. Scan it in like any other input.
- Prepare five reports from your scans. That’s your auditor-ready package.
Do this, and lot genealogy stops being an audit risk and becomes a daily operations tool. It’s not flashy. It just works, even on a busy trim line in peak season.