Food safety failures in refrigerated and frozen foods rarely stem from a single catastrophic event. More often, they are the result of small, compounding breakdowns across the cold chain—gaps that occur during handoffs, temperature fluctuations, or misaligned processes between partners.

That was a central theme in Smart Solutions for Cold Food Safety, a recent Refrigerated & Frozen Foods webinar sponsored by RYTEC, which brought together industry experts to examine how companies can strengthen cold chain management while preparing for evolving regulatory demands.

A System Under Pressure

Many cold foods operate within a narrow margin for error. With short shelf lives and high susceptibility to pathogen growth, even minor temperature deviations can trigger product holds, rejections or, in worst cases, recalls.

“Refrigerated products typically have a very small margin for error,” said Janet Rowat Kraiss, director of food safety at The Suter Co. “Once product leaves our facility, we’re relying on multiple partners—and every handoff introduces risk.” 

Transfer points—such as loading docks, cross-docks, and distribution centers—represent some of the most vulnerable moments in the cold chain. These are the points where control shifts, visibility can drop and temperature excursions are more likely to occur.

Compounding the issue is the complexity of today’s supply chain. Rather than a linear path from production to consumption, products move through a web of interconnected players, making traceability and accountability more challenging than ever.

Regulatory expectations are evolving to reflect this complexity. The industry is moving away from inspection-based, reactive models toward systems focused on prevention, data visibility and full supply chain accountability.

The Food Safety Modernization Act (FSMA), particularly the upcoming FSMA 204 traceability rule, is at the center of this shift. The rule requires companies to track key data elements (KDEs) and critical tracking events (CTEs) across the entire supply chain, with the goal of enabling traceability within 24 hours.

Although the compliance deadline has been extended to July 2028, experts emphasized that the work required is substantial—and already underway.

“This is not just about certain foods on a list,” said Shane Brennan, senior vice president of global policy at the Global Cold Chain Alliance (GCCA). “This is a system-wide change for how data moves through the supply chain.” 

For many companies, the challenge isn’t collecting data — it’s aligning systems and processes across multiple partners. Without consistency, even robust internal systems can fall short when integrated into the broader chain.

Technology Driving Visibility

Advancements in temperature monitoring and tracking technology are helping companies close these gaps. Real-time temperature recorders with GPS capabilities, alerts and geofencing are providing unprecedented visibility into product movement and conditions.

In one example shared during the webinar, a shipment equipped with GPS tracking revealed a truck traveling in the wrong direction—toward Wisconsin instead of its intended destination in Florida. In another case, real-time temperature alerts allowed a company to intercept a failing refrigeration unit mid-transit, preventing product loss.

These tools are shifting the industry from reactive problem-solving to proactive intervention.

“There’s a lot you can do with the data if you have it,” Kraiss said. “The key is acting on it before it becomes a bigger issue.” 

While technology plays a critical role, foundational practices remain essential. Maintaining the cold chain begins at the earliest stages of production, including using pre-chilled ingredients, minimizing exposure to ambient temperatures and rapidly cooling products after processing.

But even the best processes can fall short without strong partnerships.

Both speakers emphasized the importance of collaboration across the supply chain. Clear expectations, aligned protocols and open communication between manufacturers, carriers and third-party logistics providers are critical to maintaining product integrity.

“Finding a true partner is key,” Kraiss said. “The lowest cost option isn’t always the best when you’re dealing with food safety risks.” 

Despite advancements in technology and regulation, one factor remains constant: people.

A strong food safety culture—where employees are trained, empowered, and encouraged to speak up—can prevent small issues from escalating into major problems. In an environment facing ongoing labor challenges, investing in training, and fostering accountability is more important than ever.