Australian Food and Grocery Council

Australian Food and Grocery Council

PRODUCT INFORMATION FORM PIF 5.0

Kim Leighton Director, Policy and Regulation November 2011

Australian Food and Grocery Council

OVERVIEW
INTRODUCTION TO PIF PIF CONVERT PIF 5 USER GUIDE MAJOR CHANGES WITH PIF5.0 DISCUSSION AND ISSUES

Australian Food and Grocery Council

PRODUCT INFORMATION FORM

Launched in 2008 as a industry standardised ingredient questionnaire designed to replace the numerous companyspecific information forms. Acceptable to food companies and their suppliers Consistent with regulatory and consumer information requirements Comprehensive information about ingredients more than simply allergens Improved confidence in allergen statements and label compliance
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PLATFORM
The Product Information Form [PIF 5.0] has been built to be compatible with Office 2007 and Office 2003 versions of Excel. Optimal performance in Office 2007 or higher Limitations in Office 2003:
much more limited ability to control conditional functions and some functions will not work properly. Limited colour palette means that some colour tones differ to Office 2007.

NOT compatible for earlier versions of Excel in Office 2000. Use of colour in form:
Blue background boxes indicate input required. Pink background boxes indicate drop-list selection Purple background with white text incomplete mandatory input box Green background box form calculation results RED coloured boxes white text - an error with an answer that has been provided.
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APPLICATION
Product Information Form (PIF 5.0) comes in two formats:
PIF 5.0 2011.xls, or PRINTONLY PIF 5.0 2011.xls.

PIF 5.0 2011 is designed to be filled out electronically after which it may printed, or you may wish to email the PIF as an attachment. The form is designed to turn on or turn off certain questions depending on answers provided when filling out the form electronically. This helps to guide the user and minimises the amount of unnecessary text. The form is NOT to be used by printing the blank Excel form and then attempting to fill in the questions in hard copy. IF it is necessary to fill in a hard copy form then you must use the PRINTONLY PIF version of the form.

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GENERAL INSTRUCTIONS
Navigate through the form using the tab key to move from one field to the next, or scroll through the form and use the left click on the mouse to activate an input box for data entry. Click once into each check box for a cross to appear or begin typing to insert text into the text fields or select the drop list DO NOT COPY and PASTE from one set of field to another. Each cell in the form has unique properties associated with the cell which controls how other cells in the form will behave. Copying cells also copies these properties and may cause problems. Large content in a cell will not be visible and it needs to be resized manually by expanding the row that the cell is in. Column width cannot be changed as it will corrupt the page format for printing.

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USER GUIDE FOR PIF 5.0

The User Guide provides an explanation of what is required for questions in PIF 5.0 and includes:
References to relevant sections in the ANZ Food Standards Code Other references to regulations, standards or codes if appropriate such with Country of Origin Labelling Limited examples to illustrated the intent of certain questions In the case of GM requirements, a decision tree that shows the process for arriving at a determination if GM labelling may be required, or may be exempt

Information is presented consistent with the same layout in the form and provides an introduction and general guidance on use of the PIFconvert tool. The User Guide is intended to be updated as industry queries identify a need for further details and clarification about requirements.

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FORM STRUCTURE
SECTION 1 - CONTACT DETAILS & DECLARATION SECTION 2 - PRODUCT INFORMATION & INGREDIENTS SECTION 3 - COMPOSITIONAL INFORMATION SECTION 4 - FOODS REQUIRING PRE-MARKET CLEARANCE SECTION 5 - NUTRIENTS & CONSUMER INFORMATION CLAIMS SECTION 6 - DURABILITY, PACKAGING & SUPPLY CHAIN SECTION 7 - ORGANOLEPTIC, PHYSICAL , MICROBIAL CHEMICAL SPECIFICATIONS SECTION 8 - COMMENTS / ADDITIONAL INFORMATION &

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MIGRATING 4.3 DATA TO VERSION 5.0

Download zip file from AFGC or Allergen Bureau website EXTRACT files into a PIF5 folder and follow steps in User Guide A data migration tool to move data out of the previous Version 4.3 into the Version 5.0 blank form Designed to identify the specific location of data is cells that conform to the original Version 4.3 template. Once data migrated to PIF5.0, there will be some blank fields where additional information is required. Three separate files are provided to migrate data:
PIFConvert.xls, this contains the program to migrate the data. Data Migration Map.xls, the map to identify where data goes. PIF 5.0 2011.xls, this is the new PIF Version 5.0 template.

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SECTION 1 CONTACT DETAILS & DECLARATION

Supplier Logo and product identification
The suppliers company logo can be inserted into the top left-hand corner The logo image should be in gif or jpg format and should be no larger than 10-20 KB in size and not bigger than 2.5cm X 2.5 cm. Product identification the suppliers name and code number for the product The GTIN / EAN if relevant Import / Export countries Inclusion of question on import to AUS/NZ and Tariff Code this may be of use particularly for agreements for use of PIF with importing inspection authorities

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SECTION 1 CONTACT DETAILS & DECLARATION

Contact details
Business name / ABN / Trading Name Business address and postal address have separated fields Contact details for person for supplying company. Manufacturer details where the product is manufactured by another company or at various manufacturing sites. Up to 3 sites provided under Section 1. Contact details for technical and allergen information. This may be the relevant technical person at the manufacturing site or it may be the key contact person at the supplier.
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SECTION 1 CONTACT DETAILS & DECLARATION

Supply declaration and warranty
The supplier declaration and warranty is an acknowledgement of the obligations in providing correct and accurate information, and an undertaking that any changes to the information provided will notified to the customer in an appropriate and timely manner to minimise the flow-on impacts on the customer. Clause 6: suppliers should advise their customer in advance of any changes to the information. Changes to the information provided in the PIF has the potential to impact further down the supply chain, such as changes on product labelling. Advance warning of changes is necessary to ensure that changes to labelling will be able to be accommodated by their customer. The authorised person can insert a digital signature, similar process as with logo.

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SECTION 1 CONTACT DETAILS & DECLARATION

When to re-issue a PIF When there are significant changes to product specifications If customer verification testing were to detect significant deviation from the specification provided in the PIF then it may need re-validation and re-issuing. Periodically, as agreed between the customer and supplier, as part of validation and verification requirements.
As a rule of thumb this should be at least every two years. If highly ingredients are highly stable this may be extended or if subject to seasonal or environmental variation may be reduced to annually.

PIFs should NOT be re-issued simply because the supplier has been subject to an audit and there is a more updated report if the report is essentially unchanged.

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SECTION 1 CONTACT DETAILS & DECLARATION

Check list
Automated to detect when sections have not been completed Supplier must still indicate that additional material has been attached

Status of sections
Indicate if all mandatory sections of form are complete. Mandatory questions depend on product and answers. For example, follow-on questions may be mandatory if Yes, but not required if No. Option to identify mandatory Questions not completed by ticking check box

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SECTION 2 DESCRIPTION & INGREDIENTS

2.1 Product description and 2.2 Legal description
A description of the physical and / or technological attributes: E.g. An aqueous, clear solution of food grade acetic acid 75% w/w The legal description or name of the product, which can be used for E.g. Acetic Acid, Food Acid (260), Acidity Regulator (260)

2.3 Product application and intended use

Selection of questions related to how the product is supplied for use further manufacturing and use select from drop list. Depending on selection, certain questions further on will be available or modified

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SECTION 2 DESCRIPTION & INGREDIENTS

2.4 Country of origin
Declare the overarching country of origin declaration.
Select from Product of, Made in, Made in with, Grown in, or other

Estimate the local content over the course of the production cycle.
Production cycle is based on reasonable forecast contracts for supply and generally would be applicable over 12 month period, Reflects the average local / imported content over period, not the batch to batch

Identify if source materials are imported, and if those materials are imported from more than one country (subject to seasonable availability, cost, etc) Nominate up to six countries that product may come from and select from a pick list for countries. Assess the product processes in respect of substantial transformation, costs, and the essential characteristics as a result of processing conditions

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SECTION 2 DESCRIPTION & INGREDIENTS

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SECTION 2 DESCRIPTION & INGREDIENTS

2.5 Component Type
Single component (e.g. honey or salt) Compound substances (made from two or more ingredients, e.g. breadcrumbs) Multiple ingredients, not compound substances

2.6 Ingredient declaration

Specify the number of components in product. This will highlight the number of rows to be completed. Maximum of 40 rows for components Specify % component (specifically required for characterising ingredient) Compound substance requires percent characterising component
5% or more in a food, MUST declare all the food additives present. less than 5% in a food, a compound ingredient must declare only those food additives that are still performing a technological function in the food. IF this is an allergen, then it must be declared irrespective of whether it performs a technological function.

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SECTION 2 DESCRIPTION & INGREDIENTS

COMPOUND SUBSTANCE INGREDIENTS COMPONENT NAME
PERCENT OF TOTAL %

Full breakdown list of components in compound ingredient including additive code numbers

Characterising component %

Sugar Vegetable Fat Cocoa Citrus peel Whey Powder

55 - 60% 15 - 20% 15 - 20% 2 - 3% 0 - 5% Vegetable Fat (Emulsifiers [492, Soy Lecithin]) 97.30%

COMPOUND SUBSTANCE INGREDIENTS COMPONENT NAME

PERCENT OF TOTAL %

Full breakdown list of components in compound ingredient including additive code numbers

Characterising component %

Water Peanut Butter Desiccated Coconut Food Acid (260) Salt Spices

55.0% 30.0% 5.0% 4.0% 3.5% 2.5% 20 [Roasted Peanuts, vegetable oil, salt, antioxidant (306) ] Coconut, Preservative 220 80%

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SECTION 3 COMPOSITIONAL INFORMATION

3.1 Mandatory advisory or warning statements and declarations
Refers to requirements of Standard 1.2.3 of the Food Standards Code. Requires Yes/No declaration for specific ingredients listed In most cases the presence of these ingredients will require specific mandatory warning statements which is specified in Standard 1.2.3 The presence of polyol, isomalt, polydextrose requires the type and level

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SECTION 3 COMPOSITIONAL INFORMATION

3.2 Allergen Management and conditions
Is there an allergen management program and is it part of the Food Safety plan? The AFGC Allergen Management and Labelling Guide outlines the elements that should be included, such as training, separation of ingredients, scheduling, etc. Is it audited and what processes are applied to minimise cross contact allergens in the facility.

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SECTION 3 COMPOSITIONAL INFORMATION

3.3 Allergens in ingredients
allergens will change declaration boxes Cereal containing gluten yes response adds further questions at the end of list Lupins not mandatory requirement. Sulphite declare naturally occurring, carry-over and added sulphite (note LOQ) Allergenic protein to indicate % in derivative, % derivative in final product and if removed by processing If raw material/ additive/ are allergen listed in the table a substrate or feedstock in a metabolic process if so, and all the allergenic proteins is removed or metabolised, then declaration is not required.

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SECTION 3 COMPOSITIONAL INFORMATION

3.4 Cross contact allergens
Cross contact allergens are those that are unintentionally included in a product. Initial question to establish if cross contact allergen may be present on site. Include Lupin consistent with other mandatory allergen declarations Cross contact allergens high lighted when yes line or facility A facility refers to enclosed vicinity in which a product is manufactured. Separate, fully enclosed areas within the one site may be considered separate facilities. It is possible to have the allergen on a site, but still answer NO to allergen present in same facility.

Same line refers to use of same equipment irrespective of scheduling or cleaning. Row heading colour change if either YES to facility or line
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SUMMARY OF ALLERGENS PRESENT

Where the PIF is for a raw material
the allergen declaration exempts allergenic substrates/feedstock that has been used in a metabolic process in the production of the ingredient and where the allergenic proteins have been fully removed or metabolised. For example, the use of soy for the production of xanthine gum.

The summary of allergens present as ingredients

declared consistent with the AFGC recommendations on allergen labelling the use of an allergen-free statement for product labelling must have regard to ACCC restrictions on the use of the term free and provisions for false, misleading and deceptive under Australian Consumer Law.

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SECTION 3.4 CROSS CONTACT ALLERGENS

Those allergens that require mandatory declarations that may be inadvertently incorporated in a product and are not intentionally added as an ingredient. A facility refers to enclosed vicinity in which a product is manufactured. Separate, fully enclosed areas within the one site may be considered separate facilities.

Allergens lists as ingredients may not be listed as a crosscontact allergen

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SECTION 3 COMPOSITIONAL INFORMATION

Particulate cross contact allergens: Generally small fragments from ingredients or from hang-ups in machinery Particulate cross contacts are unlikely to be distributed through a product. If particulates are present, then a VITAL calculation is not appropriate. Additional cross contact allergen questions: Are cross contact allergens present in particulate form in the facility or line? Does the potential for particulate cross contact allergen remain after all steps taken in allergen management? If Yes, then questions relating to VITAL are removed and request to provide the appropriate cross contact statement to be used. Have cross contact allergens been assessed using the VITAL procedure? IF VITAL action levels used - specify the cross contact statement. If VITAL not used, then specify appropriate cross contact statement and advise the basis on which this is applied.

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SECTION 3 COMPOSITIONAL INFORMATION

3.5 INTERNATIONAL DECLARATIONS & INFORMATION
Beef gelatine will disqualify vegetarian claims, and may disqualify kosher/halal. Imported beef gelatine is also an issue for potential BSE risk and entry permits. Gelatine can be sourced from other materials, such as fish. Fruits some identified as broad grouping to class related ingredients, such as Pome fruit, berry fruit, citrus fruit etc. and some examples provided. Additions of Avocado / banana associated with latex allergy. Intense sweetener and preservative include three rows with columns for name, additive number and amount present (mg/ kg) as opposed to single input box.
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SECTION 3 COMPOSITIONAL INFORMATION

3.6 ADDITIONAL LABELLING AND INFORMATION REQUIREMENTS The information is required to enable the customer to:
meet the needs of export markets ensure that additional labelling requirements are met answer consumer enquiries related to ingredients

Key new questions:

RSPO palm oil Changes to definitions of added flavours: International Organisation of the Flavour Industry (IOFI) recognise several categories of flavours. Compliance with these categorise ensures exported product meets EU requirements.
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SECTION 4 REQUIRE PREMARKET CLEARANCE

4.1 Novel foods
Novel foods/ingredients as per Food Standards Code Inclusion of question as to whether the food or a component of the food includes any engineered nanoparticles Option to list relevant food components expanded to three

4.2 Irradiation / Sterilisation

Determine what processes are used to satisfy quarantine fumigation requirements by heat / irradiation / gas or other means.

Nanoquestion

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SECTION 4 REQUIRE PREMARKET CLEARANCE

4.3 Food produced using gene technology
Are any GM ingredients, or ingredients derived from GM organisms. Substrate used by micro-organisms in the synthesis of new products do not need to be declared provided there is no novel DNA and no novel protein from the feed stock which is present in the final synthesized product. If NO, then need to state how this can be assured. If Yes, then a variety of questions to determine if labelling will be required. As questions are answered a statement at the bottom of section will automatically be revised to determine if GM labelling required, or if it is normally exempt from GM labelling.

4.3.12 on food from animals fed GM feed (OPTIONAL)

EU Regulation (EC) No 1829/2003 regulated by a specific authorisation procedure. GM micro-organisms used in fermentation not removed during the production and not used as processing aids and require labelling.

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SECTION 4 REQUIRE PREMARKET CLEARANCE

GM LABELLING DECISION TREE

Is the food of itself, or does it contain an ingredient, including a processing aid, that is produced using gene technology? Yes Does the product have altered characteris8cs ? Yes Addi8onal labelling requirements? Yes Yes No No

No

What evidence that the product is NOT GM?

Does . the product contain any novel DNA or novel protein? No Is the product made with gene technology a processing aid or food addi8ve? Yes

Listed in one of following: * Schedule to Std 1.5.2 * Std 1.3.3 - processing aids * Std 1.3.1 food addi8ves

No Flavour present at less than 1g/kg No

Yes

Is GM cross contamina8on possible? Yes No No No GM labelling required INGREDIENT NOT ALLOWED Exemp8on not proven GM labelling required Yes Verify GM NOT present? Yes Adven88ous GM present less than 10 g/kg Yes NO GM Label required No

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SECTION 5 - NUTRITIONAL INFORMATION

Nutrition table preceded by a series of checkbox questions Which check boxes are presented is determined by intended use in 2.3.1 If a liquid then specific gravity required and if a liquid concentrate then also specify which is diluted before analysis, dissolution per 100mL liquid If rehydrated solid then rehydration rate for added liquid per 100g product If product is declared to be a finished product ready for retail sale then the nutritional information section will request the serve size Nutritional information will automatically calculate the %DI if serve size is provided then the table will autocalculate the %DI based FSC data Mandatory nutrients are highlighted in bold and with blue background Front of pack labelling elements (1+6) auto calculated Use text Less than and not the symbol < Use text unavailable; or in the case of gluten not detected Option to specify NIP in grams for a liquid product
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For ingredients or raw materials only average quantity values required as serve size is not relevant

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Warning if sum of component and total vary

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SECTION 5 - NUTRITION CONSUMER INFORMATION

When providing vitamin/mineral data it is important to nominate the intended population group as the reference values differ for adult / children / infant Vitamins and minerals selected from drop down list (pink) Relevant units provided depending on selection If a finished product then %RDI is automatically calculated based on FSANZ data Other biologically active substance for example, phytosterols

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SECTION 5 - NUTRITION CONSUMER INFORMATION

Estimation of content:
Calculation based on the addition of the quantity of protein, fat, carbohydrate, ash and moisture to give an estimate of quantity, which should be reasonably close to 100. Where values are either unavailable or not detected, the calculation will use a zero value. Where the value is stated as less than X value, then the calculation will be based on the X value rather than a lower level, and therefore over estimate the level.

Determination of NIP values:

Must declare how carbohydrate has been determined and whether the values reported in the NIP are from laboratory analysis or estimates from calculations.

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SECTION 5 - NUTRITION CONSUMER INFORMATION

5.2 Suitability to make certain claims
Nominate if suitable to claim for Halal / Kosher / Organic / Vegan etc. Free-from claims: e.g. Gluten free, fat free, sugar free, lactose free, etc. Sustainability / Eco-friendly claims environmentally friendly or renewable Humane treatment claims (e.g. free range, barn laid, dolphin friendly, etc.)

Validation
Many claims in this section are not able to be certified. Requirement to be able to validate via testing, COP, audit etc. Invalidation rules for Vegan based on previous responses.

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SECTION 6 DURABILITY, PACKAGING & SUPPLY CHAIN

6.1 Shelf life
Duration of shelf life as supplied and in use. Temperature conditions required in storage and transport What type of date marking is applicable Secondary storage may have different conditions on handling and storage post. For products which do not have resealable package guarantees are not provided for expected shelf life as this is outside the manufacturers control.

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SECTION 6 DURABILITY, PACKAGING & SUPPLY CHAIN

6.2 Potential hazards
Identify an potential hazards associated with the product If hazards exist, provide copy of material safety data sheet. Dangerous goods are substances or articles that present an immediate hazard to people, property or the environment. They are often highly concentrated substances like acids or contain large amounts of embodied energy such as flammable liquids.

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SECTION 6 DURABILITY, PACKAGING & SUPPLY CHAIN

6.3 Transport
Declare how the product is transported tanker, bulk wholesale, individual pack If tanker then skip remainder and go to Section 7

6.4 Trade measurement

Declare whether trade measurement is net weight or average quantity Select from gram, kg, mL or Litre If AQS is used then specify the statistical variance in fill measurement

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SECTION 6 DURABILITY, PACKAGING & SUPPLY CHAIN

6.5 Traceability
Primary Code: date code, lot code, batch code, production code used for the purpose of traceability in the event of having to undertake a product recall/withdrawal. If date marking is use, what type of date mark (best before, use by etc), what type of date (Julian). METHOD of Coding: How has the code been applied to the package? Sticker, embossed, inject, stamped, etc? Example of Coding Format Insert an example of the coding format applied to the product for both the unit package

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6.6 Packaging
Tamper evident seals Signatory to the Packaging Covenant If so, have reporting requirements been met type of packaging used and if the packaging includes recycled content Are engineered nanoparticles included in packaging Type of packaging materials Plastic coding number the number designation for the type of plastic polymer (1 - 7).

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SECTION 7 SPECIFICATIONS
SPECIFICATIONS
Four sections: organoleptic, physical, microbiological, chemical Test parameters: relevant to above section (e.g. Physical specific gravity) Advise availability of Certificate of Analysis and Certificate of Conformance Chemicals section allows for more specifications than other sections

Analysis
Recommend use of certified laboratory undertaking proficiency testing. Results should display certification stamp to show accredited for the specific test.

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SECTION 8 COMMENTS / ADDITIONAL INFO

8.1 Additional comments / info
Specify the section number to which the comment is relevant, the comment number and the line number on the form

8.2 Additional manufacturing sites

Specify the site details if more than three sites are required from Section 1

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ISSUES and QUESTIONS

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Australian Food and Grocery Council

REPRESENTING AUSTRALIAS FOOD, BEVERAGE AND GROCERY MANUFACTURING INDUSTRY.