From paper to digital control at UNN Narvik

At the new university hospital in Narvik, UNN has moved from manual routines to a digital food safety management system. The result is improved oversight, more efficient workflows, and increased confidence for both staff and patients.

Hanne J. Nilsen, Unit Manager at UNN Food Services in Narvik, explains how the transition from paper-based processes to digital tools has created a more structured and predictable workday.

When the new hospital in Narvik opened, the Food Services team also saw an opportunity to modernise their approach to food safety management. Based on positive experiences shared by colleagues in Tromsø, they decided to implement a digital HACCP solution.

Existing routines were transferred into the new system, ensuring that the solution supported the needs of both the kitchen and hospital departments. The transition turned out to be faster and smoother than expected.

“Everyone adapted to the solution very well,” says Hanne J. Nilsen. “After a short introduction, most employees were able to start using it immediately.”

Previously, temperatures and control points were recorded manually several times a day. Even though routines were followed, documentation was not always completed. With several kitchens and a large café to manage, maintaining full oversight was challenging.

Today, each department has access to its own device with clear tasks and notifications. The system shows what needs to be done and when, reducing the risk of missed checks or incomplete documentation.

With Matilda HACCP, UNN Narvik has gained a tool that provides clear responsibilities, automatic reminders, and full traceability throughout the entire process. All checks are documented and can be monitored continuously.

“The solution increases confidence for both patients and employees,” says Nilsen. “We have a major responsibility when it comes to food safety, and the system helps us maintain high quality standards throughout the process.”

Digitalisation has also made updates, audits, and inspections significantly easier to manage. Previously, the HACCP system was reviewed once a year, requiring physical binders to be updated in every department.

Today, routines and checklists are updated continuously within the system, and all documentation is available at any time.

The implementation coincided with key personnel leaving the project, making the start-up phase more challenging than expected. As a result, the team required additional support during the implementation period.

“It was a somewhat turbulent period in the beginning, but we received excellent support from Matilda FoodTech,” says Nilsen. “Today, the system works very well, and we are very satisfied.”

The experience at UNN Narvik demonstrates how digitalising HACCP processes can improve control, streamline workflows, and increase confidence across the entire organisation. By gathering everything in one system, it becomes easier to meet requirements and maintain high standards — every single day.

Written by:
Jenny Gruvfält