A useful report states the finding, its confidence, what action was taken and the result. If the cause was not established, retain that uncertainty. Review whether receiving checks, room turnaround, staff movement, water management, pest exclusion or record keeping would have detected the problem earlier.
Track recurring problems by crop stage and material lot. Compare rates using a consistent denominator, such as affected bags out of bags received, rather than only the count of photographs. Assign the preventive change to someone and check whether the next crop follows it. Cleaning instructions and monitoring sheets have value only when their use can be observed.