Food and beverage manufacturing companies are expanding their facilities to meet growing demands for sustainable and innovative products. That growth has to happen within a highly regulated environment, making expansion complex. A visitor management system helps reduce the complexity of meeting stringent regulations and streamlines multiple manual processes associated with facility expansion, security and controls.
Food security, technology and compliance – Compliance bodies have set comprehensive regulatory controls in place throughout entire food manufacturing supply chains to prevent the threat of hazardous contamination of food.
Two main regulatory bodies establish compliance standards for food manufacturing facilities:
Companies that want to differentiate themselves in upholding the highest safety and security standards, follow a set of industry initiatives. These industry initiatives are similar to SOC2 attestation, providing a golden standard of quality. It is undertaken by manufacturing companies to show their commitment to the highest level of customer safety.
In order to comply with these standards, companies need to eliminate or minimize risks associated with business operations, employees, food stocks, intellectual property and any technology across their entire supply chain. Managing risk efficiently requires having the right processes and controls in place. Let’s take a look at the major risk factors:
Effectively managing different classes of visitors, from contractors and vendors to inspectors and temporary staff, requires air-tight controls. Regulatory bodies outline several strict guidelines that dictate processes and procedures.
The Food and Safety Modernization Act requires food processing facilities to have a written food defense plan. Visitor access and controls should be part of that plan. Auditors require detailed records of all visitors to sites, proving that the required protocols were followed. These records need to show that preventative measures have been implemented to identify potential risks, validate them and monitor the effectiveness of dealing with them.
Managing visitors successfully entails acting proactively, having processes in place to pre-empt any incidents before they happen. It requires the collaboration of multiple stakeholders, such as EHS officers, Operations and Facility managers, Security, IT and HR. Altogether these roles are responsible for the protection of facilities, employees and intellectual properties.
Traction Guest has worked with leading Food and Beverage manufacturers to configure their Visitor Management Platforms to their industry compliance requirements and the unique needs of their organization.
Here is a list of Food and Beverage best practice scenarios implemented with Traction Guest:
To prevent unintentional food adulteration, H&S outlines prescriptive conditions to enter facilities. This might include wearing safety masks, overalls and shoe covers. In spite of these preventative measures, it is impossible to have an H&S inspector screen every visitor who might potentially carry a virus that could contaminate food stocks.
A conditional sign-in experience can be set up with a choice page that includes questions on the current personal health of visitors. A visitor who selects the option that they “feel ill” or “have an allergy” triggers an instant notification to an on-site Health & Safety official. A thorough assessment of the visitor’s condition can be completed. The visitor can be added to a watchlist that ensures they are reassessed upon future visits and flagged at other company sites.
From the iPad visitor sign-in console at reception, certain classes of visitors can have a page presented where they have to watch a short H&S training video. A multiple-choice question survey can be added afterward, ensuring visitors understand the protocols. Should they fail it, a notification is triggered to the EHS officer.
The results of the Health and Safety quiz is stored and automatically presented to a visitor every six months for requalification.
With access to consolidated visitor data, companies can pinpoint and isolate recurring visitor behavioral patterns within their Food Safety Management System (SQF). This allows them to detect and analyze essential requirements for various categories of visitors and standardize sign-in protocols to match these specific requirements.
Best practice protocols can be identified and deployed across multiple sites providing auditors with consistent proof that visitors:
A compliance inspector can visit facilities for a spot check at any point in time. A security officer away from their post with an open paper sign-in logbook can leave an inspector with a negative impression to start with. “Health inspector” can be included under the “visitor type” selection on the initial iPad sign-in page.
An inspector can select this option if they choose to, which provides them with a detailed map of the facilities, including information of the department managers on duty. Notifications are set to alert these managers that the inspector is on their way. A customized badge can be printed for the inspector, showing their status and giving them access to all areas they need to assess.
A Visitor Management System can be the differentiator that ensures your company has the most effective protocols in place to manage visitors effectively and stay in alignment with your food defense plan.
In an industry with regulatory demands akin to the aerospace sector, technology has become an enabler in driving efficient business practices, the highest standards of compliance and ultimately care for your customer’s health.
Contact our team for a demo and learn how a VMS can increase your security and compliance requirements while maintaining enterprise standard visitor experiences.