Top 10 Reasons to Use a Visitor Management System (VMS) for Contractor Compliance

In the dynamic world of manufacturing, the hustle and bustle of a busy facility is a testament to productivity. Yet, within the seamless coordination of daily operations lies a complex challenge - managing the constant influx of contractors while ensuring strict compliance with safety and regulatory standards. This is where a robust Visitor Management System (VMS) steps into the spotlight.

From securing your facility to guaranteeing compliance, a VMS is an invaluable tool. In this blog, we're about to embark on a journey through the top 10 reasons why embracing a VMS is not just a smart choice but a necessity for contractor compliance in manufacturing. Let's explore how this technology can streamline your operations, enhance security, and ultimately, make your facility a safer and more compliant place to work.

1. Enhanced Security and Privacy: Automation of check-ins and monitoring reduces the administrative burden, allowing staff to focus until they know their visitor is ready. Removing the employee phone list and logbook from the lobby can reduce risks by protecting employee, customer, and competitor names from being seen by everyone who checks in after them.

2. Visibility and Identification: Provides a comprehensive system for authenticating contractor identities, ensuring only authorized individuals gain access. VMS print name badges that clearly identify the name of the visitor, who they are visiting, and who they work for and other relevant information.

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3. Accurate Record-keeping: Automates the logging of contractor visits, ensuring that all data is captured accurately and consistently. Checkout by text and auto confirmation ensures your cloud-based visitor log eliminates as much human error as possible.

4. Streamlined Access Control and Communication: VMS can limit contractors to specific areas relevant to their tasks and re-direct them if they are checking in at the wrong place and provide additional custom instructions. This minimizes the burden on employees to redirect and limits the risk of unauthorized access and potential security or safety concerns.

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5. Safety Training & Orientation: Before granting access, contractors can be educated on safety regulations and protocols specific to the facility, ensuring all visitors are well-informed. Contractors can be quizzed to ensure comprehension. Extensive orientations can be served in advance and pre-registered

6. Compliance Enforcement: VMS can collect signatures, acknowledgments, user agreements, and any other required document ensuring that all contractors sign off on site-specific safety protocols.

7. Legal and Contractual Adherence: In addition to all presented documents, a VMS can also scan ID’s and allow uploads of contractors' certifications, licenses, and insurance, ensuring they meet all regulatory and contractual obligations and copies are on-file for review.

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8. Efficient Evacuation Procedures: In emergencies, a VMS can notify a contractor of pending emergencies and provide specific instructions, ensuring everyone's safety during evacuations. Employees can receive these same mass instructions along with a roster of all currently checked-in visitors.

9. Reporting: Enables easy generation of reports related to contractor visits, assisting with compliance audits, verifying submitted contractor hours, and helping spot trends for operational improvements.

10. Reputational Benefits: Demonstrates to stakeholders, from employees to partners, that the organization prioritizes safety, security, and compliance, thus bolstering its reputation in the industry. VMS can be integrated with other internal systems for a seamless experience, making it an integral part of the overall facility management.

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Incorporating a Visitor Management System into a facility's operations not only streamlines processes but also fortifies its commitment to excellence and compliance. By embracing this technology, organizations can streamline operations, ensure compliance, and build a more secure and efficient environment that aligns with today's regulatory landscape.

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Curious how a Transmission Check-In Kiosk can help improve compliance and safetey messaures at your facility?

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Photo of the Author
Shannon Oleyar
October 24, 2023

Have questions or comments? Email the author:

shannon.oleyar@sendtransmission.com

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