Importance of Visitors Book, in the Security point of View
Other than the workers, staff and the Apex level officers and managers of any Organization, many Day to Day visitors will come to meet the persons.
Vendors
Purchase officers
Service and Maintenance people
Government officials
QMS External Auditors
Financial Auditing staff
Environmental department staff
State Electrical Board staff &
NGO people etc.
First, The Security Guard and the ASO on duty should
coordinate within themselves, and politely obtain the relevant basic details of
the Visitor.
Then, the ASO must inform, and then obtain permission from
the Security Officer, as well as the concerned Management staff, who the
Visitor wants to meet.
After the proper approval, the Assistant Security Officer
should verify the credentials of the Visitor, check various ID cards, and then
get the Signature of the Visitor in the Visitor’s Book.
In certain organizations, Mobile phones are not
allowed. In some other companies, Safety
shoes are compulsory. ASO should quickly
consider these Protocols and Standing instructions.
Some companies may opt for a Visitor Software Tab to send
Email to the concerned Manager.
Normally, a list of Tools and Gadgets the Visitors carry
with themselves will be noted in a separate form or paper, and verified while
the Visitor is about to leave the premises.
The ASO on duty that day, must be able to recollect and
submit the details of any particular Visitor on that day, if prompted, EVEN
after THREE months.
In a nut shell, the Visitor’s Book is a very important
Security Register, and the details collected in that Document must be in a
position to RETRIEVABLE in the future.
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