Smart visitor management system: How is it transforming pharma-facility security & visitor records

In the crucial environment of a pharmaceutical manufacturing facility, visitor compliance should never be compromised under any circumstances. When it comes to manufacturing workplaces, every vendor, contractor, and other staff member entering the premises should be authenticated and tracked in real time. With the rise of digital technologies, global health statistics and geo-political events have brought in the increasing significance of security within pharmaceutical organizations. Right from manufacturing plants to corporate offices, the facilities receive contractors, supplies, employees, and other visitors every day. Manually managing these visitors with paper registers can create security gaps and make it difficult to maintain accurate records. This gap is filled with a pharmaceutical visitor management system that creates a centralized approach to monitoring visitors and creating a proper visitor record.

With traditional visitor logs, managing visitors is challenging and comes with a lot of drawbacks such as lack of real-time visibility, data integrity, and audit readiness. In this blog post, we will outline how visitor access management software is improving comprehensive facility security and records management.

How does visitor control over a manufacturing facility matter?

Most pharmaceutical organizations tackle important equipment, confidential research, intellectual property, and several other perilous situations. Most of the research samples are highly vulnerable to several threats. Integrating a visitor management system assists authorities build a structured process from visitor pre-registration to automating check-in and check-outs. The system is empowered to offer higher visibility into real-time occupancy inside the facility, the purpose of visit, and the zone they are visiting.

Since the emergence of Covid 19 pandemic, it has become extremely crucial for facilities to opt for touchless visitor management solutions that can seamlessly automate operations without disrupting any personal asset of the organization. It supports automated visitor logs with QR code check-ins and tracking of seamless visitor records.

Introducing Khayash: A seamless cloud-based visitor management for Pharma

As a smart digital visitor management system, Khayash is built to replace outdated manual processes. It assists regulated organizations managing visitor approvals, training checks, entry, tracking and departure under a single secure workflow. The system can be deployed quickly across multiple sites without expensive kiosks and on-premise infrastructure.

Elaborating on the core features of VMS strengthening compliance

Supports visitor pre-registration

For manufacturing facilities, pre-registration at the front desk can significantly lower congestion while advancing information regarding expected visitors. The host can register the visitor with their personal information before their arrival. On arrival, the reception staff can easily locate the pre-registered record and complete verification.

QR-based entry & secure host approvals

On arrival at the entry, visitors who are pre-registered receive a QR code via SMS or email. The pharmaceutical visitor management system seamlessly verifies the individual’s identity, triggers approval workflows and supports controlled access from the very step.

Empowers visitor access control

For a smart visitor management solution, one of the main benefits includes enhanced access control. Access control is important to a pharmaceutical manufacturing unit as unauthorized intrusions can possibly risk research and lower down company reputation. With predefined visitor workflows, authorities get a proper idea about visitors, their details, the purpose of the visit, contact information, purpose of visit, expected arrival time, and areas of departments to be visited. Security personnel can verify this information at check-ins, enabling access to only registered visitors.

Maintaining proper visitor records

For pharmaceutical companies, keeping an accurate record of visitors is essential to contribute to the overall record audit readiness. Keeping a historical record of facility access, a smart visitor management system offers centralised space for automatically capturing check-in and check-out times, visit purpose, visitor identity, visitor status, badge details, relevant approvals, and host information. In place of searching through physical registers, authorised security can seamlessly retrieve visitor information as required.

Ensure facility security policies.

Different pharmaceutical facilities come with different visitor policies based on the zones being accessed. Integrating visitor management for pharmaceutical companies can play an important role in standardising the procedures. Helping facilities, the system streamlines workflows for visitor approval, ID verification, badge issuance, restricted area access, safety acknowledgements, digital check-ins and check-outs. It ensures safety and security across the premises by performing real-time visitor monitoring, keeping accurate visitor records and ensuring automation of visitor entry processes.

Real-time visibility into visitors

When a pharma-manufacturing facility has proper visibility to the real occupancy of individuals inside the facility, many of their problems get easily resolved. A visitor management system offers real-time data regarding active visitors present inside the facility, allowing security personnel to have complete visibility to real-time occupancy.

Enhance emergency response

During emergency situations, facility managers should have a complete record of the total number of individuals present inside the facility. Having a centralised digital system offers the ability to provide teams with accessible visitor data. At the time of crucial situations like facility shutdowns, evacuations, security incidents, and fire emergencies, employing an emergency alert system supports headcount verification.

Lowers administrative workload

Manual visitor registers mostly need reception and security teams for spending time by entering information, maintaining records, searching for historical visits and preparing reports. With the digital visitor management system, data can be captured and made available to authorized personnel through a centralized system. It enables security teams to focus more on facility security instead of administrative paperwork. The insights can assist facility managers recognize patterns and advance reception procedures.

What are the core benefits of Pharma and Biotech organisations leveraging a visitor management system?

Standardizing multi-site operations

As a centralized multi-site operational platform, the system employs consistent workflows across distinct manufacturing and research facilities. It ensures every research and departments are secured with real-time monitoring and complete visitor tracking.

Advanced security & IP protection

Employing access control to sensitive zones and research areas can assist in lowering exposure to security threats and intellectual property risks.

Lower compliance risk

The automated controls of pharma visitor management systems assist in preventing unauthorised access and lower the chance of visitor-related deviations in controlled access.

Boosting audit readiness

A smart visitor management solution keeps a solid track of visitor digital records that are easier to search, export and review, assisting teams prepare for inspections. It makes the internal audit process more efficient and effective.

Data protection

It assists in protecting sensitive research, clinical data, intellectual property, and other proprietary information.

Contractor and vendor management

With a rigorous architecture, Khayash VMS is designed to seamlessly keep track of suppliers, contractors, maintenance teams and other third-party personnel. For pharma and biotech organisations, staff and employees may require repetitive access to the facility. With the integration of a visitor management system, authorities may find it easier to maintain visit history and assist security teams in verifying entry authorisations.

How Khayash can help pharmaceutical companies

Helping pharmaceutical companies digitize visitor management, Khayash contributed to improving visibility across different facilities. The smart visitor entry system comes with a wide range of features such as badge printing, touchless check-ins, pre-registration, identity verification, and QR-based visitor passes alongside real-time visitor tracking. It assists in creating a more structured visitor experience by replacing fragmented manual processes with a centralized digital workflow and establishing a more efficient front-desk experience.

Bottomline

Considering in a nutshell, the rising intricacies involved in business visitor management can occupy time and effort. These efforts can cause staff to spend time on less priority tasks, lowering work efficiency. However, with the integration of a well-equipped smart visitor management system, pharmaceutical manufacturing facilities can have digitised business operations smoothly without disrupting the workflow.

Ready to embrace a powerful visitor access control system for your pharma-manufacturing facility? Khayash VMS is designed to build a safer and more accountable environment for manufacturing units. Talk to our professionals and get in touch to know more about a digital visitor management system.