Simplify Compliance Reporting
Compliance reporting is a mandatory requirement for all organizations; all enterprises have a legal obligation to adhere to defined statutes and standards ranging from state and Commonwealth legislation to industry codes of practice. These requirements mean that organizations must provide appropriate training and work instructions to contractors and employees in a consistent and timely manner and confirm that the training has been done correctly – including an audit trail.
Compliance reporting is a complex and time-consuming task, due to the volume of data collection and reporting involved. Enterprises that still operate with a manual, sign-in visitor management system can spend hours collating information only to discover that they failed to meet compliance requirements.
Today’s electronic visitor management systems quickly and easily provide employers with a streamlined process for compliance monitoring, recording, and reporting, and visitors receive an efficient self check in process pre-programmed to meet your enterprise’s visitor compliance requirements. A robust visitor management solution can simplify adherence to compliance rules and reporting, especially for multi-location enterprises that often have divergent compliance regulations from one location to another.
Electronic visitor management solutions can integrate and organize the compliance reporting process in a number of areas, including:
- Induction compliance
- Health and safety compliance
- Visitor compliance
- Contractor compliance
- Reporting compliance
- Evacuation management compliance
Induction compliance establishes an organization’s risk management foundation companywide, and monitors employers’ responsibility to provide employees and contractors with important information about the minimum standards of behavior, discrimination and harassment, consequences of breaches in compliance, instructions for how to respond to a compliance breach, ethics and conduct, legislative requirements, performance and development reviews, Whistleblower rights, the Fair Work Act and more.
Health & Safety Compliance
A visitor management system helps employers maintain records that prove adherence to compliance regulations governing workplace health and safety standards that require public areas and the workplace to be free of recognized hazards that are likely to cause death or serious injury. If an employer received a request for inspection to determine if unsafe working conditions exist on their property, the Office of Compliance (OOC) will investigate the suspected unsafe working conditions, and the employer will need to produce a compliance report. Visitor management allows administrators to produce a comprehensive report, complete with an audit trail, in just minutes.
Visitor management can monitor and record brief induction protocols specific to the access point of your building. For example, a visitor arriving to meet with an employee or administrator may come through the main entrance reception area and complete a concise health and safety, induction, while a contractor may go through another access near a loading dock or rear entrance to complete a more detailed health and safety briefing.
Once the visitor or contractor completes and acknowledges the health and safety induction prior to entering your premises, the visitor management system requires them to read and electronically acknowledge the orientation. It then stores the information for compliance.
Some enterprises are required by the International Traffic in Arms Regulations (ITAR) to verify if guests are U.S. citizens. Verification on citizenship is recorded in the visitor management’s notification messages and stored in the visitor log. In addition, visitor compliance records the visitor’s time of arrival, verifies their reason for visiting and their destination within the building. Most commonly, the visitor compliance process should occur in seconds, but if a visitor is found to have a criminal background or another complication arises that delays their admittance, security directors should consider establishing a second area of the building away from the busy reception/administrative areas to proceed.
Visitor management can gather information based on the company’s internal compliance guidelines as well, establish whether cameras or mobile phones are allowed on site, and can specify areas within the building that are off-limits to the visitor. Visitor management can also record if a visitor injures themselves on the premises, establish if the visitor has traveled overseas in the past 30 days, and check to make sure security badges are returned upon exiting the building.
Visitor management handles contractor compliance quickly and efficiently to check the validity of the contractor’s presence on site, their professional licenses, and insurance. As noted earlier, visitor management also records health and safety inductions for compliance reports.
Some compliance reporting mandates, such as the Sarbanes-Oxley Act of 2002, involve publicly held companies in all industries, while others, such as HIPAA, Health Level 7 (HL7), and SWIFT, target specific vertical industries including healthcare and financial services. Many enterprises are utilizing visitor management software to meet regulatory compliance reporting guidelines.
A well-designed visitor management system can help enterprises meet compliance reporting requirements by sharing critical information with all members of an organization who require easy access and use reports and spreadsheets. This is done by providing a complete audit trail detailing how these reports and spreadsheets were generated. Financial reporting, in particular, must be accurate and auditable in order to prevent potential compliance violations and lawsuits.
A data integration infrastructure that accesses the company’s native data sources in an efficient and optimal manner is also important, so as not to impact operational systems that also rely on these data stores.
Evacuation compliance is a major reason security directors begin searching for a visitor management system. Most organizations require evacuation management compliance for employees, visitors, and contractors – basically any person who enters your facility, including mail carriers and parcel delivery people. The visitor management system efficiently collects and stores information from everyone at the building’s entry point, scans their ID (driver’s license, state ID, passport), photographs them and issues a complete visitor ID badge while capturing the time and purpose of their visit, enabling administrators to produce a comprehensive audit trail of everyone who is in the building at any given time in the event of an emergency evacuation.
Monitoring and reporting your company’s corporate compliance program is an important part of the directors’ oversight responsibilities. An effective compliance program administered through a visitor management system can reduce many of the company’s greatest risks, reduce the severity of claims and penalties when violations of law occur despite the program, and enhance company performance and profitability. On the other hand, a deficient compliance program can result in increased liabilities, harmful management distractions, and negative publicity.
Security directors should consider compliance oversight among their highest and most valuable priorities.