Contractor Security and GMP Training Records

We have contractors on our site very regularly and we have some concerns as we move towards getting an SQF Certification for Packaging. 

All contractors are required to come through the front door and check in with reception ONLY on the first day they are on site. They receive visitor tags and sign a registry but after the first day they do not have to come through the front again. Contractors will then use the back door and enter the facility through maintenance where they write their names on a white board. There is no other record of who is in our facility at that point and we rely heavily on their good nature to write their names on thw white board. Does anyone deal with this in a different way? When contractors enter your facility do they always use a specific door? If not, and you allow them through a back door, what policies do you have in place to ensure your facility security and maintain an accurate list of who is in your facility in case of emergencies?

We are also in the process of implementing a Visitor GMP Training Program. Do you make every individual go through training and sign a document? Is it sufficient if only the Supervisor present from a contacted company signs the training document even if 5 people from the company are present? Do you require all visitors to complete GMP training upon every visit? Or do you require an annual training?

Good morning. We have a visitor log that EVERY visitor must sign, acknowledging that they read the SQF rules. Vendors that come in a regular basis sign a separate sheet instead of the log book. They also have to wear red hairnets to identify the person as a visitor. 

We have contractors on our site very regularly and we have some concerns as we move towards getting an SQF Certification for Packaging. 

 

All contractors are required to come through the front door and check in with reception ONLY on the first day they are on site. They receive visitor tags and sign a registry but after the first day they do not have to come through the front again. Contractors will then use the back door and enter the facility through maintenance where they write their names on a white board. There is no other record of who is in our facility at that point and we rely heavily on their good nature to write their names on thw white board. Does anyone deal with this in a different way? When contractors enter your facility do they always use a specific door? If not, and you allow them through a back door, what policies do you have in place to ensure your facility security and maintain an accurate list of who is in your facility in case of emergencies?

 

We are also in the process of implementing a Visitor GMP Training Program. Do you make every individual go through training and sign a document? Is it sufficient if only the Supervisor present from a contacted company signs the training document even if 5 people from the company are present? Do you require all visitors to complete GMP training upon every visit? Or do you require an annual training?

We are a supplement manufacturer. We have a Visitors and Contractors GMP Policy. All visitors and contractors are required to sign in the log book, and acknowledge having read, understood and follow the GMP Policies by signing on the prescribed form. Under the GMP policy they are required to follow all personnel hygiene practices including washing hands, sanitizing, and donning prescribed garments (hairnet, mask, smock, shoe covers etc)

The requirement establishes to know all visitors and contractors present in the facility at a given point in time.

In most cases all visitors and contractors are required to be supervised.

If you have an SOP on GMP practices for employees, you could incorporate policies for visitors and contractors within the same SOP.

Just completed an SQF development project where I wrote the GMP's for all Contractors, Visitors and Employees and then wrote a contractor program.

There is no back door entry.

All contractors and visitors enter via the main entrance and check in with reception - Visitors must read and sign a GMP statement as it applies to them and based on where they are going in the facility (office only or office/facility.) Contractors are required to sign in and out each and everyday. Since they have already been trained on the facility GMP's they only need to acknowledge understanding by signature.

Then depending on need they will be met by escort (most times the Practitioner or assignee) at the best point of access to where they are working - for instance they need to bring in a jack-lift.  The jack lift will be inspected as the program requires clean equipment - this inspection will be done prior to entry.  In addition any chemicals, tools, etc are inspection for cleaniness and chemicals must be on a pre-approved list.

Contractors are escorted to where they will be working and they are rountinely monitored during the day.

Once they complete their work an inspection is made of the area to ensure all of their items are removed.

They must then report to the receiption again and sign out.

We have never had one issue with a contractor in any of our SQF certified sites since placing stringent controls on them.

Your process is not good.

Agreed with all the above. Contractors and visitors are treated similarly in my experience.

Our practices were that they must sign in at reception and sign out at the end of the day (they must read/sign the visitor/contractor log which also incorporate the main GMPs). They also have PPE to designate they are a visitor or contractor.

Contractors are allowed to work without an escort through the facility once they have signed in. However, they must be supervised by the area supervisor and any infractions to GMPs noted by employees must be reported to supervisors, maintenance, or QA.

Visitors are allowed with proper escort at all times, so GMPs are always monitored by the designated company individual.

All of our contractors also signed a service agreement, which incorporated GMPs. Therefore, they should have received notice before working with our company, and also once they arrived and signed in.