Shanta Denims Limited
Procedure of visitor identification for verification
All the visitors during their visit in any establishment of Shanta must follow the security guidelines for
the visitors and the receptionist on duty ensures that no one breach the security of the factory during their
visit. If any visitor will arrive in factory gate security will be asked to whom she / he wants to meet. Then
security will ask his / her to show any photo ID card (Or National ID card / Passport book / driving
License) has or not. If not found any photo ID card with visitor, security will call concern employees and
inform one visitor wants to meet with him. If she / he allow meeting with him, security will put below
information in a visitor register to record details of visitors where she / he will record followings:
Date
Visitor’s Name
Visitor’s Address and Contact cell number / telephone number.\
Purpose of Visit
Person to Meet
Visitors ID Card No.
Time In
Signature of Visitor(s)
Time Out
Signature of Receptionist
Security will give escort to visitor to reception area and security will stay with visitor until
concern employees will come.
Visitor’s card
Security guidelines for visitors
To meet any employee of the factory, the visitor will report to the factory reception and will explain the
purpose of the visit and intended person to meet Factory receptionist on duty will request the visitor(s) to
wait at the reception and inform the admin department In-charge and then contact with the employee with
whom the visitors intends to meet If the intended person to meet is a “worker”, then the concern worker
will come to the reception with prior permission of the concerned supervisor and will be allowed to meet
the visitor upon showing the approval of his/her supervisor. Any visitor to meet any worker will not be
Shanta Denims Limited
allowed to enter the premises or cross the security area. If the intended person to meet is a “management
staff”, then the employee may come to the reception to meet the visitor or upon confirmation of the
concerned employee, the visitor(s) may be allowed sent to the concerned employee. If the visitor(s) is
allowed to go inside the factory premises then s/he will sign in the “Visitors Register” with necessary
details. The receptionists will also fill up a prescribed form known as “Visitor’s Entertainment Form” and
take the signature of the visitor in that form. The factory has the following five different types of Visitor’s
ID cards depending on the category:
Visitor
Vendor
Buyer’s representative
Guest
Applicant for Job
The receptionist will provide the ID card depending on category of the visitor and request him/her to keep
it wearing during their visits. The visitors must display the ID card all the time during their stay inside the
factory premises.
The receptionist will also give the “Visitors Entertainment Form” to the security personnel and the
security personnel will escort the visitor(s) and hand over the form to the concerned employee.
The visitor(s) will not be allowed to carry following things during their visit:
Video or Still Camera
Tape recorder
Arms or any weapons
To ensure this, the Receptionist will request the visitors to hand over the above mentioned items and give
a token. While leaving the factory premises, the visitor can claim his/her goods back upon submitting the
token to the reception. At the end of the meeting, the concerned employee will sign in the “Visitor’s
Entertainment Form” and escort the visitor(s) up to the reception. However, s/he can assign any other
employee to escort the visitor. In case of visit of any buyers’ representatives, the visitor will also sign in
the “Visitors register”. The visitor(s) before leaving the factory will hand over the ID card and the
“Visitor(s) Entertainment Form” to the reception.
Notification and Approval of Classified Visits
In case of visit of any high officials from buyers, govt authority, invited guest, or other important
person(s), the factory management will be informed by the concerned department / HR / compliance /
Marketing / admin department about the visit and the factory management on their behalf will document
the necessary details in the “Visitors Register”.
Prepared by: Avijit Baroi Approved by: Thilina Hiripitiya
Executive, compliance GM, HRM
Date: 5th August’18 th
Date: 5 August’18
