Narendrapur Factory

Security Manual

OBJECTIVE

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1) The security Manual is prepared to guide security personnel deployed at Narendrapur Factory unit on their responsibilities
2) Security personnel will also go through the Access Control Guidelines, & follow specific instruction for People, Contractors,
Visitors, Vehicle Movement, Material Receipts etc . Few of these aspects are detailed in the manual for ease of
understanding.
3) Security Personnel will also go through Emergency Preparedness Manual & understand their role & responsibilities during
Emergency, separately.

BACKGROUND OF FACTORY

Narendrapur Unit is located at No 9, NSC Bose Road, Kolkata 700103 . The factory manufactures different ranges of Ayurvedic
products like Pudin Hara, Asav, Honey etc . The factory operates in 3 shifts. Sunday is weekly holiday for all employees apart
from authorized Maintenance Staff.
Factory shift timings are as follows :
A shift 06.00 hrs to 14.00 hrs
B shift 14.00 hrs to 22.00 hrs
C shift 22.00 hrs to 06.00 hrs.
General shift 08.30 hrs to 17.00 hrs.

The strength of Factory is (74employees+ 21 Executives & Managers). In addition to this there are 120 contractual labour
deployed every day. There are 9 Registered contractors:-
1. Group 4 Security Service
2. Ranjana Ghosh
3. SK Enterprise( Badal Kohri+Gopal Gayen)
4. Multitech
5. PG Enterprise
FACTORY DIRECTORY

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NAME DESIG Ph. 1 Extn.

MOHAN ARORA UNIT HEAD 9831071118 422/437

SURAJIT
MANAGER-PROD 9830324183 447
DATTAPRAMANIK

UMASHANKAR DATTA MANAGER-HR 9748724184 416

PARTHA PRATIM DE SR. EXE-EDP 9830576020 438

SANDIP KUNDU SR. EXE-PROD 9836011456 407

ARUP CHAKRABORTY SR. EXE-ENGG. 9831562820 414

SR. OFFICER-QA &
DEBASISH GHOSH 9831742188 429
QC
SOUMEN PAUL HR - OFFICER 9883707237 426

OYEENDRILA GHOSH FRONT OFF. CO 9831562818 .6/9

TAPAS RAYCHAUDHARI OFFICER - AC 9831573681 441

TITISHA GHOSH OFFICER-QA & QC 9831340430 429

SUBROTO
OFFICER - AC 9830404114 418
CHAKRABORTY
UDAYAN SENGUPTA OFFICER-HR 9748791277 443

GAUTAM BASU ASST.OFFICER - AC 415

BISWAJIT BHAR ASST.OFFICER - AC 440

ASST.OFFICER -
SANDIP BANERJEE 9831607131 450
ENGG
OFFICER -
SAMIRESH KABIRAJ 9748755389 423
PURCHASE
KRISHNA GOPAL
PRODUCTION ENGG 9831654602 417/458
CHANDRA

KAZI MD. SHAZUNID PRODUCTION ENGG 9830196495 417/458

GOPAL DAS
9830614817 423

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ABHISHEK CHATTERJEE ASST. MGR HR
9831607295 435
SS MANRAL UNIT COMMERCIAL
MGR 442

SECURITY DEPLOYMENT

The security services are being provided through the Security Agency – Group 4 Securities Pvt. Ltd. Deployment of security
personnel is as under:
In addition to above, off cover is provided and each security personnel is given a weekly off. While the minimum qualification
required for guard is HSC, Ex-servicemen, in the case of Security Supervisor and Executive they shall be ex-servicemen.

Security Manning A B C General

Gate 1 2 2 2 1
Gate 2 0 0 0
Back Side Boundary 1 1 1
Factory inside 1 1 1
Factory outside 1 1 1
Ganguli Bagan Quarters 2 2 2
Total 5+2 5+2 5+2 1

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DUTIES OF SECUIRTY PERSONNEL

The key responsibility of Security Personnel will be to provide complete watch & ward services at premises of factory and
Ganguli Bagan Labour Quarters and ensure protection and safety of Company' property & goods round the clock. They are
expected to also take care of Gate house and ensure Men, Material, & Vehicle’s are allowed strictly adhering to Company's
systems and practices.

CONTROL ON INCOMING MATERIALS

1. Entry in security register of any truck should be made only after the truck physically reports at the gate. Under no
circumstances entries should be made in the security register based on the telephonic message. Before making entry
security should also ensure that the consignment pertains to Dabur, Narendrapur Factory and the same is stated in the
transport documents accompanying the consignment.

2. If any of the contractors are bringing their own property/equipment/material etc., a list of the same is made before being
allowed inside the factory and the same properly preserved. Whenever the contractor leaves the factory premises with
his property/equipment/material the same is checked against the list.

3. The access controls guideline is to be followed.

CONTROL ON OUTGOING MATERIALS

1. No truck / lorry / vehicle with materials is allowed to go out of the factory premises without a proper gate pass being
signed by the authorized signatory.

2. Trucks / Trailors carrying finished goods must be checked for proper authorisation of invoice. Under no circumstances
truck should be allowed to go outside the factory without proper documents duly authorized by the concerned signatory.

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3. Scrap is allowed to go out of the factory only on invoice signed by the Commercial Manager. If it is required to be taken
out on Sunday / Holiday, Unit Head or Manufacturing Manager & HR Managers' permission will be obtained.

4. Ensure no person or vehicle enters the factory without proper authorization.

5. Ensure that no material goes out of the factory without proper gate-pass.

6. Guards & Marshall should ensure that the truck is completely halted before removal of tarpaulin /loading, unloading
operation commences.

7. The Guard should also check that none of the lorry drivers and cleaners are sleeping under the truck / trailers at any
time. If they are found doing so they should be brought immediately to notice of HR Department for further action.

8. Security Guard should ensure that any truck entering the factory is stopped outside the gate for 10 min to check for the
self-starter of the truck.

9. The access controls guideline is to be followed.

ENTRY & EXIT PROCEDURE FOR COMPANY EMPLOYEES

At the time of entry of workman into the Factory, Security has to ensure :

1. Check the employee’s Identity card.

2. Ensure that the workmen come for duty in time. If workman is late beyond 5 minutes the shift time, it has to report to Shift
Executive/ HR Manager/ Executive, and entry should be allowed only by permission.

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3. The Security must present in front of the Time attendance system & observe punching of each workmen. In case of any
system error or failure, the security must note the employee tally no , shift & time in a notebook. The same shall be
informed to the HR Officer for manual adjustment.

4. If any workman is signing proxy, the said workman should be produced before the concerned Executive/HR
Executive/Manager.

5. In case shift Executive allows the late comers, the entry shall be recorded in “LATE COMERS REPORT”. Security will take
signature of the shift executive or HR executive on the report and then allow the person to enter in the factory. The same
report shall be submitted to HR department immediately.

6. No workmen to be allowed to go out before shift timings. If he goes than require authorization of leave before end of duty.

7. Security will carry out thorough frisking when the workmen go out of the gate. During the course of frisking if security finds
that any workman is in possession of any company property or paper, the workman should be immediately stopped, gate to
be closed and matter to be reported immediately to concerned H.R. Manager and Shift Executive. In case this happens
during night shift, the Shift Executive should be informed immediately and H.R. Manager/Executive should be called up and
informed.

8. Every workman, their articles and vehicles, if any, are checked/searched at the time of going out of the factory premises. If
any workman is found in possession of Company property/goods and being carried by him without any authorization the
same is seized and the matter reported to the HR Officer/Manager. Security Supervisor to prepare a report on the incident.

9. Security should then tally in- out numbers to proper evacuation from shift.

ENTRY & EXIT PROCEDURE FOR VISITORS

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1. If any visitor comes to the factory to meet any Managers/Executives, the visitor is allowed inside the factory
premises only after confirming with the concerned Manager/Executive over the phone.
2. Visitors pass (V pass) is issued by security, only after confirming the ID proof of the visitor & cross checking it
with the reference given .
3. On the time of entry the security should provide the Area /Block Colour Card to capture the visitor has the correct
access & traceable during emergency. The Area Colour card is to be returned to the security on departure along
with Visitor Card.
4. While the visitor is leaving the factory premises he should surrender the V pass with Signature of concern
Executive/Manager and time to the security along with the gate pass which should have the signature of the
person to whom he had come to meet along with the time when the meeting was over.
5. If the visitor is found to have taken much longer time to leave the factory after his meeting, the security will
inform the concerned manager/Executive and based on his advice allow the visitor to go out.
6. Visitor film to be shown to each visitor in Visitor room.
7. If Visitors brings material to deliver in Factory than procedure for material receiving is to follow.

ENTRY & EXIT PROCEDURE FOR CONTRACT LABOUR:-

1. Without Advance approval no contractor workmen will work inside the Factory.
2. Any contractor workmen who is going to work in Factory should require an authorized Gate Pass/ Work Permit
mentioning Date , Shift, Area of work, ESI & PF No. In case of unavailability of ESI no, an accidental policy under
Workmen Compensation would be required.
3. For exceptional cases of single day work, once in a Week/ Month/Quarter having AMC or one time single day work, shall
be allowed only as a special permit under authorization of HR Manager, to be maintained in a special Register as “ One
Day Permit” .Other protocols of access control for such workmen will remain the same as applicable for regular contract
workmen.

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4. No contract workman/Driver, Cleaner who is below the age of 18 years is allowed to come in the factory.
5. Except the regular work-men, no new workman is allowed to work without clearance from the HR Department.
6. On the time of entry Contractor workmen would collect Area Job Colour Card from the Security at Main Gate . The
Security Supervisor has to tally the Contractor labor Gate pass/ permit form and get is sign by Contract labour
supervisor.

7. If a contract employee for any reason has to be allowed access in more than one block, it is permitted only after he
returns the Area Job Card for the first area, to Security at main gate; he is then issued a new colour coded gate pass for
the new area where he intends to work.
8. After a contractor and his workmen have completed the work assigned to them in a specific area, they return the work
permit (if issued) to the issuing officer of that area; the concerned officer ensures that the contract workmen leave the
site after returning the entry pass at the gate.
9. If a contract workman goes out of the factory premises for work out side, a slip has to signed by HR Officer and
contract Labor has to put his out time on contract permit form. If work permit is there than gate pass for material
carrying is necessary. If Contract worker is going home before end of duty than again a slip from concerned Shift
Executive is required to be handed over to Security for going out.
10. If a group of Contract labour leaves the Factory during Lunch/ Tiffin hours, the Main gate security should keep a note as
requisitioned by the Contractor/Supervisor, and duly authorized by the Shift Officer/HR Officer, mentioning the purpose of
leaving & OUT/IN time within in the slip. The security would tally the names against each individual leaving the
premises.
11. Name of every contract workman who enters the factory is entered in a register/Form against respective contractor.

ENTRY & EXIT PROCEDURE FOR GOVERNMENT OFFICIAL

Government officials visiting the factory will be treated with courtesy and respect. Security
Supervisor will accompany the government official and will take him to the concerned Manager/ Executive and in his
absence to the office of HR Officer.

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Gate pass will not be issued to the Government Executive as he is deemed to be a public servant and has right to enter
the factory at any time in the public interest.

However security will very politely confirm his identity at the gate itself. At the time of entry all the Government
Executives will be attended most respectfully on top priority basis. He will not be stopped at the gate even for shorter
time also.

As soon as the identity of the government official is established, the security supervisor will inform the name,
department of the visitor to HR Manager / Executive. In case of visiting official intends to meet any other factory official
other than HR Manager, Security Supervisor will ensure that message about visiting official is delivered to concerned
person immediately and the same should be intimated to HR Manager.

Entry will be made in the “Visitor REGISTER”.

GUIDELINES FOR HOLIDAY WORKING

On holiday one Officer will attend the factory and he will be in charge of all the activities planned to be carried out on holidays.
No employee (Company / Contract Labor / Truck) is allowed to enter the factory premises unless specific permission in writing is
granted and submitted to security. The Security must note down the Nos of all Vehicle entering the Factory on Sundays &
Holidays.

EMERGENCY HANDLING PROCEDURE

Following are the emergencies:

A. Fire
B. Theft
C. Accident

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D. Agitation
E. Drunk Personnel
F. Natural Calamity
G. Any Industrial Unrest Conditions

1. Security has to be alert and responsive to any emergency at all times. Each of the security personnel deployed at the Site
has to be well conversant about the Emergency Plan.

2. The security has to brief every visitor and new entrant about the emergency assembly Point at the Site.

3. List of Telephone Numbers in case of Emergency has to be displayed at the Security Gate.

4. In case of any Emergency, Security Supervisor and the Guards on duty must find out the nature and cause of the emergency
and should inform the HR Manager/Officer, Manufacturing Manager & Factory Manager immediately. If they have left the
factory then inform them on their residence phone number. A detail written report about the Emergency arose should be
submitted to HR Manager.

A. FIRE

1. All the Security Personnel must be conversant of the Action Plan in case of Fire.
1. All the security personnel should know the usage of Fire Extinguishers and Fire Hose pipe.
2. In case of fire, actions required to be taken should be as per the Emergency Response Manual.
3. In case of fire in the night time, security should try to extinguish it before the fire spreads and inform shift Executive
loosing no time
4. In case of fire in the factory premises, the Factory Manager, HR Manager, Commercial Manager, Manufacturing Manager,
and HR officer shall be called on site on phone.

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5. The place where fire has taken place need to be evacuated, and get all the employees assembled at the Emergency
Assembly Point ( Garden Area)
6. All the guards and security staff should be called at the Factory immediately.

B. THEFT

1. In case of theft, the information shall be sent to HR Manager/Executive immediately during or after office hours and this
information will also be given to Factory Manager.
2. The stolen material if detected shall be kept at the main gate with detail record of the stolen material. A confession
statement of the theft is to be obtained from the thief/culprit immediately after recovery of the material.
3. In case this incident has occurred after office hours then HR Manager or HR officer should be called on site for detail
verification.
4. HR Manager/officer will take decision about the theft. In case any person is caught red-handed security will ensure that
such person is kept in the constant watch and is not allowed to go out of the factory unless HR Manager after completion
of the required formalities expressly directs security to release the apprehended person.
5. One Guard with one supervisor will always accompany to the apprehended person till the decision of release is taken.
6. Executive in charge Security Agency shall be called at the Factory for taking further action into the case.

C. ACCIDENTS

1. Security will alert the Ambulance driver.

2. If required, the person who met with an accident will be taken to the Factory approved nearest dispensary centre or
ESI Hospital ,Joka.
3. The information on telephone will be given to HR Manager, HR officer.
4. A detailed report of the accident will be prepared by Security supervisor and given to HR Manager next day.
5. Executive in charge Security Agency should be called at the Factory.
6. Any of the vehicles shall be called at factory site, if required

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D. AGITATION

1. In case of sudden agitation, the agitators will not be allowed to enter the factory. The gate will be locked and entry of
outsiders will be stopped.
2. The information shall be given to HR Manager and HR Executives immediately.
3. The agitators should be prevailed upon and requested to maintain calm, as the HR Manager has been called and likely to
reach at factory soon.
4. All the guards along with their Assignment Manager and Supervisors shall be called at Factory site immediately.
5. Security will be at red alert to watch and prevent the problems.
6. Security should be at extreme alert to prevent any fire, manhandling etc.
7. Adequate security will be posted at the place where any Manager of the Factory is having discussion with the group of
agitators.
F. DRUNK PERSON
1. During Office Hours the information shall be given to HR Manager and after office hours the information shall be given to
Shift Executive, HR Executive, and HR Manager.
2. Entry shall not be given to the Drunk Person in side the factory.
3. After office hour the HR Manager / HR Executive shall be informed and the drunken person and he should not be released
from the factory till next instruction.
4. If the drunken person is an employee of the factory, the security should be abide to the instruction of the HR Manager.
5. All the guards along with the Assignment Manager shall be called at Factory.
G. NATURAL CALAMITY
1. In case of Natural Calamity, THE security will take adequate precautions for saving the souls. The information shall be
sent to HR Manager during office hours and after office hours the information shall be sent to shift Executive.
2. The Factory Manager, HR Manager, Commercial Manager, Manufacturing Manager shall be called immediately.
3. One of the Managers reaching at site first will take the decision.
4. Security Assignment Manager and all guards will be called at Factory Immediately.
5. The information shall also be given to Sonarpur Police Station.

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H. INDUSTRIAL UNREST CONDITION

1. In the opinion of the security the situation which may give rise to disturbance of the factory, the security should give
such information to the HR Manager immediately during the office hours and after office hours the information shall be
given to shift Executive.
2. The HR Manager shall be called at Factory.
3. All the guards along with the Assignment Manager shall be called at Factory.
4. The information shall also be given to Sonarpur Police Station.

TELECOMMUNICATION

1. On receiving any call/message through telephone, Security will record the message in “TELEPHONE MESSAGE REGISTER” and
will pass on the message to concerned workman/person at earliest possible time.
2. In case of emergency message must be communicated to Shift Executive / HR Executive.

MAILS (BY POST / COURIER/ BY HAND)

1. Security will receive all incoming mails by post/by hand or by courier. The list of such mail is to be entered in the “MAILS
REGISTER” maintained by them which is in the prescribed format. Acknowledgement will be given by security to the person
who is delivering the mails with date, time, company seal etc. All the incoming mails will be delivered to the concerned person
in box on daily basis.
2.Any Govt. Mail has to entered in Govt. Mail register also and handed over to HR dept immediately.
3.Any mail /courier without specific name should be handed over to HR Executive, who in turn will open the parcel & guide it to
the appropriate person

IMPORTANT GUIDELINES

1. The Security Supervisor should go on rounds for every Two hour to ensure proper working conditions & note observations
in a On -Round Note Book. He should report to the HR Department if any unusual circumstance is found during his rounds.

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2. The Security Supervisor should also check that no unauthorized person is inside the DG room or LT room.
3. If any injury or incident occurs inside the factory premises, it should be immediately brought to the notice of the safety
Executive/HR Executive/Manager and the concerned Executive who has allocated the job.
4. Carrying out Fire fighting activities – Drill to be performed using Fire fighting equipment every fortnight.
5. Security Supervisor should ensure training of all Security guards on fire fighting and first aid and a drill on the same
should be conducted once a month.
6. Fire Hydrant Tank water pump operation to be done every week and reported to Engineering Executive.
7. Security should ensure that no one inside the factory premises is allowed to smoke in the No- Smoking areas of the
factory.
8. Record of attendance of every guard deployed in the factory is maintained by the security.
9.The security supervisor will maintain a report every day in the morning he will bring to the HR Executive/Manager for
inspection. The following record to be shown to HR Manager every day morning 9.00 am and 3.30 pm Contract Labor daily
deployment, Factory emp. present inside the Factory.
a) Security Attendance report.
b) Shift Communication Register
c) Site car usages register
d) vehicle Entry Register
e) Emp.Late coming register
f) Contract labor IN-OUT register

10. Smoking by any Contract Labour within the factory premises prohibited. If any new comer to the factory like lorry
driver/cleaner is found smoking the guard deployed there must immediately object and inform to Security Supervisor, HR dept.
11. The Rest room will be checked by Supervisor while taking the round.
14. Employees outgoing passes will be filed separately and handover to HR dept. along with Emp. gate master.
15. Security guard will escort the cashier for bringing cash from the bank. HR will inform to security.
16. All cars entering the Factory must be car parked at the Parking Point inside the factory premises.
17. The Factory Car is checked every time it goes out of the factory.

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18. Factory Car is allowed to go out of the factory premises only after the advice of HR Manager or HR Executive.
19. Security should operate the access control system as per guideline given by HR dept. Any contract labour whose
photographs are not in the Contract labor register available with Security should be immediately sent to the office of HR
Executive before they commence work.

REGISTERS/FILES MAINTAINED BY SECUIRTY

(1) Daily Shift Communication Register

(2) Material Incoming/Outgoing Register
(3) Emp.Shift change abnormality Register
(4) Site car usage Register
(5) Clock check Register
(6) Invoice Register(Finish Goods)
(7) Key transaction Register
(8) Visitor In/Out Register ( with personal belongings IN/OUT mentioned)
(9) Factory Light complaint Register
(10) Factory Emp. and Contract Labor Identification Register
(11) Checking of Fire Hydrant points Register
(12) Vehicle In / Out register
(13) Loading / Unloading vehicle in/out register
(14) Doctor In / Out Register
(15) Emp. Late Coming Register
(16) Emp. visit on off day Register
(17) Executive/Manager In/Out Register
(18) Contractor Work Permit Form( Contractor wise) File
(19) Returnable gate pass file
(20) Visitor Pass file

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(21) Driver/cleaner ID file
(22) Canteen Materials IN- Out files.
(23) Sunday working Permission file
(24) One Day Permit- Register

ROLES & RESPONSIBILITY OF MAIN GATE GUARDS

1. Check Employees ID at the time of entry

2. To check whether emp.(Two Wheeler Bike,Scootor,Moped)wear the Helmet, while coming and going from Factory.
3. To check whether employees wear Reflective Jacket while coming and going from Factory in dark / night shift.
4. Make sure that all visitors have taken the respective passes.
5. Ensure that visitors have displayed their respective passes.
6. Ensure all the incoming material is with Challan duly stamped and signed by appropriate authority.
7. Ensure that vehicles coming inside are checked properly.
8. Logs( Stopper or wedges) is used by all the vehicles.
9. Before permitting entry of any vehicle to site the security shall verify the vehicle fitness as demonstrated by the vehicle
driver. The final checked demo will include switching off and restarting of the engine thru it self starter, proper operation
of the foot and hand breaks. This has to be informed to the concern department and HR Executive/Commercial
Executive/Manger.
10. Ensure the prevention of child labour / minor’s entry inside the factory.
11. Ensure that the visitor has taken signature on the Visitor Pass after completion of visit.
12. Ensure that the visitor has mentioned the timings on the visitor pass.
13. Non conformity of above two (Clause 11 & 12) visitors will be sent back to the person concerned for compliance.
14. Ensure that the Visitor Pass and Visitor Badge is returned to Security Guard.
15. Physical frisking of the employees while going out.

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16. Ensure that carry bags are not allowed inside the factory.
17. Ensure movement of vehicle as per directions.
18. Check Returnable / Non Returnable Gate Passes for out going material.
19. Ensure that all driver/cleaner wear the shoes (Either their shoes or provided at Gate)
19. Physically frisk the incoming Driver/cleaner for cigarette, matchbox. Check Stove and other material like Grain bag,
Vegetable Bags, any other parties material should not be there in vehicle.
20. The main Gate guard has to check the following while vehicle is going out from Factory
 Take back the ID passes, Vehicle permit.
 Check the signature of persons who is authorizing on VP for out.
 Mention the out time and date on vehicle permit.
 Handover all these documents to Security Supervisor.
 Check the vehicle of cabin and back side and ensure without any authorized documents no material will be allowed to
leave the factory premises.
21. Release truck only after checking by Main Gate Guard.
22. Follow the instructions given to security in writing from HR dept.

ROLES & RESPONSIBILITY OF SECUIRTY SUPERVISOR

1. Smooth running and efficient management of the administration for the security department.
2. Obtaining guidelines from the management for Security implementation execution of special order and instruction issued
by the management.
3. Ensuring perimeter, fencing is intact throughout day and night.
4. Ensuring that his subordinates during duties at the main gate and other post pay special attention to the shift changing
hours and commencement, closure of factory hours. To check malpractices by the workers.
5. Ensuring the proper checking of passes, I cards, correct incoming and outgoing time of emp. as well as contract labor
and vehicle passes.

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6. Ensuring the proper physical checking of employee leaving the factory. It includes Tiffin box, two wheelers and four
wheelers.
7. Ensuring all the registers pertaining to the movement of materials through the main gate are strictly done.(Registers
name mentioned in this manual)
8. Ensuring fire fighting equipment and appliances are in serviceable.
9. Ensure that no unauthorized employee draws the key.
10. Frequent round to be taken through the factory, checking all the guards are at respective post and not gathering in one
place. Alert indications, whistle blowing signals.
11. Close vigilance/monitoring of the employee / contract labor.
12. Conducting ceremonial parades, fire fighting drills periodically holding conference staff and discussing factory matters for
smooth running of operation.
13. Every day morning a report is to be submitted to HR Executive/Manager with full details like Attendance of shift,
Contract Labor, Vehicle halting, Driver/cleaner number, inside the Factory in night, Late going, coming workers,
employee called on emergency duty, Telephone calls, site car usages. any abnormality during night.
14. FG invoices to be entered in Invoice register and handed over to BSR in charge.
15. MOST IMPORTANT AND NOT THE LEAST-No material without proper gate pass is to be taken out, check for proper
documentation and authorized signatures

Prepared by : Abhishek Chatterjee

( Asst Manager-HR ) .

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