- OBJECTIVE:
To lay down a procedure for Material Entry & Exit at Security Gate.
- SCOPE:
This SOP is applicable for Material Entry & Exit at Security Gate at {Company Name} {Company Location}.
- RESPONSIBILITY:
- Security Supervisor shall be responsible for follow the instruction as per procedure.
- HR Manager/Designee shall be responsible for review, technical correction, Training & monitoring of SOP.
- QA Manager shall be responsible for approval of SOP.
- ACCOUNTABILITY:
QA Manager and HR Manager shall be accountable for the implementation and compliance of SOP.
- PROCEDURE:
- Returnable & non returnable register shall be filled in event of material dispatched from the factory.
- Whenever material is received, proper entry shall be made in the inward register and inform the concerned department immediately.
- Whenever material is dispatched from the factory premises, entry shall be made on outward register.
- Whenever courier received proper entry shall be made in courier inward register and handover the concern person takes the signature in respective register.
- Whenever courier dispatched proper entry shall be made in respective register.
- Returnable or non returnable gate pass shall be made in the event of any material dispatched from the factory premises.
- The security person shall ensure that gate pass is dully filled & signed by concerned authorized persons whenever material dispatched from the factory premises.
- REFERENCES:
Not Applicable.
- ANNEXURES:
| ANNEXURE No. | TITLE OF ANNEXURE |
| Annexure-I | Returnable Gate pass register |
| Annexure-II | Non-returnable Gate pass register |
| Annexure-III | Goods inward register |
| Annexure-IV | Goods outward register |
| Annexure-V | Courier outward register |
| Annexure-VI | Courier inward register |
| Annexure-VII | Returnable / non-returnable gate pass |
ENCLOSURES: SOP Training Record.
- DISTRIBUTION:
| Controlled Copy No. 01 | : | Manager Quality Assurance |
| Controlled Copy No. 02 | : | Manager HR |
| Master Copy | : | Quality Assurance Department |
- ABBREVIATIONS:
| No. | : | Number |
| Dept. | : | Department |
| Ltd. | : | Limited |
| QA | : | Quality Assurance |
| RGP | : | Returnable Gate Pass |
| NRGP | : | Non-Returnable Gate Pass |
- REVISION HISTORY:
CHANGE HISTORY LOG
| Revision No. | Details of Changes | Reason for Change | Effective Date |
| 00 | New SOP | Not applicable | To be written manual |
ANNEXURE-I
RETURNABLE GATE PASS REGISTER
ANNEXURE-II
NON-RETURNABLE GATE PASS REGISTER
ANNEXURE-III
(GOODS) INWARD REGISTER
ANNEXURE-IV
(GOODS) OUTWARD REGISTER
ANNEXURE-V
COURIER OUTWARD REGISTER
ANNEXURE-VI
COURIER INWARD REGISTER
ANNEXURE-VII
RETURNABLE /NON-RETURNABLE GATE PASS
Frequently Asked Question?
Q: What document is used to track materials leaving the factory?
A: Both a returnable/non-returnable register and a gate pass are used to track materials leaving the factory.
Q: When is a returnable register used?
A: A returnable register is used for materials expected to return to the factory, like packaging containers.
Q: When is a non-returnable register used?
A: A non-returnable register is used for materials that will not be returned, like finished products being shipped to customers.
Q: What information is recorded in the inward and outward registers?
A: The inward and outward registers should record details like material description, quantity, date, supplier/customer information, and department involved.
Q: How is the receiving department notified when materials arrive?
A: The receiving department should be informed immediately by security person upon material arrival with an entry made in the inward register.
Q: How are couriers tracked?
A: Separate inward and outward registers are used to track incoming and outgoing couriers. The recipient should sign the register upon receiving a courier.
Q: What information is included on a gate pass?
A: The gate pass should include details like material description, quantity, recipient information, vehicle details, and authorization signatures.
Q: Who is responsible for ensuring the gate pass is properly completed?
A: The security personnel are responsible for verifying that the gate pass is filled out and signed by authorized personnel before allowing material to leave the premises.