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GIT Sicherheit und Management

Trucks come and go – safety remains

No one knows better than site security staff and security officers what safety and security on the company premises is about. Everyday challenges are often the same: Compliance with guidelines and regulations, minimization of risks, troubleshooting and, at the same time, avoidance of costs.


All this should preferably take place quickly and effectively to avoid disruptions to smooth operation. Astrum IT offers a solution to this challenge with its visitor and truck management system

Companies that handle goods and commodities on their premises are faced with a management task that cannot be neglected when it comes to deliveries – especially as far as correct, safe and effective processing is concerned. Logistics processes need to be timed down to the last minute, just-in-time operations shall take place, and deliveries from all over the world require acceptance and storage. This calls for intelligent systems and adequate interfaces to automate, accelerate and secure the processes wherever possible.

Safety, security and effectiveness are top priority for site security and reception gate staff. This applies not only to the visitors and persons movement on the company premises, but especially to surveillance, monitoring and eventually management of vehicle and delivery traffic. How many trucks are there on the premises? What have they loaded? Who shall be informed? Which truck shall be unloaded next and where? Are they really empty when leaving the premises? Have they been here before? Are the drivers familiar with safety regulations? Was there a passenger in the vehicle? Did the passenger leave the premises as well? These are some of the questions critical in terms of safety and organization. Modern systems that are intelligently linked to the existing and information-containing systems can be useful here and can contribute an entire range of functions and options in order to make the arrivals and departures of delivery traffic easier for everyone involved.

The process starts before opening the gate.

Recording already known information during pre-registration helps to facilitate the planning of day-to-day operations. In other words: Who comes when to do what? Shipping agency, license number, driver and passenger, with or without trailer, access authorization, delivery or pick-up, loading area – if all these data are known in advance, they can be recorded long before the truck actually arrives. This will help to save a lot of time during arrival and departure, to avoid waiting lines at the gate, and to ensure prompt processing.

The obligation of safety instruction

Statutory Accident Insurance stipulates that the accident prevention regulations shall also be applicable to non-employees. Accordingly, this also applies to visitors and contractor staff who enter the company premises. If there are safety instructions for truck drivers, the information can be forwarded to the site security staff via modern systems linked to pre-registration as soon as the truck driver, who has not yet accomplished safety instruction, wishes to enter the premises. Whether by means of a terminal or a mobile device – the technical solutions as to how to do this are truly versatile. When selecting the suitable system, easy update of the instruction and, if required, the use across all sites shall be considered.

A possible scenario:

  • With the arrival, the truck management system automatically checks whether an instruction has already been carried out, or whether an already available instruction is still valid.
  • If a safety instruction is required, the contents can be conveyed via a tablet or a terminal.

  • he subsequent control questions will show whether or not the instruction has been understood.
  • Only after the safety instruction has been successfully passed can the registration procedure be continued, and the valid instruction can be allocated to the driver in the system.

“Can you repeat it please?“ – automatic license number recognition

If the issue of automation plays a role in truck management, license number recognition offers sophisticated solutions. If a vehicle approaches the gate, the license number can be recognized by means of, e.g., cameras and then compared with the processes in the system, and the respective pre-registration – if there is any – will be automatically displayed on the screen of the gatekeeper. This will help to avoid input errors and there will be no more cumbersome search for pre-registrations. Nowadays, the systems cover similar scenarios for departures, too: The truck driver has delivered the goods and is on the way to the exit gate – the license number will be read out and compared with the open visiting processes. If there is a match, the gate will open and the process will be automatically ended in the system. An option that would be a welcome advantage for unstaffed truck gates. If there is a lack of staff: Automatic gate control
If truck admission to the premises shall take place without staff participation, automatic gate control is very helpful. The drivers entering the premises register at a terminal, or announce their arrival by entering a PIN. If the visit has been confirmed and all the data have been recorded correctly, the entrance is allowed and the gate opens with the help of the issued ID card.

Pagers put it in order

Waiting lines emerge on the premises, deliveries end up at the wrong gate or with the wrong staff member – a pager system can be utterly helpful to ensure smooth management of the process from the arrival to the departure of a truck. The scenarios in this case are versatile, too – here’s a typical example from practice: Already at the gate and with the beginning of the visiting process, the driver is handed a pager and assigned a parking area slot to wait for a free unloading station. Benefit for logistics and site security: All trucks waiting to be called can be seen in a list in the system. If the staff member in charge of the load and the respective loading ramp are free, the driver receives the number of the ramp on their pager and can proceed to it. After unloading, the truck proceeds to the exit gate and puts the pager into the designated container. If the pager is equipped with an RFID chip, it can be read out during the insertion, and the respective information will then be sent to the system. The visiting process can thus be finished automatically, and the exit gate will open.

Truck weigh station

An additional process facilitating the control for logistics can also be performed with the management system: With an interface to the truck weigh station. In this scenario, the truck is weighed prior to loading, and the weight is automatically stored with the visiting process in the system. When leaving the premises, another weighing takes place, and the difference is compared with the load. This provides an additional control instrument to see that everything has been delivered or – in case of pick-up – that not too much has been loaded.

  • Intelligent management systems not only provide required interfaces for automation, they also offer additional important possibilities of making processes safer and better:

  • Via the information functions, the conclusive lists always inform site security staff and security officers about the activities on the premises.

  • With the relevant data recorded in the system, for instance, the duration of stay of a truck can be determined and optimized correspondingly.

  • The acknowledgment function can be used to mark appropriate goods deliveries and their acceptance (e.g., with a barcode scanner). This way, the truck traffic at the premises is processed quickly and transparently.
  • The vehicle check function also serves the purpose of security. Vehicles randomly selected by the system are checked at the entrance. If the vehicle is “unsecure”, a note can be added in the system, e.g., cargo is not secured. Through the evaluation, a list of “unsecure vehicles“ can be created.

What system will eventually be opted for is a matter of specific requirements in the security-critical and logistics-related environment. Yet, the focus shall be on both major issues: Can the tool be integrated into the existing system environment? and: Can it keep growing in line with the company and get adapted to future developments? – Open for the future

The basic requirement for an efficient system is to cover the entire process of truck management – from pre-registration through registration at the reception gate to departure. State-of-the-art systems manage numerous sites with several entrances, and cover different visit intentions. Considering these different requirements, the visitor and truck management system by Astrum IT offers a solution. With the help of web-based software, enterprises can both reduce their risks and maintain the effort – and thus the costs – at a low level for all visiting processes.

The holistic system includes all stations of visitor management and manages the deliveries on the premises of a company. User-friendliness makes the application as easy as possible for those working with it. offers maximum protection to the companies, since it makes use of cutting-edge security technologies. Besides, the system prepares evaluations for each level at the touch of a button. For instance, the number of external persons on the premises can be seen at a glance. More comprehensive analyses, such as visit frequency, visit histories and the like are no problem either. This helps to detect irregularities or suspicious patterns very quickly. This way, the system supports minimization of risks – without maximizing cost and effort.

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