Third-party management: how to make the process safer and more efficient

Industrial environments require strict security, especially with external providers. In this guide, learn how to automate third-party management with access control, traceability and document validation, reducing failures and operational risks.

Did you know that third-party management in industrial environments requires much more than organization? In fact, it's about ensuring safety, compliance and operational efficiency in places where any failure can lead to major risks.

When we talk about large companies with a high turnover of employees, such as construction sites, industries or logistics centers, the challenges become even greater.

In this article, you will understand what the most common risks are in these environmentswhy the circulation of third parties requires extra attention and how to automating access control and document management can reduce human error, speed up audits and improve operational visibility.

Happy reading!

What are the most common risks in industrial environments?

Industrial environments, by their very nature, present risks for those who move around them. And no wonder, right?

The combination of heavy machinery, automated processes, chemicals and complex structures requires strict safety protocols and any breach can result in serious accidents, operational losses or even legal problems.

Here are some examples of frequent risks:

• accidents at work due to lack of training or improper use of PPE;
• undue access to restricted areaswith a risk of sabotage or violation of safety regulations;
• outdated documentation of providers, preventing proof of compliance during audits;
• lack of traceabilitymaking it difficult to know who is on site in case of emergencies.

When these risks involve third parties, i.e. professionals who are not part of the company's permanent staff, the scenario becomes even more challenging.

Why do third parties increase security challenges?

Large companies usually have an extensive network of contractorsmaintenance, cleaning, security and logistics teams, among others. In many cases, these people change frequently, which requires a constant routine of updating, approval and access control..

And here's the problem: when this process is done manually, with spreadsheets, emails or physical control of badges, failures accumulate. All it takes is an expired document, a poorly completed registration form or an untrained provider to put everything at risk.

In addition, the pressure for agility in operations leads many managers to release access without proper verification. The result? The entry of unauthorized people, delays in audits and labor and operational risks.

That's why investing in technology to automate third-party management has become a strategic requirement and no longer an option.

How to automate control and avoid human error?

Technology today allows access control and third-party document management to be done in a much more secure, standardized and efficient way. With a specialized platform, you can avoid a number of problems. 

Find out more! 

Automated access control

With the integration of the system system and equipment such as turnstiles, gates and turnstiles, each provider is only allowed access if all the requirements are metsuch as valid documentation, training training and recognized skills.

In addition, solutions with biometrics (such as facial recognition or fingerprints) prevent the misuse of badges and ensure that only the correct person enters the premises.

Automatic document validation

Manual document analysis is one of the biggest bottlenecks in third-party management. By adopting an artificial intelligence solution, you can automate this validationreducing rework and speeding up the approval process.

Online onboarding training

Instead of scheduling face-to-face classes or relying on slow integrations, providers can carry out the online onboarding training before they even arrive at the company. This speeds up onboarding and reduces risks due to lack of training.

Real-time traceability

By integrating the system with access control devices, it is possible to know exactly who is on the premises, where they have been and how long they have stayed.. This not only improves security but also facilitates audits and rapid responses in critical situations.

How does Rainbow act in this scenario with technology and efficiency?

Rainbow Tecnologia has more than 30 years' experience in the development of integrated solutions for third-party management and access control for large companies.

Here, the focus is on ensuring compliance, traceability and operational securityespecially in industrial and logistics environments.

See how the platform works to make this process more robust!

Self-service for suppliers

The supplier accesses the system, sends the required documents and monitors approval.

Validation by AI

Artificial intelligence analyzes and approves documents automatically, without the need for human intervention.

Online integration training

The provider carries out the onboarding remotely, recording and verifying the content.

Rainbow Mobile app

It makes it possible to validate documents and check the skills of contractors in the field, anywhere.

Integration with existing systems

The solution can be connected to ERPs, HR systems or platforms already used by the company, without the need for major changes.

Real-time access control

Monitor the entry and exit of employees, contractors, visitors and vehicles based on automated rules and biometrics.

In other words: it's not just a question of controlling who comes in and who goes out. Rainbow offers a complete view of the flow of third partieshelping companies to meet legal requirements, reduce risks and gain operational efficiency.

As we have seen, industrial environments with high third-party traffic require rigorous processes to ensure safety and compliance. Third-party management needs to go beyond manual control and paperwork: processes need to be automated, tracked and standardized.

With Rainbow's technology, your company gains real-time visibilityhuman error, reduce risks and always be ready for any audit. Want to know how we can help your operation be safer and more efficient? Get in touch with our team of experts!