Visitor Management: Reinforcing Security
We live in a fast-paced digital world, surrounded by machines and sophisticated software. Therefore, it is important to automatize workplace security systems to prevent unauthorized access.
Unrestricted access to premises can cause significant risks to any organization. Unauthorized individuals can even:
- Commit theft
- Retrieve confidential data
- Interfere regular workflows
As our workplaces are becoming increasingly high-tech every day, ensuring thorough security measures is a must. One important aspect, which is often neglected, is visitor management. Uncontrolled access to premises can result in significant risks, as mentioned above. This is where visitor management systems come in handy as they can help regulate the physical and virtual access of premises and internal systems.
The Importance of Effective Visitor Management
A sophisticated visitor management system should become the top priority for both small and large enterprises. It provides a comprehensive approach to identifying, tracking, and controlling access for individuals who are not employees.
By incorporating such a system into their workflow, organizations can enhance the company’s safety and simplify the visitation process. As noted in an article by Forbes, data security should be at the top of the list for different businesses, thus various measures should be utilized to ensure safety as best as possible.
Visitor pre-registration
Successful pre-registration is a key component of visitor management. By asking to provide personal information in advance, businesses can access a simplified verification process. This method helps the organization to learn more about the visitors before their visit. Also, during the actual attendance, entering an institution, e.g., a bank or governmental office, is less of a hassle as the processing and waiting times become shorter due to the preparation done in advance.
The pre-registration stage typically includes providing several important personal contact details:
- Full name
- Reason for visitation
- Date and time of expected visit
The details given help the organization register the attendees faster. An extensive database helps mitigate potential risks and provides an additional layer of security. This also facilitates contact tracing for emergency situations and possible future visits.
Once visitors are pre-registered, the next step is to implement strict access control measures. Visitor management systems can be combined with physical security infrastructure, including but limited to:
- Revolving doors/gates
- Security checkpoints
- Electronic locks
In addition, visitor management systems can be configured to restrict access based on various criteria, including time of day, department or zone, and purpose of visit (e.g., doctor’s appointment, job interview, etc.).
Biometrics for Visitor Management
Biometric technology has changed the way we manage access and security, and its application in visitor management is no exception. By utilizing unique biological characteristics, such as fingerprints, facial recognition, or iris patterns, organizations can elevate security and help create a calmer experience for visitors.
Biometrics offer a reinforced security measure, as it is virtually impossible to replicate or forge a biological trait, as they are utterly unique for the individual. This reduces the risk of unauthorized access and identity theft, meaning that no buddy punching is allowed.
Biometric systems can make the visitor check-in process faster and less error-prone, eliminating the need for manual data entry and reducing wait times.
As biometric data is highly accurate, it minimizes the chance of fraudulent entries. After experiencing a global pandemic, hygiene is of great importance, which is why biometric systems offer a contactless alternative to traditional methods like signature or ID card verification.
When it comes to privacy concerns, while collecting biometric data, organizations must adhere to strict privacy regulations. However, when implemented correctly, biometrics can actually enhance privacy by reducing the need to collect and store personal information.
Employing a comprehensive biometric visitor management system is crucial, therefore, organizations should turn to reliable products, such as NCheck. It has both cloud and on-premises options and is contactless, hygienic, and highly integrative.
The Role of Access Control
Once visitors are pre-registered, specific control measures have to be taken into account. Visitor management systems can integrate with existing security infrastructure to:
- Generate unique credentials: Issue temporary badges or QR codes for authorized access.
- Limit access: Allow access to specific areas only, based on visitor role, department, or purpose of visit.
- Monitor entrances and exits: Employ surveillance cameras and security checkpoints to track visitor movement.
- Use time restrictions: Set specific time limits for visitor stays for easier queue management and crowd control.
By combining physical and digital access controls, businesses can create a thorough security network that can withstand any potential threats.
The Importance of Visitor Tracking
Real-time knowledge is important for maintaining a secure environment. By employing sophisticated visitor management systems, organizations can utilize several technological advancements that can greatly improve the security of any facility.
GPS Tracking
GPS tracking helps monitor visitor location within a building, particularly in grand or outdoor environments. Thus, businesses can accurately pinpoint the whereabouts of visitors in real time, which aids in quickly responding to incidents or requests for assistance, especially for people with walking disabilities or visual impairments.
RFID Technology
RFID technology enables the tracking of visitors when they access specific points. By providing the attendees with RFID-enabled badges or cards, institutions can manage entry and exit times. This data can be useful for understanding the vacancy/availability of specific zones (e.g., waiting rooms, wards, or bank teller points).
Video Surveillance
By strategically placing cameras in key areas, businesses can track the whereabouts of visitors, identify potential threats, and gather evidence in case of incidents.
Video surveillance systems, such as SentiVeillance, utilize sophisticated algorithms that guarantee biometric face identification, tracking of people and vehicles, as well as automatic license number recognition, and thus can be used for external and internal monitoring of both cars and people.
Conclusion
As the world is facing high technological advancements, the safety and security of enterprises shouldn’t be overlooked. By implementing a highly sophisticated visitor management system, businesses can reinforce their security measures, and ensure the safety of both the personnel and the attendees.
From pre-registration and access control to visitor tracking and biometric authentication, these systems can simplify various registration processes that used to be cumbersome and complicated, as well as help avoid manual errors. With visitor management systems, such as NCheck, organizations can create a secure and welcoming environment.
