The Advantages of Electronic Visitor Management: A Leap Forward from Hand-Written Logs

In today's rapidly evolving world, maintaining security and safety within organizations remains an utmost priority. As technical physical security consultants, we have witnessed firsthand the transition from traditional hand-written visitor logs to electronic, integrated visitor management systems. This technological leap has revolutionized the way organizations manage and track visitors. 

Let's explore several of the key benefits of electronic visitor management over the outdated practice of relying on hand-written logs.

Enhanced Security

Electronic visitor management systems provide an enhanced level of security compared to their manual counterparts. With hand-written logs, it is easy for unauthorized individuals to forge or manipulate entries, posing a serious security threat. In contrast, electronic systems capture accurate visitor information, including identification, photographs, and purpose of visit, providing a more reliable record. Ideally, these systems are integrated with access control systems, enabling real-time tracking and immediate identification of any security concerns.

Improved Efficiency

Managing visitors manually can be a time-consuming process in the lobby, leading to delays and potential disruptions. Electronic visitor management streamlines this process by automating various tasks, resulting in improved efficiency. Visitors can pre-register online, allowing for expedited check-ins and reducing wait times. Automated badge printing and self-service kiosks further enhance efficiency, freeing up staff to focus on other tasks. Additionally, electronic systems can send automatic notifications to hosts upon visitor arrival, enhancing overall productivity.

Enhanced Professional Image

Organizations that rely on hand-written visitor logs may inadvertently project a less professional image. Visitors may perceive such outdated practices as a lack of attention to detail or an unwillingness to embrace modern technology related to safety and security. On the other hand, electronic visitor management conveys a sense of professionalism, organization, and a commitment to security. This positive impression can significantly impact the overall perception of the organization and its dedication to visitor safety.

Compliance and Audit Trail

In many industries, compliance regulations and audit trail requirements are critical. Hand-written logs can be easily tampered with or misplaced, making it challenging to provide accurate records during audits or post-incident investigations. Electronic visitor management systems maintain a secure and auditable trail of visitor data, ensuring compliance with all applicable industry regulations. These systems can generate comprehensive reports, including visitor logs, entry and exit times, and purpose of visits, making audits seamless and efficient.

Data Analysis and Insights

Electronic visitor management systems offer powerful data analysis capabilities that hand-written logs simply cannot provide. By leveraging the collected visitor data, organizations can gain valuable insights into visitor patterns, peak times, and popular destinations at the facility. This information can inform decision-making processes, such as resource allocation, security staffing, and facility optimization. Analyzing visitor data can also help identify trends and potential security risks, enabling proactive measures to mitigate any threats.

System Design and Feature Considerations

• Integrated to access control versus standalone
• Integrated background check versus standalone
• Cloud-based versus on-premises
• Printed badges and/or mobile credential

Enterprise Platform Examples

Nearly every access control solution provider offers an electronic visitor management system solution as a plug-in, add-on, or licensed option. Here are a few examples:

• Lenel-S2: OnGuard Visitor Management with OnGuard Cardholder Self Service
• Gallagher: Gallagher Command Centre Visitor Management
• Software House: C-Cure 9000 Standard/Enhanced Visitor Management
• Genetec: Synergis Visitor Management
• HID: EasyLobby Secure Visitor Management
• AMAG: Symmetry Guest
• Honeywell: Pro-Watch Visitor Management

Next Step

In an era where security concerns and threats continue to escalate, organizations must prioritize the adoption of advanced technology to safeguard their premises effectively. Electronic visitor management systems offer a multitude of benefits, ranging from enhanced security and improved efficiency to compliance and insightful data analysis. By transitioning from hand-written logs to electronic systems, organizations can create a secure environment while simultaneously projecting a professional image. Embracing electronic visitor management is a prudent investment that reaps long-term rewards in terms of safety, efficiency, and overall visitor experience.

The Theseus security consulting and engineering team reviews the capabilities of multiple vendors to determine the best fit for an organization. Integration to other systems like known databases and access control are considered. Operational procedures in place today with consideration to available staffing are considered prior to system design and implementation.

Be sure not to leap to a technology conclusion without considering all factors with the guidance of an industry expert. The Theseus team can assist with vetting system options and represent your organization through the demonstration, evaluation, engineering, and implementation stages to ensure the ideal fit for your security program.

Contact us today to get started.

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FREE DOWNLOAD: SECURITY RISK ASSESSMENT CONSIDERATIONS GUIDE

Security professionals are constantly looking for innovative ways to secure their facility and provide a safe environment within their budget. And, they are also constantly looking for resources to help them achieve that mission while expert advice is hard to come by. 

Fortunately, we have released a considerations guide that will help security professionals perform their own in-house security risk assessment. 

What's Inside?

This guide is intended to assist you with performing an in-house physical security risk assessment. In many cases, assistance from a third-party expert, like Theseus Professional Services, is required.

Identification of missing or inadequate physical security measures that safeguard assets (people, property, and information) and critical business functions is of paramount importance. The findings of a security risk assessment are used to measure and communicate the level of risk to the organization.

• Process Evaluation
• Threats
• Vulnerability Assessment Highlights
• Electronic Security Systems Considerations
• Site Considerations
• Building Entrances and Exits
• Common Functional Areas
• Building Envelope
• Utilities and Building Services
• Building Systems

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