One of the potential risks which any organization can face in the present scenario and uncertain security conditions is of the visitors. Therefore, it is very important to manage this possible risk as it is an important part of the security system and management in the organizations and companies.
It is the task of an effective and workable visitor management system/application to monitor each and every visitor coming to the organization. There are many important aspects of visitor surveillance and management. The most important of these include the places where the visitors can go, their areas of facility and timings of their visits. It is not necessary that every new visitor coming to your organization is a suspect, but in spite of that management of the visitor system effectively is very important.
An effective management of visitors includes confirmation of the individual and its identification, compilation of the complete relevant information about the visitor and the details of visits of these people in the organization.
There are some very important factors and characteristics related to the visitor management. Among these some characteristics are very important and in fact, these are the characteristic features of the successful visitor management systems.
Centralized definition and management of the policy systems
There are various important aspects of the visitor management system and among these, the most important one is centralization of the information, policies, and their management. It is very important to define and control all the policy systems centrally. In addition to this, the automation of the policies is also important, and it should continue throughout the life cycle of the association of visitor with the organization. There is no limit for a time span of visitor management. In fact, it can begin days before the visits of officials and visitors. It is essential because one never knows the visitor will pay either a planned visit or a sudden visit.
The procedure of authentication of the visitors and their information involves a lot of security and background checks. In addition to this, the visitors are also required to produce their ID and get its verification. The system accomplishes this step before the visitors check-in. There are other aspects as well for which the visitor management system works like the notifications, reminders, escalations and access of the visitors without getting escorted.
It is not only during the time of visit that the visitor management is important. The impact of visitor’s visit can even extend even after many days of the visit, and it is the responsibility of the organization to accommodate the visitors.
Integration of the data of visitor with systems
It is also imperative to make the policies and visitor management systems compatible with the other systems like the access control systems and the identity management systems. It is very important that the surveillance systems should accomplish this task within the organization.
It is also important to make sure that the branch of visitor management is the strength of identity and security management. One should not manage it in such a way that it becomes the weak line of the organization. There are recommendations to integrate the data of the visitors with the logical security systems as well as to the physical access control systems. There are different branches of the logical control security systems like the human resource management and the identity management along with the directory of visitors. To verify through the background checks, it is also important to integrate the visitor’s information with the training systems. When this kind of integration is there, it becomes easy to cross check and confirm the information of visitor.
The ease of installation, usage, and maintenance of the system
The simple the working of a visitor management system is, the easier it would be to access more and more visitors in shortest possible time. It also ensures that the utilization of visitor management system is at its maximum to address all the possible concerns related to security issues related to visitors. Right on the registration of a visitor, there is a complete utilization of the visitor management system at its maximum. It involves the reception of information from the incoming visitor and then its matching with the already present information in the database of the system. Then the verification procedure is followed till completion, and if the data matches with the already present information, the security is clear for the visitor. If there is any mismatch or the complete data is different altogether, then the information is recorded once again, and verification is carried out.