3 Easy Ways to Improve Your Visitor Management Security

Safety & Security

How Good is your Visitor Management Security?

Is your visitor management security as comprehensive as you think it is? 

Many organisations like to think their visitor management security is as good as it possibly could be, but they’re often unaware of some fairly gaping holes in their security strategy. This is particularly true if you still rely on a paper visitor book to keep track of your visitor data.

So, read on to discover some of the some of the potential visitor management security risks you might not have considered.

GDPR is about protecting data, not deleting it

It’s not unusual for businesses transitioning from an analogue visitor registration or reception management system to think that one of the major implications of GDPR is that they need to be able to say that they’re capable of destroying data for safety’s sake, but that’s the wrong route to go down.

You have a legal basis for retaining visitor information, as there is a duty of care involved. In future you may be visited by law enforcement and asked to provide information about a person’s whereabouts or activities during a particular period or on a particular day. One of the benefits of a visitor management system is that it makes it easier to produce that sort of information upon request.

Can you reliably say that you can account for every coming and going within your premises for the last 5 years? If you were to search you’d be going through a lot of paperwork, CCTV footage and vague testimony from people who were there at the time.

Want to learn more about improving your visitor management security and making your organisation more compliant with GDPR, download The Ultimate Guide to GDPR and Visitor Management.

What’s written down can be lost or abused

If you’ve got an open logbook on display within your reception, all of the personal data that’s captured, such as full name, company and email address may be accessible to everyone within the reception!

Life working behind a reception desk is becoming increasingly managerial and fraught with data risk. People who have previously not been required to consider data as anything other than a technical term are now responsible for data management.

Do you escort your visitors?

If you have a process for moving people around the building once they’ve signed in, it needs to be robust and cost-effective. Having a person available to accompany visitors at all times is a drain on resources and places the responsibility for safeguarding upon them. If the receptionist guides visitors to their destination on the premises, who keeps an eye on the logbook?

How do you know that your visitors are going to see the host you’re expecting? Once a visitor has signed into a location unless they’re being escorted by a member of staff you’re going to lose control over their access unless there’s a digital system tracking their sign in.

Visitor management systems can alert the host when their expected visitor has signed in. It can give wayfinding directions, point to an appropriate staff directory or even restrict access based upon RFID sign-in and access control systems. You won’t need to escort a visitor from A to B unless you really need to.

Looking for a visitor management system that puts visitor management security first? VisiPoint is ideal. VisiPoint’s data storage, management and protection methods are all compliant with GDPR, and gives visitors the option to use interactive wayfinding maps to navigate to their destination on site. Get in touch with a member of the VisiPoint team for a no-pressure consultation on your visitor management requirements.