Best Practices for Enterprise Visitor Management
Does Your Organization Need An Enterprise Visitor Management System or Visitor Sign In App?
In today’s increasingly violent environment, the streams of visitors that pass through enterprise corporate offices, university campuses and healthcare facilities have created a need to establish and maintain visitor management policies as part of an overall security plan.
Visitors in any facility increase the risk of violence, theft, and injury. Even if someone is entering a facility for a completely legitimate reason, it is important to document their presence and reason for visiting. While most enterprises can’t ban all visitors from entering their facility out of fear for potential violence or criminal activity, it is important to follow visitor management best practices to establish a policy that will help maintain the facility’s security from outside threats, keep employees and other visitors safe, and protect company trade secrets and other sensitive data.
A visitor management policy that can accomplish these goals requires employees, security personnel, corporate officers and security administrators to work together and routinely review protocols to ensure security measures are understood and followed.
Best practices for establishing and maintaining a visitor management policy include documenting responsibilities and naming authorized personnel to oversee specific elements of the policy, including: Which staff members are authorized to create and edit visitor management ID badges and access approvals, and which staff members are authorized to generate and audit visitor management logs.
- Where the enterprise’s visitor management system will be located, and whether more than one access point will be available to the public with a visitor management system in place.
- Will visitors be required to check in when they arrive and sign out when they leave?
- Will visitors be required to wear a visitor’s ID badge while on the premises? What will their design include (a photo, color-coded backgrounds, expiration dates, etc.)?
- Will vendors and contractors have a unique visitor’s ID badge that identifies them apart from routine visitors?
- What identification will visitors need to provide to verify who they are (for instance, a government ID card, a driver’s license, a passport)?
- What will happen if a visitor is discovered in the facility without an ID badge, or if a visitor with an ID badge is discovered in an area that they’re not authorized to access?
- Which visitors, if any, will need to be escorted to their destination by security personnel?
- Will temporary employees be cleared for access like other employees, or will they need to check in and receive visitor ID badges like contractors?
- Will visitors be required to divulge if they are carrying recording devices into the facility? If so, will that restrict the areas they are authorized to access?
- Which, if any, areas within the building are completely off-limits to visitors?
- Are there be times when restrictions on access should be increased (for example, after-hours, weekends, or during specific situations)?
- How will visitor management policies apply to former employees? Are they subject to the same restrictions as visitors, or are the rules more lenient for them?
A visitor management system helps enterprises establish a comprehensive solution that can be customized to address your corporation’s unique needs. Some providers offer support such as the development and deployment of your visitor management system, which is meant to provide help with the daily operations and routine updates. as well as expertise on compliance regulations, state and federal laws regarding visitor management data security requirements, and more.