Visitor Management Plans and Protocols
Security Managers: Are Your Visitor Management Plans and Protocols Being Updated Regularly?
Many enterprises, multi-tenant office buildings, campuses, and healthcare facilities have an established visitor management protocol for signing in visitors. Documenting visitors to your facility is a crucial part of a solid security plan, and a visitor management system will streamline the process to accomplish the highest levels of security.
Visitor management data is securely stored and auditable, allowing security managers to determine who was in your facility, the purpose of their visit and how long they remained on site weeks or even months afterward.
Routine Protocol Reviews
Visitor management protocols should be reviewed at a minimum of once every three months to ensure the protocols are accomplishing the goals for which they were established. Since visitor management systems are always evolving and providing new functionality, a tool that didn’t seem necessary a few months ago may be a perfect fit for your visitor management system today.
Include Employees in Reviews and Updates
Visitor management systems protect enterprises from outside threats, and in today’s security-conscious workplace it is important to make sure your system is always functioning at maximum capacity – this includes employee involvement in the process.
When reviewing your enterprise’s visitor management protocols, your employees, security personnel and corporate officers should all be included in the process. Make sure that your security policy clearly establishes the following:
- Who can authorize a visitor to be on the premises?
- During what hours can a visitor be on the premises?
- Are visitors required to have an escort at all times while on the premises?
- What areas of your facility are off-limits to visitors?
- Are visitors required to receive any special safety training or equipment before entering the premises?
- Are there any age restrictions for visitors?
- Are packages carried into the building, including briefcases and purses, subject to inspection as the visitor enters or leaves the premises?
Security managers should maintain and regularly update the enterprise’s written visitor policy, its procedures and protocols, and share this information with all employees every time they are reviewed and/or updated.
Every access point in the facility should be armed with a visitor management system that requires visitors to enter their government ID or driver’s license into the system’s scanner and wear the ID badge printed for them throughout their visit. Protocols for ID badge designs should be established before the visitor management system is operational, and any updates to the protocol must be shared with all staff members.
All visitors should be issued a visitor badge upon arrival, and they should be required to wear it in a way that it is fully visible the entire time they are on the premises. Non-escorted visitors should have an ID badge that is visibly different than the badges provided to other visitors, and frequent visitors to your facility, such as janitors and service people, should be issued a permanent, vendor identification badge. If your company uses photo identification badges for employees, a similar type of photo, identification badge should be produced for permanent vendors. Photo ID badges can be produced for all visitors if desired.
All visitors should be required to sign-out before leaving the facility, and at the end of each shift or workday, a security administrator should run visitor log to determine which visitors, if any, are still in the building, as well as check for any unusual visitor behavior. A visitor management system can help administrators run the visitor log report in seconds. Making sure employees and corporate officers are responsible for understanding and following your security protocols is critical in making sure your workplace remains safe.