The Role of Visitor Management in the Corporate Security Environment.

Analysis of security requirements for any facility starts with a security assessment to determine associated risk factors and their sources relating to the continuity of the business.

In a layered security approach the security assessment will identify key areas of vulnerability allowing for the application of the required security tools, policies and procedures to detect, audit and minimize identified risks.

The simplified security model shown identifies several key areas of risk and although the threat sources may differ the required solutions overlap.

So where do visitor management systems fit into to the corporate security equation?

The visitors who enter the facility are often the people we know least about!

• Does anyone challenge the unknown person wandering around the premises with no ID tag? Or the former employee who comes to visit former colleagues; who are they working for now?
• Who is responsible and in charge of the security issues surrounding this entrance…? The front security desk, receptionist or, in some cases no one!

Existing solutions.

The manual visitor sign in log book.

• With this system all we generally know about these people are what they write in the book, name, company, time in, time out and who they are visiting.
• The visitor log approach provides all visitors with the opportunity to review the log book to see who else has been in; competitors, other companies invited for tender, systems personnel, contractors, etc.
• This system also fails to provide advance notification to the person in charge of the front desk in regard to PRE - AUTHORIZED EXPECTED VISITORS.
• A visitor badge may be issued to the visitor, but is the ID verified? Does anyone ensure that the visitor has left the premises at the end of the business day?
• Any audit required on visitor history, who they visited, when, how many times etc. requires painstaking efforts to assemble, assuming the entries are legible.
• There are many versions of the manual visitor management system, badge issuance control, numbered tear off badges with book receipts etc, however they all suffer from some or all of these identified deficiencies to greater or lesser extents.

Automated Solutions.

• Pre-registration / authorization from any workstation
• Visitor host assignment and tracking
• Providing up to date real time visitor information to the front desk so the front desk knows who to expect on any particular time and day.
• All host contact information is presented immediately at check in, so the person in charge of reception does not have to look up contact information
• Security of information to only those who need to know.
• Instant reporting as to who is on premise with ID photos
• Interface to Human Resource Management (HRM) systems
• Auto email notification to the host on arrival
• Auto email failed to arrive notification
• Automatic Photo capture
• ID Scanning
• Auto badge generation with host and expiration date information
• Auto expiring badges to prevent reuse
• Visitor roll call in event of building evacuation
• Watch lists – provide pre warning of persons who should not be given access ( stranged spouses for example)
• Electronic signature capture
• Comprehensive audit reporting
• Integrated facial recognition technology
• Bar code interfaces for auto badge in / out
• Integration with access control systems for escort modes
• Centralized multi - property solutions
• Integration with existing access control, cctv and incident / risk management systems

 Fig 2: Example visitor management transaction screen 

• know who is in their facilities and the employee(s) they are visiting
• visit duration
• generate VIP or POI alerts
• verify visitor ID
• provide early notification of persons who should be denied
• access detailed audit reports
• generate exception alerts such as fail to badge out
• create instant role call reports for emergency situations
• provide a centralized database and view of visitors for ALL facilities in the extended corporate network
• and other advantages and tools to provide an enhanced security environment, improved customer service and staff efficiency

The converging integrated security model.

We have, as an industry generally moved away from independent security sub systems that perform only their single task, toward systems that can integrate in someway, by sharing of common information and functionality. This approach removes repetitive configuration tasks, such as adding all employees into a visitor management database, when it already exists in the HRM system, while providing significant economies.

Integration has been and continues to be a key focus of the security technology industry.

Integration has enabled a high degree of centralization of security information and automation to create a transparent seamless security infrastructure. Systems integration of access control, CCTV and intrusion technology is now standard, providing automated control of security and resulting improvements in operational efficiency.

In terms of natural integration of visitor management systems, opportunities exist by virtue of common information requirements in access control, HRM and Incident Management Systems.

As most advanced access control systems and incident management systems already interface with HRM systems it makes technical and operational sense to integrate the visitor management functions with one or both of these systems.

Using an incident management system as a platform for integration is relatively new in the industry, but one which is logical to the overall security infrastructure of many industries, notably in gaming, banking, airports and many other corporate security markets.

Envisage a “front desk” security information solution which integrates all key transactions performed by the security desk personnel. From this desktop they can manage all visitor transactions, provide log and incident reports, access specified CCTV cameras for live and stored images, run facial recognition applications, lost and found transactions, issue work orders, receive alerts from other related security systems and issue or respond to security dispatches.

Available modular systems enable security managers to select application specific “plug in” modules that meet the specific requirements of their facilities. These types of systems offer a high degree of flexibility, avoid product obsolescence and enable the security director to select only the functions that are required for their unique operation to collect, manage, control security / risk related information. 

Summary.

The role of security management is one that has to continually evolve to meet new threats and challenges. We have at our disposal many technogical tools that can be applied in a cohesive and integrated structure to meet the specific requirements of each unique environment. Visitor management and control is often viewed as an HR/reception function in isolation in all but very high security facilities. The risk of overlooking this element as part of overall security planning is high.

Application of a visitor management system as part of the overall security strategy is good practice.

The technology available today offers opportunities to implement such systems as an integrated element of the security platform. This approach allows creating a highly effective, cohesive automated and economic solution to meet current and emerging threats accordingly to protect the corporation’s assets including staff, while tightly managing the risk.