How To: Develop a Visitor Management Strategy


Many companies have facilities that combine publicly accessible zones with private offices. In addition, it is common that visitors may be given limited access to parts of the facility in order to work with company personnel. However, this can present serious security and safety programs, mandating the development of an effective visitor management and tracking policy.

Visitor Management Goals

Because of the importance of an effective visitor management system, it is imperative that there be a clear understanding of what functions management wishes their visitor management system to include. The primary goals of any visitor management system should always include the following:

  • Preventing unauthorized personnel from entering company facilities.
  • Tracking authorized visitors to ensure that they remain within authorized areas.
  • Making it impossible for individuals or groups to counterfeit visitor IDs and thus gain access to unauthorized areas.
  • Include a “built-in” expiration system so out-of-date visitor IDs cannot be used to gain access to corporate property.
  • Allow for the fast and convenient processing of visitor IDs by security personnel.

Thus, the ideal visitor management system will be highly automated and user friendly, allowing for the fast processing of visitors. Most importantly, this system should be easily scalable and transportable, allowing for the same system to be used at all corporate facilities.

ID Badges and Visitor Management

One effective way to create an integrated visitor management system is by using on-site ID card printers. In this way, the company can print a distinctive design on their ID badges, making counterfeiting the badge very difficult or even impossible. In addition, the design can also be used to indicate what areas the guest is authorized to be in. This can be especially important when dealing with large numbers of outside contractors or guests.

Another advantage of using printed ID badges is that the designs can be changed when needed, allowing for quick and easy changes in policy and design. By changing designs on a regular schedule, the cards will have a built in expiration date, making it impossible for unauthorized personnel to make use of older cards to gain access.

Finally, by making use of ID cards with RFID chips or magnetic stripes, the visitor badge can allow for tracking of the visitor throughout the facility, by recording what doors were opened using the card, or what areas the RFID chip entered. If the visitor enters a forbidden area, an alert can be sent to security personnel, who can then take appropriate action.

Visitor management strategies are an important part of maintaining a company’s security. However, by making use of modern techniques, a company can ensure the safety and convenience of guests and employees alike.

Image by Vicchi and licensed through Creative Commons.

Joseph Scribner is a sales representative at CardPrinter.com, an online retailer of identification solutions including the Zenius Classic and the Data Card SD360 card printers.

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