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What is a visitor management system ?

Visitor management system for any organization is very important and sensitive activity, which includes reception of visitors, checking and recording identity and other particulars of the visitor in the visitors register or through electronic means. This is also include detecting and managing any equipment, electronic gadgetry or store item etc. accompanying the visitor as per the laid down policy of the organization. An effective visitor management system in any organization compliments a foolproof physical security measures in place and helps in preventing any security breach, such as unauthorized entry, trespass, intrusion etc.

A visitor management system has some in-built advantages as under :-

  • It gives whereabouts of a visitor inside the premises. Such information is useful during inquiry/ investigation.
  • The information can be used as evidence if required in case of a reported security breach.
  • Helps in evacuation during an emergency.
  • Visitors records is available for any data collection or analysis.
  • Movement of a visitor to unauthorized places or meeting with unauthorized person can be checked.
  • The visitors convenience is ensured.

Types of visitor management system : There are two types of visitors management system.

  • Traditional or manual method :- In the traditional or manual method all necessary information regarding a visitor is recorded in a separately maintained register called the visitor register. Traditional or manual method, also referred to as the ‘Pen and Paper’ visitor management system.
  • Electronic visitors management system :- Electronic visitors management system incorporates the use of a computer network and customer made software to record and simultaneously process necessary information with regard to a visitor. An electronic visitors management system over rides most of the drawbacks of a manual ‘Pen and Paper’ visitor management system and makes the whole system automated, secure and efficient. It can generate photo ID card and store the record for future use whenever required. Electronic guests the board framework, which is principally computer based framework.
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