A workplace should always prioritize the safety and security of its employees, guests, and property. Unfortunately, not recording visitors who enter a workplace can lead to a range of risks that could compromise these priorities. In this blog, we’ll explore the dangers of not recording visitors, and how to mitigate these risks with the implementation of digital visitor management software.
Lack of Accountability
One of the primary risks of not recording visitors is the lack of accountability for who is in the building and at what time. This can make it challenging to determine who is responsible in the event of a security breach, accident, or other incident. For example, if a valuable item goes missing, it may be difficult to determine who was in the building at the time of the theft.
Moreover, not recording visitors makes it more challenging to coordinate emergency responses. In case of a fire, natural disaster, or other emergency, it’s crucial to have an accurate record of who is in the building and where they are located. This information can be used to ensure that everyone is safely evacuated and accounted for.
Another risk associated with not recording visitors is the potential for legal liability. If a workplace accident occurs, and it’s unclear who was in the building at the time, it can be challenging to determine who is responsible. This lack of information can result in prolonged and costly legal battles that could have been avoided with proper visitor management.
Also, not recording visitors can also put a company’s confidential information at risk. Visitors who are not properly vetted may access sensitive information, such as financial records, trade secrets, or client data, which could result in significant financial loss and damage to the company’s reputation.
Loss of Property or Sensitive Information
In addition to the risk of legal liability, not recording visitors also puts a company’s property and sensitive information at risk. Unrecorded visitors may steal company property or access confidential information, which could result in significant financial loss and damage to the company’s reputation.
For example, a visitor who is not recorded may have access to restricted areas of the building, such as server rooms or secure storage areas, which could allow them to steal equipment or sensitive information. In some cases, the visitor may not even need to physically take anything; they could simply take a photo or copy sensitive information with a device such as a smartphone.
Mitigating Risks with a Digital Visitor Management System (VMS)
To mitigate the risks associated with not recording visitors, it’s crucial to implement a visitor management solution. This can be as simple as a sign-in sheet or paper log book, however using a manual based system is inherently flawed due to its limitations. A paper based system cannot be accessed by multiple people at the same time, and it also can be misplaced or easily removed from its location.
These issues are all removed when using a digital VMS to track visitor information, such as name, purpose of visit, time of entry, and exit. A database held off site can be referenced in the case of an emergency, where a paper based log book may not become irretrievable in the case of an emergency evacuation. Digital based VMS’s can be accessed from any smartphone and has many superior features which we will cover.
A digital visitor management system provides several benefits, including:
- Improved accountability: A visitor management system provides a clear record of who has been in the building and at what time. This makes it easier to determine who is responsible in the event of a security breach, accident, or other incident.
- Better emergency response: In case of an emergency, a Digital VMS can provide critical information about who is in the building and where they are located, making it easier to coordinate an effective response.
- Increased security: A VMS can help to prevent unauthorized access to restricted areas and sensitive information, reducing the risk of theft or data breaches.
- Better compliance: In some industries, recording visitors is a legal requirement. A visitor management system can help companies to comply with these regulations, reducing the risk of fines and legal liability.
When choosing a VMS, there are several factors to consider, such as ease of use, cost, and compatibility with existing systems. For example, a digital VMS can offer a range of features, such as automated check-in and check-out, ID scanning, ID badge printing, and real-time notifications. These features can provide an added level of security and convenience, but they may also come with a higher cost.
Manual sign-in sheets may be more budget-friendly, but it will not provide the same level of security and accountability. When choosing a VMS, it’s important to consider the specific needs of your workplace and find a solution that balances cost, convenience, and security.
In conclusion, not recording visitors who enter a workplace can lead to a range of risks, including a lack of accountability, legal liability, and loss of property or sensitive information. To mitigate these risks, it’s crucial to implement digital visitor management software. By taking the time to choose the right solution for your workplace, you can ensure the safety and security of your employees, guests, and property.
To get in touch with one of our team to discuss how we can help please visit our contact page or call us on +613-8319-0976. Alternatively, you can trial our solution by signing up online at https://online.ezysignin.com/signup.