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5 Key Steps to Achieving Workplace Safety with a Digital Evacuation System

5StepslifesafetyarticleMore than just a tool for your security team, a digital evacuation system can completely strengthen policies within your organisation. Here are 5 key steps you can take to safeguard health & safety compliance in your organisation. 

1. Understanding Potential Threats with Digital Risk Identification

Risks cannot be managed unless they are first identified and understood. The identification process will provide the foundation on which your visitor risk management is developed. When seeking to identify risks the following considerations should be made:

  • Incident reports and past risk assessments: Where do incidents historically occur and what steps have been taken to prevent these risks?
  • Employees working in the area: How will visitors impact employee activities and what risks do employee activities pose to visitors?
  • Previous visitor reports: Understanding visitor volumes frequency and peak periods will help better understand the risk and resources required to manage this risk. 

2. 24/7 Monitoring of Entry and Exit Points

The most vulnerable point from a security standpoint is relating to your security space requiring effective monitoring either manual or electronic. Opting for a digital visitor management solution will allow you to provide 24/7 monitoring of your reception by tracking all your visitor activity including entry and exit times. 

When an emergency begins, all personnel exit the building and uses their staff or visitor badges to swipe safe at designated muster points located at the existing assembly point. The transition over to new technology methods is eased by leveraging the use of existing technology in an organisation such as access control cards. 


3. Establishing Control Measures

Using the results of the risk assessment, control measures can be determined with the necessary steps taken to reduce or eliminate risks. Control measures may include;

  • Elimination of risk: Where the risk is considered very high i.e in the case of a secured cash office implementing a 'no visitor zone' 
  • Transfer of risk: To reduce incident responsibility, i.e. in the case of moving machinery signage may be used to alert visitors to the potential risk.
  • Reduce the risk probability/impact: Where the risk is more moderate or unavoidable i.e. in the case of contractors requiring access to a data centre, implementation of a digital visitor management system that screens visitors on arrival and tracks their movements on-site. 
  • Accept the risk: When the risk is deemed to be within acceptable limits i.e low or negligible risk. 
  • Real-time missing lists

Protecting visitors and employees requires a documented process for building evacuations in the event of an emergency. Access control or time management solutions provide updates on employee numbers. However, there is still an obvious question as to how visitors are accounted for in the event of an evacuation.

Capturing visitor check-in and check-out information within a digital visitor management solution will provide your organisation with real-time visitor information, allowing you to generate missing visitor lists with ease.


4. Allowing for Efficient and Rapid Responses

In the event of an emergency in an organisation, efficient and rapid evacuation is of the utmost importance as hundreds or thousands of people need to be evacuated as quickly as possible. The objective of the building evacuation is an efficient relocation of people from a hazardous building under imminent danger to safe areas through safe and rapid evacuation roles. 

5. Review, Apply & Monitor Control Measures

Once control measures have been determined and implemented, the effectiveness of these measures needs to be assessed. This involves reviewing the proposed control measures with regular assessments and stringent documentation. 

The role of technology in emergency management is to connect, inform and ultimately save the lives of those impacted by an emergency. 

Having an automated emergency evacuation solution can drastically improve emergency communications. In the event of a building evacuation to the most important process is ensuring that all personnel are accounted for and marked safe.

Want to learn more about how you can minimise risk in your workplace?

If you want to see for yourself how a digital emergency evacuation solution can be hugely beneficial to your organisation, click here or the link below to learn more about how to efficiently digitise your Emergency Evacuation Procedure.

Learn More about TDS Life-Safety

Kim Carroll
Kim Carroll
Marketing at Time Data Security, a leading provider of innovative security and visitor management software.

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