Has your workplace taken the proper steps to ensure your visitor process supports and enhances security measures on-site? With the digital revolution taking over global offices and the COVID-19 pandemic continuing to affect how offices function, maximising your office security is now key to future-proofing your business.
The Significance of Introducing a Fully Secure, Digitally Transformed Workplace
Ensuring your businesses' security is now a necessity as the pandemic has created significant change to how offices and workplaces can function safely. When seeking to enhance your facilities security standards and processes it is important to first become educated in the solutions that will future-proof your facility, and applying them to your workplace. Many workplaces will have different requirements regarding security measures for their facility. Knowing and applying the solutions that are required for your facility is what will set your business apart.
Here are some of the crucial approaches of digital workplace security management that your organisation will require to be a fully secured facility going forward:
1. Ensure GDPR Compliance and Implement Secure Digital Forms
To ensure sensitive third-party information is securely stored and remains confidential, settings can be configured inside the solutions back-office to ensure only authorised personnel are granted access to visitor data, limiting data breach possibilities to only a select few, trusted individuals.
GDPR legislation permits third-parties to ask for copies of captured data and grants them the right to purge any data relative to them. By simply searching a visitors name or reference code, their data can be found, shared and deleted. TDS have been making all our products GDPR-compliant since 2018, meaning you can continue serving your European employees, site visitors and customers without any worries.
Some of the positive outcomes of GDPR compliance include increased cyber-security which limits the risk of any potential data breach, standardisation of the regulatory environment which ensures once an organisation is GDPR compliant, they are free to operate throughout all European countries without being required to deal with each nations individual data protection legislation. Other positive outcomes of GDPR compliance are brand safety, the development of a loyal customer following, and regular physical security assessments.
2. Access Control and Touchless Biometric Readers
Access Control Systems and Visitor Management Systems are converging to meet the 'new norm' in health and safety procedures in the workplace. Specifically, the business-critical nature of managing the flow of visitors and regulating visitor access for the sake of everyone's health and safety. In other words, paper logbooks and clipboards at your front desk are simply unsafe in today's world, and will no longer be enough to secure entry onto your facility.
This is where the digital interfaces possible between the two technologies - access control systems and visitor management systems are sparking new ways to accelerate notions of security and safety in the return to work.
3. Enhanced Front-of-House Security with Additional Functionality
Facial Recognition makes it easy for organisations to add image or video analysis to the check-in process for visitors, contractors and guests' arriving on-site. If a visitor has previously checked-in on-site and authorised the Visitor Management Kiosk to capture a photo of their face, their facial features are instantly recognised, allowing the visitor to bypass multiple check-in workflow screens and displays unique visit details on-screen. From here the visitor will complete the remainder of the Visitor Check-In Workflow, confirming visit details, signing NDA’s and printing out their visitor badge.
For first-time visitors, they have an opportunity to pre-upload a photo as part of their email invitation or connect their LinkedIn profile to provide the Visitor Management Kiosk with the data required for recognition, allowing the visitor to bypass multiple check-in workflow screens and displays unique visit details on-screen. Additionally, for unscheduled on-site visitors, the photo capture process inside the Visitor Management Kiosk is simple and time-effective and can be completed in a flash.
As an organisation expands and adds more facilities to their multi-location structure, visitor tracking becomes increasingly more difficult to monitor. By utilising the powers of a digital visitor management system and integrated watchlists, visitor visibility and tracking can be drastically improved, offering security teams and reception staff the tools required to track and assess visitors accurately.
Blacklists and Watchlists can be integrated to TDS Visitor by uploading them in-house to the TDS Visitor system or through third-party integrations such as Interpol or the FBI watchlist.
4. Future Proof Your Facility with Customisable and Protective Report Settings
Visitor data needs to be accessible, reported and protected for successful business continuity and due diligence in risk management, there is much emphasis on the need to easily report on visitor data. In fact, many organisations must now retain copies of their visitor health screenings for specific periods of time in case of contact tracing incidents.
This is where integrations between access control and visitor management can alleviate time constraints when every minute counts in containing a possible outbreak. By standardising the way you collect and detail your visitor information, you can use it to take preemptive action and quickly communicate with your visitors.
TDS' Reporting options now include capacity management reports to ensure social distancing measures are met, custom alert notification reports, head-count reporting, pattern reporting, and quick register reports.
5. Regular Physical Security Assessments
As is the case with the majority of business tools, the continuously shifting nature of the global marketplace means that the security solutions you opt for today may not be adequate in a few years time. Ensure your team keeps up to date with a regular physical security assessment – ideally one every year or every two years.
By taking this time out to step back and review security policies and procedures, or by leveraging a third-party security consultant, you will be able to identify those technologies or practices which require an update to ensure robust physical security.
6. Using Visitor Management Technology to Transform Your Office Reception
The mass reduction in time-wasted on paper-chasing has helped many larger organisations prevent crowd bottlenecking during peak visitor periods improving the overall experience for both the host and the visitor.
With solutions such as visitor pre-registration, your employees will automatically be notified of guests arrival. When your system can pre-register guests and review all previous and upcoming visits, it eliminates unnecessary phone calls to your reception desk, improving management and maximising visibility.
Pre-registered visitors can receive visit details prior to coming on-site. This can include an email with meeting details with a QR code attached. This saves time in filling in a visitor registration form onsite and queueing to receive a visitor badge upon arrival.
Enhance Your Workplace in 2021 With a Digital Visitor Management System!
TDS' main mission of 2021 is to assist global organisations' return to work safely and to prepare for a workplace post-pandemic. With TDS Visitor SE2, your visitor management system will have all new pandemic-proof features to help users return to work with confidence. This combined with the TDS Safeguard solution is providing companies around the world with a safe and secure solution etc.
Learn more about all of these visitor management trends and predictions by clicking the link here below to book a free demo with one of our visitor management product specialists. Make sure before the new year strikes, that your company has a plan in place to protect, and assets.