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  • Visitors Access Card Management

    Was wandering if you guys could share you ideas and methods for managing visitors cards.

    Our company have a policy that every visitor is given an access card rather than a paper pass and a lot passes are going missing, because the visitors are declaring them lost. The passes are not attached to any kind of lanyard and deposited in a return slot on leaving the main gated turnstiles.

    Is there any kind of clever idea or method than will cut the chances of us having so many passes lost?

    Cheers for your time and any input will be gratefully received.

  • #2
    It really depends on what kind of infrastructure you're securing, but generally, if it's of high importance, you're creating a major vulnerability by essentially circumventing the access control system by allowing unauthorized users access to working cards by way of a faulty, poorly structured access control plan.

    It raises two initial concerns for me. One, if each visitor is given his or her own access control device, I imagine that it isn't set to expire 24 hours after the issuance. Meaning, it probably is still functioning the next day and so forth. If this is the case, at the very least, it should be adjusted so that the card expires in a very short timeframe after being issued.

    The second issue, and granted if this is an extremely low-threat workplace where employees go through absolutely no background check whatsoever this next part wouldn't matter, but you do not know who you are giving access devices to, and you have nobody taking "custody" of these people. It sounds like they are not being escorted by employees - after all, if they were, then you wouldn't have to provide them with access cards.

    Without really knowing what it is you're securing, what sort of vetting process your current employees go through to obtain clearance, and what the threat level of your facility is, it's difficult to provide a particularly good answer. Maybe your management just deemed the facility such a low risk that even a faulty access control system is unlikely to be intentionally breached. Either way, it'd be helpful to really know more to offer suggestions.

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    • #3
      Visitors Access Card Management

      We have a few steps in our process. First off, visitor request have to be made ahead of time and entered into a database with their name, etc. Upon arrival, the visitor must present a government ID, like a drivers license or passport, which we keep until the visitor leaves. The visitor must be escorted by an employee. Visitor cards have a clip and they are to be worn visibly above the waist.

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      • #4
        Visitors and vendors register with the office if going unescorted into areas that need a key card. We make it clear if they lose it they pay for it, or their boss does. By policy we automatically cancel the cards that are reported lost or are unaccounted for after a certain number of days.

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        • #5
          Originally posted by Condo Guard View Post
          Visitors and vendors register with the office if going unescorted into areas that need a key card. We make it clear if they lose it they pay for it, or their boss does. By policy we automatically cancel the cards that are reported lost or are unaccounted for after a certain number of days.
          Out of curiosity, is each access device given to an unescorted visitor programmed to only provide access to areas that they're pre-registered for?

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          • #6
            Sort of. Its more of a zone system rather individual areas. The only good thing is if a vendor did decide to "wander around" we have a record of each time they swipe the card and which door.

            Our card key access system is actually better managed than our hard keys, IMHO.

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            • #7
              We had a plastic badge on clips that our visitors had to wear and return before they left our building, however, we ran into the same problem where we were missing visitor passes.

              Last year we decided to go away from the plastic badges and issue the Self-Expiring visitor passes that we print on a Dymo thermal printer with the visitor's name on them along with the "date of visit" printed. Is it wasteful, perhaps, but we know the badges can't be reused day after day.

              Our visitor policy is very simple...on paper...annoying because some don't follow it. The visitor policy is this "visitor's must be escorted at all times". Now we make some minor exceptions like if we see a visitor leaving the bathroom or using the vending machine because they had to be scanned in past the turnstiles by their host.

              It would also depend on how many guests you have coming into your building. We have about 200-300 guests per day during normal business hours which gives us a normal weekly total between 1000-1500 guests. About 1/4 to 1/3 wouldn't return their visitor passes....which meant we had to reprint them. We compared costs of printing the disposable vs. the plastic type and the disposable was significantly cheaper.

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              • #8
                I would like to recommend you a visitor management software from Trackforce. It is a best and and cost-effective solution that helps to mange visitors of organizations in real-time.
                Our visitor registration and management system and software will track all information of your visitors and prevent unwanted visitors to enter into your building or factory.

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