|June 12, 2017||0|
Having a strict visitor policy and a secure sign-in system is absolutely crucial, especially if you’re working with sensitive data (or don’t want trade secrets to be revealed)!
Here are some scenarios that illustrate the danger of a poor sign-in process, and how easily security breaches can occur.
You have a really important potential client coming in for a meeting. You and your staff have done a lot of preparation for the meeting, and you’re hoping to secure an exclusive contract with them. But at the end of the day, you’re looking through the sign-in book and you notice the name of someone working for your competition. Usually, your receptionist would send you a quick message to alert you to a competitor visit, but the temp had not been fully briefed. Worse still, the competitor’s name is on the same page as the potential client.
What went wrong?
Your company uses a visible visitor log.
A visible, physical sign-in log is not secure. You are giving any random visitor the ability to see your visitors’ information at just a glance.
In this scenario, your competitor can see that you are having a meeting with that potential client, giving them information about who you are trading with. They may not know the ins and outs of the meeting, but it would only take an educated guess and a quick phone call to the potential client.
An electronic sign-in process would eliminate this concern. Visitors signing in on an iPad, computer or kiosk can only see the information that has been made available to them.
What’s more, if your competitor didn’t sign a non-disclosure agreement (NDA), they could be sharing sensitive information.
With visitor management software, you can easily make signing an electronic NDA part of the sign-in process. While physical NDAs can be hard to keep track of or locate, electronic NDAs are available within seconds.
You weren’t notified when the competitor signed in.
With visitor management software like WhosOnLocation, you can set up triggers to notify you of any ‘red flag’ visitors, like people working for your competition. And without the visible log book, the competitor would never see any other visitors’ information.
Every time a visitor signs in, the receptionist issues them with a generic visitor badge, which they wear around their neck on a lanyard. When they sign out, the receptionist collects the badge and puts it back in the box. One evening, the receptionist counts the badges and one is missing, but everyone has signed out, so the receptionist can’t tell which visitor left with site with the badge.
What went wrong?
Your company uses reusable visitor badges.
Reusable visitor badges are ill-advised for security reasons. You can never be sure that the missing visitor badge hasn’t been passed on to someone else with the intention to come on-site without having any record of visiting.
WhosOnLocation can issue individual, one-off visitor badges for guests. You can include custom information, such as your visitor’s name, reason for visit, or even a visitor photo. A barcode or QR code can instantly identify the visitor’s record.
To learn about WhosOnLocation for visitor management, visit our website.