Nowadays, security of its employees, property and premise has become a very important consideration for any organization. The increase in vandalism and violence has resulted in this. Therefore, all organizations, be it places of business or educational institutions are now taking security very seriously. This is true for organizations of all sizes and employee strengths.
The visitor management system seeks to track the stream of visitors who enter and exit the premise and store personal data about their identity if it is required in the future. This is a digital system and has done away almost completely with the handwritten log book systems. There are many reasons why this system has become obsolete in the face of new technological developments. Firstly, the digital visitor management software is extremely reliable and unlike the log book, there is low risk of loss of information due to human negligence. Some of its other benefits have been given below:
Tabulation of Important Data
One of the most important reasons why this new system of visitor management is largely preferred is because it can be easily flitted through to find the information you are looking for. Some of the benefits of tabulating and presenting data have been given below:
- The entire purpose of collecting information about the visitors to a building is done to prepare for a situation in the future when this information might be useful. This is why it is very important to make sure that when the information is demanded, it can be easily found. The tabular form of data presentation facilitates this and the arrangement makes it possible to find what you are looking for speedily.
- Along with the name of the visitor, other information such as the time of entry and exit, the date of visit and the purpose is also collected and stored. Since this is done for each and every visitor, it is important that this collection of information is presented in such a way that it makes sense when viewed later. This is where the tabulation of data becomes useful. It presents data in a format that is easy to understand.
- This form is also useful when conclusions have to be drawn from the given information in a short time. The analysis of data in tabular form becomes easy and any error or omission of any kind can be recognized at once. The table gives a good understanding of the data at a glance.
Benefits of Visitor Management System over the Traditional Method
After reading about the benefits of the tabular form of data presentation, you might wonder why a digital system is needed for this as a physical log book can also offer a table of data. However, a digital system is much more legible and once stored the data cannot be lost unless manually deleted. The digital system allows you to print instant visitor passes to make sure that everyone who enters the premise is supposed to be there. Someone without a pass can be easily noticed and questioned about his or her purpose within the premise.