Workspace Technologies

5 Ways That Visitor Management System Can Satisfy Regulatory Compliance

In this article, we’ll look at the five different types of visitor management systems. A Visitor Management System is more than simply an eye-catching technique to greet clients and maintain a record of all visits to a business.

Having a data-driven understanding of who walks through an office door has significant advantages, including regulatory compliance. For example, a visitor’s access system data is important for safety during emergencies can be helpful for administrative and office planning, and may even be used as legal evidence in some cases.

However, there are circumstances under which visitor access system data goes beyond a “nice-to-have” and becomes a “must-have.”

If your organization is subject to rules imposed by an industry regulatory board, a local jurisdiction, or perhaps the federal government, you’ll almost certainly require visitor entry system records to prove compliance.

These are the most common ways that visitor records play a role in satisfying regulatory compliance.

  1. COVID-19 Regulation Compliance
  2. The organization with physical offices has had to stay in touch with an evolving set of rules and restrictions, from enforcing masks used to check visitors. Visitor records may have played a crucial role in establishing compliance with local, state, and federal government regulations at various periods during the pandemic.

    Here are some instances of how visitor management systems can aid with compliance:

    • To demonstrate that your building’s maximum capacity limits were not exceeded
    • To demonstrate that each visitor to the workplace accepted that they were not exhibiting symptoms.
    • To retain records of the office’s visitor check-in system that can be utilized for contact tracking.

    Keeping your employees and visitors healthy is also important throughout the year, and you may find that you want to keep some of the best practices in place for the visitor management systems.

  3. Supply Chain Protection Compliance
  4. Specific Supply Chain Protection Compliance requirements vary, but all members have to do one thing, which is that they have to demonstrate that their supply chains are secure from the point of origin to the point of distribution.

    Members include importers, carriers, brokers, and manufacturers. For security purposes, companies should ensure that their trading and supply chain partners follow all the check-in systems before entering.

    Its guidelines suggest that Visitor Management System records play a role in Supply Chain Protection Compliance.

    • Access controls are used to restrict unwanted access to facilities, maintain employee and visitor management, and safeguard company assets.
    • All employees, visitors, and vendors must be identified at all points of entry, according to access controls.
    • Upon arrival, visitors must show photo identification for documentation purposes.
    • All guests should be escorted and have temporary identification on show.
    • Keeping records in a visitor check-in database for unauthorized/unidentified persons must be identified, challenged, and dealt with according to established procedures.

  5. Data Protection Act of 2019
  6. A country named Kenya legalized data privacy, and a protection law named the Data Protection Act of 2019 (the DPA). The DPA guarantees every individual’s right to privacy, especially with regard to personally identifiable information.

    Organizations that still use physical visitor check-in systems and registration books run the risk of exposing personal visitor details to other visitors.

    This was obviously problematic before the introduction of the Data Protection Act, 2019, as it was very hard to guarantee the privacy of visitor data before the legalization of the Data Protection Act, 2019.

  7. Compliance with Food Safety Regulations
  8. Every consumer’s demand for food safety and quality, so the demand for food safety has transferred from retail chains to authorities and increased the pressure on the food manufacturing industry to implement better and more reliable quality products and take the food inspection equipment to guarantee the safety and quality of the food.

    For the safety and good quality of the product, it requires proper worker and visitor access systems for its hygiene. This has led food manufacturers to choose food X-ray inspection over metal detection and has helped to obtain new food safety certifications.

    Below are the regulatory requirements for the food industry.

    Regulations and standards:

    • Cleanliness of the manufacturing plant
    • Adequate maintenance of the production equipment
    • Use of suitable chemicals
    • Identification and storage of waste.

    However, in general, for a safety plan, we need to keep an eye on the deliveries and ingredients while they’re on-site and includes the limit on visitors for safety purpose.

    In short, food and beverage manufacturers can use the visitor management systems to records to demonstrate that only qualified individuals have access to their products.

  9. Other Best Practices or Certification in the Industry
  10. The International Standard Organization (ISO) is a non-governmental worldwide organization that collaborates with subject matter experts to develop international standards for the production, processing, and delivery of visitor management systems.

    Its objectives include ensuring product compatibility, promoting safety, and sharing best practices around the world. Following these best practices saves time and increases productivity, but official ISO certification can raise your company’s credibility and may even be required by law or a potential business partner.

    The ISO includes visitor recordkeeping in many of its standard practices for various industries. Listed below are a few potential benefits:

    • Improve performance and productivity – Employees’ jobs are clarified and clear goals are set when a system of procedures, documents, responsibilities, and processes is formalized.
    • Clear processes – Any company can benefit from having all of their processes written down, with critical duties clearly assigned and valuable statistics established.
    • Improve efficiency and minimize waste – There are chances to do things faster and for less money in practically every sector. Improved procedures and standards help to avoid costly mistakes and delays. But, perhaps, more importantly, adopting standards set by worldwide experts put your company on the low end of the spectrum, saving years of experience and effort.
    • Enhance Customer experience – In general, happier personnel and faster processes result in a better customer experience. In some circumstances, standards specify how to isolate to meet the needs of your clients.
    • International adaptability – By implementing these better processes based on international standards, your company or organization will have a competitive advantage in the global marketplace and will be able to readily access new markets.

    Conclusion

    The Visitor Management System can help organizations achieve compliance whilst improving the visitor management processes. All components of the visitor management system can be connected through a secure system with our technology, allowing for safe data gathering.

    With all the benefits a digital visitor management system offers, it is clear why many organizations are switching from manual visitor registration to the digital visitor check-in system. The goal is to help visitors and hosts to streamline their front desk operations and visitor management processes.

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