Security Magazine logo
search
cart
facebook twitter linkedin youtube
  • Sign In
  • Create Account
  • Sign Out
  • My Account
Security Magazine logo
  • NEWS
    • Security Newswire
    • Technologies & Solutions
  • MANAGEMENT
    • Leadership Management
    • Enterprise Services
    • Security Education & Training
    • Logical Security
    • Security & Business Resilience
    • Profiles in Excellence
  • PHYSICAL
    • Access Management
    • Fire & Life Safety
    • Identity Management
    • Physical Security
    • Video Surveillance
    • Case Studies (Physical)
  • CYBER
    • Cybersecurity News
    • More
  • BLOG
  • COLUMNS
    • Cyber Tactics
    • Leadership & Management
    • Security Talk
    • Career Intelligence
    • Leader to Leader
    • Cybersecurity Education & Training
  • EXCLUSIVES
    • Annual Guarding Report
    • Most Influential People in Security
    • The Security Benchmark Report
    • The Security Leadership Issue
    • Top Guard and Security Officer Companies
    • Top Cybersecurity Leaders
    • Women in Security
  • SECTORS
    • Arenas / Stadiums / Leagues / Entertainment
    • Banking/Finance/Insurance
    • Construction, Real Estate, Property Management
    • Education: K-12
    • Education: University
    • Government: Federal, State and Local
    • Hospitality & Casinos
    • Hospitals & Medical Centers
    • Infrastructure:Electric,Gas & Water
    • Ports: Sea, Land, & Air
    • Retail/Restaurants/Convenience
    • Transportation/Logistics/Supply Chain/Distribution/ Warehousing
  • EVENTS
    • Industry Events
    • Webinars
    • Solutions by Sector
    • Security 500 Conference
  • MEDIA
    • Videos
      • Cybersecurity & Geopolitical Discussion
      • Ask Me Anything (AMA) Series
    • Podcasts
    • Polls
    • Photo Galleries
  • MORE
    • Call for Entries
    • Classifieds & Job Listings
    • Continuing Education
    • Newsletter
    • Sponsor Insights
    • Store
    • White Papers
  • EMAG
    • eMagazine
    • This Month's Content
    • Advertise
  • SIGN UP!
Access Management

Three Characteristics of Successful Visitor Management Programs

By Ajay Jain
0911.visitormgmt
September 9, 2012

 

Visitors can present a potential risk to any organization, and managing that risk is an important component of security. An effective visitor management system monitors who each visitor is, who they came to see, when they are on site and what areas of a facility they are authorized to enter. Effective visitor management also involves confirming the individual’s identification and compiling other relevant information about them that could impact the specifics of their visit or the organization as a whole.

Here are three factors that successful visitor management systems typically deliver:

Policies are centrally defined and managed.

Centralizing the various aspects of visitor management is the first step toward controlling them. All policies and procedures for visitor management should be centrally defined and automated throughout the lifecycle of the visitor's association with the organization. Visitor management can begin days before a planned visit when information about the expected visitor is compiled. The process continues through various required security or background checks and ID proofing prior to check-in. Visitor management also includes the approval workflow for unescorted access, notifications, escalations and reminders.

Visitor management doesn't just begin and end with the visit – it has an impact that can extend several days beyond the visit and must be accommodated by various aspects of the organization. Automation of the entire lifecycle of a visitor's association with an organization ensures that preparatory and follow-up functions are accomplished as required. Automation also ensures that all aspects of a visit comply with the policies and regulations that govern access to and within the organization.

Visitor data is integrated with other systems.

Visitor management systems and policies must be compatible with the broader identity management and access control systems in the organization. Incorporating visitor management as part of an overarching identity management system ensures that visitors are controlled and managed to the same degree and at the same level as all personnel.

To ensure that visitor management is not the weak link of security and identity management, visitor data should be integrated with all physical access control and logical security systems including human resource management systems (HRMS), identity management systems (IDMS) and Active Directory. Visitor management should also be integrated with external watch list databases and training systems for real-time background checks. When centralized and integrated in this way, visitor information is cross-checked and confirmed, and it operates in harmony with other systems aimed at ensuring security and managing identity.

The system is easy to install, use and maintain.

Simple operation ensures that a visitor management system is utilized to the fullest to address the requirements of a global organization. When a visitor registers, a system should capture information from their identification (government ID, driver’s license, passport, green card etc.) to populate fields in an enrollment screen. The system should also capture a photo from the visitor's ID, or a webcam at the registration site can take a photo.

Like politics, all security is local, so the successful functioning of a worldwide security system really comes down to how it performs in day-to-day operation at the local level. Effective visitor management systems should also have the ability to expand and adapt to the growing and changing needs of the organization. Visitor management should be fully scalable and equally effective at all levels of implementation.

Security is only as strong as its weakest link, and thoughtful and thorough implementation of multiple functions ensures that visitor management is not the weakest link. Visitor management should not be thought of as an isolated or low-tech function but should be embraced as integral to an organization's total identity management system. As such, it should be centralized and integrated with a range of functions and related systems.

An effective visitor management system includes capabilities for visitor pre-registration, registration, security checks and access authorization, check-in/check-out, credential printing and centralized reporting, and audit trail functions. Embedded workflow capabilities include approvals for visitors, notifications, delegated administration, escalations and reminders along with a full audit trail.

Incorporating effective visitor management as a critical part of a broad-based identity management system ensures the required level of attention to this function, which also potentially represents a substantial risk. A system's policy engine must ensure that all visitor management activities occur according to the organization's policies and procedures, which are infused into the system. Good security requires attention to every detail of operation – and integration of every detail into a system-wide approach that leaves nothing to chance. 

KEYWORDS: identity (ID) management security policy visitor management web exclusive

Share This Story

Looking for a reprint of this article?
From high-res PDFs to custom plaques, order your copy today!

Quantumsecureajayjain2011
Ajay Jain is President and CEO of Quantum Secure

Recommended Content

JOIN TODAY
To unlock your recommendations.

Already have an account? Sign In

  • Security's Top Cybersecurity Leaders 2024

    Security's Top Cybersecurity Leaders 2024

    Security magazine's Top Cybersecurity Leaders 2024 award...
    Top Cybersecurity Leaders
    By: Security Staff
  • cyber brain

    The intersection of cybersecurity and artificial intelligence

    Artificial intelligence (AI) is a valuable cybersecurity...
    Security Leadership and Management
    By: Pam Nigro
  • artificial intelligence AI graphic

    Assessing the pros and cons of AI for cybersecurity

    Artificial intelligence (AI) has significant implications...
    Cybersecurity
    By: Charles Denyer
Subscribe For Free!
  • Security eNewsletter & Other eNews Alerts
  • eMagazine Subscriptions
  • Manage My Preferences
  • Online Registration
  • Mobile App
  • Subscription Customer Service

More Videos

Sponsored Content

Sponsored Content is a special paid section where industry companies provide high quality, objective, non-commercial content around topics of interest to the Security audience. All Sponsored Content is supplied by the advertising company and any opinions expressed in this article are those of the author and not necessarily reflect the views of Security or its parent company, BNP Media. Interested in participating in our Sponsored Content section? Contact your local rep!

close
  • Crisis Response Team
    Sponsored byEverbridge

    Automate or Fall Behind – Crisis Response at the Speed of Risk

  • Perimeter security
    Sponsored byAMAROK

    Why Property Security is the New Competitive Advantage

  • Duty of Care
    Sponsored byAMAROK

    Integrating Technology and Physical Security to Advance Duty of Care

Popular Stories

Pills spilled

More than 20,000 sensitive medical records exposed

Coding on screen

Research reveals mass scanning and exploitation campaigns

Laptop in darkness

Verizon 2025 Data Breach Investigations Report shows rise in cyberattacks

White post office truck

Department of Labor Sues USPS Over Texas Whistleblower Termination

Computer with binary code hovering nearby

Cyberattacks Targeting US Increased by 136%

2025 Security Benchmark banner

Events

May 22, 2025

Proactive Crisis Communication

Crisis doesn't wait for the right time - it strikes when least expected. Is your team prepared to communicate clearly and effectively when it matters most?

September 29, 2025

Global Security Exchange (GSX)

 

View All Submit An Event

Products

Security Culture: A How-to Guide for Improving Security Culture and Dealing with People Risk in Your Organisation

Security Culture: A How-to Guide for Improving Security Culture and Dealing with People Risk in Your Organisation

See More Products

Related Articles

  • id-card-access-control-freepik

    How visitor management, access control and security innovations are reshaping the look and feel of work in enterprises

    See More
  • nurse with mask

    The future of healthcare visitor management will leverage biometrics

    See More
  • Jeff Karpovich, Chief of Security and Director of Transportation at High Point University

    Balancing Perimeter Security and Visitor Management

    See More
×

Sign-up to receive top management & result-driven techniques in the industry.

Join over 20,000+ industry leaders who receive our premium content.

SIGN UP TODAY!
  • RESOURCES
    • Advertise
    • Contact Us
    • Store
    • Want More
  • SIGN UP TODAY
    • Create Account
    • eMagazine
    • eNewsletter
    • Customer Service
    • Manage Preferences
  • SERVICES
    • Marketing Services
    • Reprints
    • Market Research
    • List Rental
    • Survey/Respondent Access
  • STAY CONNECTED
    • LinkedIn
    • Facebook
    • YouTube
    • X (Twitter)
  • PRIVACY
    • PRIVACY POLICY
    • TERMS & CONDITIONS
    • DO NOT SELL MY PERSONAL INFORMATION
    • PRIVACY REQUEST
    • ACCESSIBILITY

Copyright ©2025. All Rights Reserved BNP Media.

Design, CMS, Hosting & Web Development :: ePublishing