Pen and Paper Visitor Management System

A pen and paper visitor management system records basic information about visitors to a public building or site in a log book. Typical information found in an entry includes the visitor’s name, reason for the visit, date and check-in and check-out times.

A pen and paper visitor management system’s main positive feature is low up-front cost. Training to use the system is low, and the equipment required to implement this visitor management system is cheap and readily available. Some systems use a simple book format where visitors simply enter their details on marked rows.

More advanced paper and pens systems may use sets of NCR paper and a tear-off pass. This paper allows for some extra features within the system. The first is a discretion sheet which sits behind the passes as they are laid on the system. This protects the identity of previous visitors to that site. Behind this discretion sheet can also sit a visitor register. The carbonless paper transfers the information from the pass through the discretion sheet to the register the site have a log of all the visits. This log doubles as an evacuation register (sometimes known as a fire list). In the case of an emergency, the register can be simply picked up and taken to a muster point providing emergency service personnel with a list of visitors on site.

From the security and usage standpoint, a pen and paper visitor management system has some negative points. Visitors must write entries by hand, creating a log jam effect in public entryways. Security personal must check each visitor’s credentials and manually initiate any further security checks (for example, a call for a background check or other action). Visitors badges rarely have photo identification and can easily be swapped from person to person. Documentation requires either manually re-entering logbook information in a computer or keeping the logbook itself in storage.

Regards,

INTTELIX