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How using the Cloud improves Visitor Management Systems

by Paul Kazlauskas

Visitor management is all about knowing who is in any office building, school, or healthcare facility at any given time. Visitor management systems (VMS) provide an invaluable security service by registering visitors that come to a facility and allowing any organization the ability to access past records of any visitor. There are numerous types of visitor management systems available on the market with varying features and benefits. A popular trend with VMS providers is incorporating cloud computing for storage and access. There are major benefits to incorporating “the cloud” with visitor management systems.

Incorporating the cloud into your visitor management system allows for quick and easy access to data at any time, from virtually anywhere in the world. In addition, users have a great deal of flexibility when it comes to adding additional sites. Whether it be additional schools within a district, satellite facilities of a corporation, or healthcare facilities within the same health system, using the cloud for visitor management systems allows for quicker and more efficient additions of new locations to the overall network. When the VMS provider releases an updated version of the software, the facility is notified and offered a quick download/update. This service is very similar to how apps get updated on a smartphone.

Additional benefits can be attained if you use a leading cloud service provider such as Microsoft or Amazon. This can mean exceptional availability and reliability compared to smaller cloud providers. Plus, overall system downtime is much less when using a globally respected brand. Regardless of the provider you choose, make sure they offer high data encryption, exceptional system security, and the piece of mind knowing their services are spelled out and guaranteed within the service level agreements.

Data storage is another benefit of using the cloud. Providers offer different storage options, so in order to meet a facility’s needs, so it is important to do homework first. Businesses, schools, and healthcare facilities should choose a storage service that fits the nature and size of their data. Since servers do most of the work, the speed of the local computer is less critical.

Streamlined visitor management is yet another benefit of using the cloud for an organization’s visitor management system. Some systems offer visitors the ability to pre-register themselves for a visit to a location. Visitors are provided a link that is accessed on the web (no need to go through the organization’s network) where they can enter all pertinent information such as their name, date visiting, purpose of the visit, and their expected time of arrival. This functionality is similar to registering/printing your boarding passes the night before a flight. Once the visitor actually gets to the facility for their visit, their credentials can be ready and waiting for them. This pre-registration functionality eliminates possible long lines at the front desk if numerous visitors arrive at the same time. Any additional visitor agreements, such as waivers of liability and confidentiality agreements, can be incorporated into a visitor badge, pass, or credential as well.

Visitor management systems are very user-friendly and are simple to get up and running. After a quick install and some brief training, the facility is ready to begin using their visitor management system and are on their way to improving their facility security.

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Posted on 5/13/2015