Despite a paper book being easy to source at a low cost, there are no real benefits of the system. Below we have listed the number of different issues that are caused by a paper sign-in book.
Data loss
If an emergency evacuation occurred or the paper visitor management book is stolen what would you do? Unfortunately, there is no backup for this information, once the data is lost, it is gone forever. You will have to start again, without all the past visitor data.
With a digital visitor management system, your data is safely stored and backed up, even if the physical visitor management system is destroyed then the data is secured digitally. In a fire evacuation you are able to access all the data from your electronic visitor management system using the live management dashboard. This can be accessed from any device with an internet connection.
Manual data entry
On average the majority of individuals would have experienced the pain of manually having to sign in/out. It is an extremely mundane and time-consuming process. When individuals sign in they have to enter their details such as their first name, last name, the date and time they have arrived on site. This information is then manually uploaded to an excel spreadsheet.
With a digital visitor sign-in system, your visitors enter their data digitally, which is then automatically saved on your management dashboard. Reports are then automatically created which saves your receptionist time from manually uploading data.
By digitally capturing details on a visitor management system, it helps to reduce ‘human error’ when transferring the data from the paper sign-in book to an online excel spreadsheet. Not only this but if an individual has illegible handwriting it can be difficult to see exactly who is onsite, increasing the risk of inaccuracies.
GDPR compliance
GDPR compliance is extremely crucial to ensure for any business. A paper book is not GDPR compliant. Anyone can easily flick through the paper book and access all the visitor data. With a digital visitor management system, all data is digitally stored on the management dashboard for only selective individuals can access. As well as this on arrival, your visitor is greeted with a GDPR message so they understand that their data is being stored.
First impression
A first impression lasts a lifetime. If a visitor arrives on site and is greeted with a worn-out paper book, what are they going to think? Not only this but because the sign-in process with a paper book is such a time-consuming process there are often many queues in the reception area to access the book.
Visitors deserve a seamless sign-in process, which is exactly what our visitor management system offers. Individuals are able to instantly sign-in/out in a matter of minutes. When your visitors are greeted with a sleek modern display it displays a high level of professionalism from the business.