How the GDPR will affect your visitor management system

When new data protection regulations came into effect back in May, it seemed like every man and his dog was scrambling to become compliant. The data storage, destruction, and handling processes of businesses all over the UK have been overhauled to fall in line with the stricter rules, yet it is still thought that upwards of 52% of companies will not be fully compliant by the end of this year.

While vetting your print and IT infrastructure, software and hardware for compliance is the obvious port of call, there may be one area of your workplace that you’ve overlooked: the visitor book. Every day, we scan and shred confidential paperwork, whilst hundreds of important personal data records are held insecurely in traditional, pen-and-paper visitor books.

Under GDPR, businesses need to seek out secure visitor management systems that comply with the new regulations whilst also boosting efficiencies and giving visitors a quality introduction.

Why should you abandon paper visitor records?

A visitor management system is an essential part of any working business operation. On top of safeguarding your own security, it’s also crucial for fire safety and can make or break a first impression.

We already know that outdated technology poses a great security risk for any business, with 60% of SMEs having experienced a cyber attack due to unsupported or unstable software. Checking in visitors with pen and paper increases the possibility of a data breach or simple human error – you wouldn’t risk this in office printing, so why risk it at reception?

A digital visitor management system should work seamlessly and securely, allowing even the busiest day of meetings to flow without a hitch, and without worrying about a potential breach. Here are a few reasons why digital outweighs a paper log book every time:

Traditional log books sustain a lot of wear and tear, which makes possible errors difficult to control.

When it comes to welcoming guests into your premises, the main concern is security. From the outset, your visitor management system should be able to notify you when a guest has arrived – that way they can be greeted by a relevant person or escorted to the right place. With a paper log book, messages risk being missed, guests may get lost, or your record of their visit may get destroyed or damaged by accident. This posts a significant risk to your – and your visitor’s – safety and security. Digital visitor management systems will also allow you to track guests during their visit, giving you greater control over your own security as well as providing peace of mind in the case of an emergency situation.

Paper records make accessing confidential information tricky to control

Under GDPR, businesses must keep an auditable trail of all the personal data they handle and process. This also extends to the log book. Traditional log books are unable to handle sensitive data in the same way a digital one can – for example, visitors writing in the same log book can see the names and details of all other guests, leaving their information vulnerable to attack. A digital visitor management system will give you the peace of mind over what information you display and what visitors can access. Then, at the end of the day, records of who has visited that day will be stored securely in a centralised location.

Digital visitor management systems are a brilliant way to give you control over your sign-in process. They’re quick, secure, and make a great first impression – on top of providing the flexibility and functionality you need to comply with GDPR.

At Universal, we work with Brother to supply our customers with award-winning visitor management technology to give you more control over your security, safety, efficiencies and professionalism. Want more information? Don’t hesitate to get in touch with us on 0845 345 0061 or email us here.

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