Paper and Digital Visitor Log Book in IT Companies: Which is More Efficient

Modern-day facilities, be they big or small aim to tighten up security restricting unauthorized access within the premises. However, maximum office entrances are not safe and the reason is the usage of manual paper check-in sheets for recording visitor data.

Are you aware of the fact that business establishments lose dollars due to poor and old-fashioned visitor management system?

Traditional logs are unable to meet demands

The problem is that traditional paper logs are unable to meet the ever-changing demand for security and efficiency. This is where the digital visitor logbook comes in. It is a contemporary solution that allows handling visitors effortlessly.

From paper logs to digital systems is a giant leap towards optimal security, efficiency, and accuracy. The digital visitor logbook makes check-in seamless and offers real-time data.

At the same, automated visitor management system or digital log books are capable of generating automated reports and enhanced security features. It is a must-have tool for modern business. Before we explore more on traditional versus digital logbooks let us have an understanding of what is visitor logbook and why organizations need to use a visitor log.

What is a Visitor Log Book?

An essential tool helping capture the details of individuals entering or leaving the premises. It is a record-keeping booking allowing track identity, purpose of visit, company he or she is representing and other respective details.

Visitor logbooks can be both paper-based and digital. A traditional paper-based visitor logbook at the reception front desk allows visitors to fill out a detail defining the identity and purpose of the visit. On the other hand digital visitor logbook or visitor management system is an automated and streamlined version and here all information is already inserted with technical help. It captures instant images of the visitors, QR code-powered check-in, ID card scanning, biometric fingerprints and more aiming to make the workplace secure and safe.

Moreover, an online visitor logbook allows for maintaining digital records of every single visitor dropping in at the facility.

Need for visitor management system at a business facility

A visitor management system or visitor book is significant for any organization that allows recording data and other key information.

These records are helpful for administration and managerial staff. They create a data set of several types of visitors entering their site and offer an overview of how many visitors they average in a single day.

This information is not only helpful for better tracking purposes, but it may serve as an effective medium for identifying potential security weaknesses within the organization.

Digital Logs versus Paper Logs in IT Facilities

In the modern era, IT companies continuously seek ways to enhance their operational efficiency and security. One area that has seen significant debate is the choice between paper and digital visitor log books. A closer look reveals that digital visitor log books generally offer superior efficiency and security for IT companies.

Traditional Log Book: What it is & its significant drawback

One of the primary drawbacks of traditional paper logbooks is the time it takes for visitors to manually fill in all the details. Each visitor will manually have to write the name, time of arrival, and purpose of visit and related information.

• The process can cause a lot of delays, especially during peak hours when there is a long queue waiting to enter the premises.
• It is not only time-consuming but at times creates an irksome experience for the visitors. Human error is one of the major issues with paper-based logs.
• Unreadable handwriting, misspelt names and entries with incomplete details are common issues.
• All these errors often lead to confusion and make things difficult to verify visitor information as & when required.
• At the same time, the manual nature of paper logs means that data entry mistakes are almost unavoidable.
• Paper logs do not offer any real-time data.
• If any host is on the premises or any concerned people in need of data, the front desk receptionists will physically have to browse the logbook.
• It is loathsome and slow. This lack of real-time information is a crucial drawback in situations requiring prompt action, like emergencies or security threats.
• Storing paper logs is a challenging task, especially for a large organization that receives a lot of visitors daily. These logbooks generally pile up quickly.
• Retrieving information from a particular log book is onerous as one has to shift through pages to find specific entries.
• These manual books are easily tampered with or damaged. Individuals having no permission to enter the facility can often break in leading to potential security breaches.
• Moreover, paper logs are very much susceptible to physical damage from water, and fire.
• Moreover, with time these books are subjected to wear and tear and there are high risk of data loss.

Summary of events:

Paper logs are prone to human errors

Paper visitor log books have been a traditional method for tracking visitors. They are straightforward to implement, require minimal training. However, they come with several drawbacks.

Paper logs are prone to human error. Additionally, retrieving information from paper logs is time-consuming and inefficient, especially when dealing with large volumes of data.

In the event of an emergency, quickly accessing visitor information can be challenging, hindering the company's ability to ensure everyone's safety. On the other hand, digital visitor management system offer numerous advantages that make them a more efficient choice for IT companies.

Digital Log Book: Why it is essential for contemporary IT establishment

The usage of digital logbooks decreases a lot of time for visitor check-in. Visitors dropping in can quickly input the information using a tablet at the self-service kiosk.

Few systems even allow pre-registration and here visitors are legitimized to fill out all key details online even before arrival at the venue, enhancing the overall process further.

1. Minimizing errors:

With a digital logbook/ automated visitor management system at your front desk reception risk of errors is marginalized. Digital systems can also auto-fill a few fields and the available data in real time, decreasing the chance of incomplete or incorrect entries.

One of the key features of automated visitor management system is the ability to offer real-time data. At any given time one can easily access an up-to-date list of current visitors.

2. Enhances Security Measures:

Improve overall situational awareness and enhancing security measures. The real-time capability is invaluable in managing emergencies and coordinating responses quickly.

All data are stored electronically, eliminating the need for physical storage space. Data is stored securely in the cloud or local servers and retrieving specific information is quite a seamless process.

3. Enabling audit trails:

Digital logs also provide an audit trail, making it easier to track and review visitor activity when needed.

Moreover, digital visitor log books support compliance with data protection regulations by securely storing visitor information and providing controlled access to authorized personnel only. This is particularly important in IT companies, where handling sensitive data and intellectual property is a daily routine.

Let us now understand the advantages of using a digital log book

1. Allows creating great first impressions:

Visitor management system or a digital log book help impress guests before they even walk through the entrance. With a custom invite already sent to pre-registered guests they will no longer have to wait in the long queue and fill up their details manually.

Guests dropping in randomly can also decrease their wait time. They can quickly fill up all key details which get stored in the system and chances of data loss are lesser.

2. Adding Extra Layer of Security:

Enhanced safety is one of the crucial advantages of using a digital visitor log. Any organization or workplace needs to be completely aware of who is coming in and who is leaving the premises. The system ensures visitors can enter only within authorized areas.

Advanced and automated features like contactless check-in, QR features to prefill details and other features allow for keeping data within safe corridors.

Security is another critical factor where digital log books excel. Advanced features in visitor management system like facial recognition, ID scanning, and integration with access control systems enhance overall security. These systems can quickly flag unauthorized visitors and ensure that only approved individuals gain access to sensitive areas.

The investment in digital systems is justified by the enhanced visitor experience, improved data accuracy, and robust security features, making them the preferred choice for modern IT environments.

3. Protecting data & maintaining confidentiality:

Sensitive and personal data like names, signatures, phone numbers and other important information lying in open-logged traditional log books are risky.

With visitor management system, your data remains secured and offers a lot of advantages. Easy security audits and compliance with data protection laws.

Alerts when the visitor overstays on the premises. All information when filled in the system will be stored automatically & will not be visible to any third party.

4. Notifies host employees when a visitor arrives:

The visitor management system will free up your front desk team so that they can make sure visitors feel welcomed and remain prepared for the visit. Rather than manually tracking down by calling the front desk several times about the visitor's arrival, the VMS automatically send them a notification.

5. Saves paper and storage expenses:

Traditional paper logs are costly. In 2022 a survey conducted by Epson of IT decision-makers across 30 nations found out 89% of decision-makers saw an increase in print cost over 12-18 months.

According to IDC, a 2012 survey of information workers revealed almost 2.8 hours are spent every week dealing with problems and tedious tasks that are generally associated with paper documents.

Thereby, digital visitor books allow establishments to save on ever-increasing printing costs & moreover, chances of documents missing from the workplace are minimal.

Note- We are slowly turning to be eco-conscious striving for longevity and better sustainability of our environment. Visitor management system are a forerunner in achieving environmentally friendly space decreasing the carbon footprint caused by their paper counterpart.

6. Strengthening Accountability:

Spreadsheets and paper-based logs give birth to a lot of unanswered questions, how many visitors dropped in today? How many were pre-registered?

Did all of them have all the crucial documents required to enter the premises? Answering all of these questions is tedious and if any of the answer turns negative, it triggers an adverse effect.

How about using a digital log book? With visitor management system in the workplace, you no longer have to worry about visitor entrance and managing the crowd.

User log in with their specific details helping identify who is entering and who is leaving the facility. All of the advanced feature allows building better documentation and strengthening communication within the premises.

Why ConvexSol?

Are you a contemporary business establishment in Dubai, UAE? Looking to streamline visitor operation within your premises? Get in touch with us.

Our latest product Convex vZit an enhanced visitor management system, offers advanced features like AI-based face recognition, effortless registration and self-check-in, and Emirates ID scanning facilitating informed decision-making.

Maximise efficiency with smart, secured and easy-to-register VMS enhancing security and crowd management within the business establishment.

With our visitor management system can help businesses keep an accurate track of the visitor check-in and check-out process. It enables extracting reports to better manage visitor flow.

Future of Digital Log Book in IT – Concluding statements

• The future of visitor management system in IT establishments are optimistic.
• It offers enhanced efficiency, accessibility, and accuracy.
• With advancements in cloud technology and mobile integration, digital logbooks provide real-time data entry and retrieval, minimizing errors and streamlining record-keeping processes.
• In today's fast-paced business environment staying ahead of office management trends is a crucial thing. Adopting digital logbooks is not a luxury but a necessity.
• It is becoming a prerequisite for organizations of all sizes across verticals. - The shift towards digital contactless solutions offers a riveting experience for visitors dropping in.
• They enable seamless collaboration and data sharing among teams, regardless of location.
• Features like automated reminders, analytics, and reporting tools transform traditional logbooks into powerful management tools.

Streamlining Operation with Digital Log Book

Automated visitor management system streamline the check-in process with features like self-service kiosks, QR code scanning, and pre-registration options. This reduces wait times and frees up reception staff to focus on other tasks. Real-time data entry eliminates the possibility of illegible or incomplete information, ensuring accurate and up-to-date visitor records.

As industries increasingly adopt digital solutions, the use of digital logbooks will become ubiquitous, driving productivity and ensuring compliance with industry standards. This evolution signifies a pivotal shift towards smarter, more connected workplaces.