WHITE PAPER

The Benefits of
Visitor Management
System

As Companies become increasingly

concerned about
security, our Visitors Management System
can be
used to control access to a particular
Howfacility
it Works?

ecurity is the key requisite with

regards to
the welfare
of any organization.
Organizations consisting of several
buildings, floors and departments would
need a system to maintain data about
the persons visiting them every day.

As part of this requisite, the security

officials are required to collect an
identification
document
(CPR
or
passport) from the visitors and manually
write the data about the visitors into a
register/record book.

Visitors are requested to provide their

CPR/Passport (Identification) to the
security official who places the card into
a scanner which would be interfaced
with the Visitor Management System
software (VMS) installed in a computer
Instant Data Collection: The VMS
scans the CPR card provided by the
visitor, reads the data and stores the
data about the visitor including the
photograph in the system.

Manually registering the data could be

time consuming, impacts movement of
visitors and the data could be incorrect
and most significantly retrieving the
data at a later point of time would be
arduous.
To overcome these limitations and to
streamline the process of visitor
management,
MicroCenter
has
developed the Visitor Management
System by taking into consideration the
uncompromising aspects of security.

With respect to the

significant impacts of security in
several organizations, the need to
monitor the presence and movement
of visitors is highly consequential.
The Need:

Direct Notification: The VMS further

sends out a notification to the employee
who has appointed the visitor to be met
in the organization. The notification can
also be selectively sent to Security or
his. The notification could be one among
the following three formats.

Computer alert on the employees

PC with the photograph of the

The Benefits of Visitor Management System

Visitor Monitoring: There have been

several cases where group of visitors
are kept awaiting the employees they
require to meet in an organization.
VMS provides a quick mechanism to
accelerate and manage coordination
by usage of the request-response
system.

[Visitor management System]

software can verify whether the
visitor is expected or has been in
the facility before and makes

Further the VMS manages and the

presence of a visitor at any point of
time. When the visitor arrives, a time
he spends in the organization. Once
this time period has been exceeded,
an appropriate indication is provided.
Data Analysis: Once the visits are
complete the system provides extensive
data analysis on current and historical
information. It could be:

A statistical repot (Daily/weekly or

monthly)
An audit report
o Who is inside?
o Who & how many times
visited your facility?
o How long they stayed?
o Who contact them?
o Which floors or rooms they
visited?
o Who left the building after
closing?
Customised Report
o As and when required

Restrictions and Control: The

information about visitors of an
organization is to be kept confidential
manual provides an opportunity for
anyone to access the data and
retrieve
information
about
the

Appointment Feature: In case the

organization allows prior appointment.
The VMS supports this function by the
Appointment Module which could be
accessed by internet to create an
appointment

The Benefits of Visitor Management System

Using this feature, the visitor sends a

request to the employee to be visited
and the security supervisor. The
employee can choose to accept,
decline or postpone the appointment.
The
final
response
is
the
communicated to the visitor and the
security supervisor who in turn
records an appointment in the
system.

VMS- Architecture

Setting of appointments can be

configured by the system to define
working days and hours, to define
holidays or break periods according to
the specifications of the users
Scalable Solution: VMS is totally
scalable and it can be enhanced or
upgraded as and when required.
Starting with a single user system, the
VMS can be implemented across the
organization including multiple gates
and
locations
with
centralized
database. The license can be as
follows:

. VMS- Notification

Desktop version
Server Version (Basic)
Server Version (Standard)
Server Version (Advanced)
Oracle based Systems

Additional options: In addition the

organization has a choice to select
additional components as per its
requirements.
These
components
could
be
services,
users
or
attachments.
Some
of
the
components are as follows:

The

Passport Reader
Visitor Badge Printer
Mobile CPR
Benefits
of Reader
Visitor Management System

Salient Features and benefits of a visitor management System

Automated Entry. Reads accurate data and stores photo from the
visitors CPR
Total Data and information Security about the visitors
Detailed visitor information captured quickly and accurately
Extensive Visit management including monitoring and control
Controlling and accurate screening of visitors including blocking
Bilingual (Arabic/English)

Micro Center is a 30 years old leading software company in Bahrain. It specializes in Business Solutions,
Intelligent Systems and Geographical Information Systems (GIS). It is also an Oracl Gold Partner andsole
distributor of Esri, Telvent and Trimble in Bahrain.
It is the first company in Bahrain that brought up this concept of using the Resident Identity Card (CPR) and
Passport Scanners in a Visitor Management System. The system has been installed in various government and
private sector industries in Bahrain.

Contact Details:
MicroCenter
P.O. Box 1539
Manama
Kingdom of Bahrain
Ph: (O) 00973 17262535
(Fax) 00973 17232440
inquiries@miceocentergulf.com; marketing@microcentergulf.com