CHAPTER TWO

LITERATURE REVIEW

2.0 INTRODUCTION

Organizations need to take care of security measures concerning visitor’s management and

tracking. Corporate offices will get too many number of visitors every day for many reasons such

as interviews, parcel deliveries. By introducing a visitors management system that allows

organizations to track visitors on daily basis by introducing procedures such as ID registration,

visitor approvals, process management, pass or badge and record keeping.

The disadvantages of this system, is centered on the area of illiteracy and availability of materials

needed for, by the visitors to register with the security. This problem can be encountered mainly

in rural areas where internet services are still limited.

2.1 THEORETICAL BACKGROUND

2.1.1 Domain Research

Organizations need to take care of security measures concerning visitors’ management and

tracking. Corporate offices will get too many number of visitors every day for many reasons such

as interviews, parcel deliveries. By introducing a visitor management system that allows

organizations to track visitors on daily basis by introducing procedures such as ID registration,

visitor approvals , process management , pass or badge and record keeping (Aardvark, 2008).

2.1.2 History

Since September 11, 2001, many companies and government agencies enhanced building

security by including access control and documenting visitors. The most defining event
illustrating the need to enhance school security worldwide occurred in Beslan, Russia on

September 1, 2004. A group of mostly Chechen terrorists took over a school and held more than

1,100 hostages for three days until Russian security forces stormed the building. A severe

firefight ensued and ultimately over 350 people died, including 184 children. Shortly afterwards,

Deputy Secretary of Education Eugene W. Hickok issued a policy letter to all U.S. schools

listing “a closed campus approach to limit visitors” as one effective measure of enhancing school

security. Since then, several new computerized visitor management systems have been

introduced to meet this need (Hagan, 2012).

2.1.3 Computer Based Visitor Management

In addition to physical barriers limiting school access to one point, schools have discovered the

need to improve their process for recording who is entering and exiting the facility. The basic

clipboard method is limiting because it is slow and provides little information other than name

and time. Several computer based systems are available that provide a wealth of information to

enhance both security and front office efficiency. Many systems have a kiosk type environment

where a visitor essentially checks himself in much like the clipboard method, but the system has

the ability to record much more information quickly. This additional information can include a

photo of the visitor, the reason he is there, to what location he is going, a time stamp, and more

(Hagan, 2012).

2.1.4 Technical Research

Technical research involves study on similar system to know the functionality features of the

existing system, this is to find the flaws in the existing systems and to take note and suggest good

features.
2.2 REVIEW OF RELATED LITERATURE

2.2.1 Similar Systems

Visitor Management Software is a working system that allows the visitor to call the inmates from

the gate requires someone to answer from inside the house. Visitor Management Software is the

outcome of motivation that has come out of the drawbacks or loopholes of the present system of

working. Visitor management system (VMS) is developed using the trends in information

technology which provides a feature to capture visitor information by using identification proof

of the visitor and save them to a database that is centralized (Spectra, 2015) shown in Figure 1.

Figure 1: VMS Source

 Figure 2: Lobby Guard System

LobbyGuard Kiosk System has helped the school organization in saving its time at the same time

the student’s safety is not at risk. The above Fig.2 shown the lobby guard system for school

visitors. Functionality provided by the system has helped the organizations in saving the time of

its employees otherwise they had to attend to the visitor at the entrance whenever a new visitor

arrives. The organization is exited with the features offered by the system since it saved

employees time and takes care of the student’s safety (LobbyGuard, 2013).

Installation of the system creates an impression to the visitor that safety is the top priority for the

organization. The system takes care of the sign-in process which is streamlined by powerful

solutions offered by the system. The system tracks every visitor who enters the school premises.

Sign-in and sign-out process is tracked by the system with other details such as whom has the

visitor come to meet with reason for the visit (LobbyGuard, 2013).

Happy Visitor Management system manages all the activities that are involved in managing a

visitor as shown in Fig.3 below, the system was developed using cloud computing. The main

idea of the system is to make the visitor an easy activity making it a trouble free visit (Happy

Visitor, 2014).
 Figure 3: Happy Visitor System

The Visitor Registration System is a web-based application used by the Board to register, screen

and manage visitors to buildings and other locations owned or leased by the Board (O’Malley

and Turner, 2008)

Visitor Management System refers to the gathering of information from visitors and then

tracking their whereabouts within the school. The purpose is to document the information and

limit visitor access to only persons who have a need to be there. There are different methods for

documenting this information including manual logs and computerized systems. For many

schools, this process is manual and consists of a clipboard and hand written visitor stickers.

While this is better than nothing, there are technologies today that offer much more in an effort

to keep children safe and enhance productivity.

Visitor Management is the recording and collection of visitor data, either manually or through

automated check in software, for the purpose of knowing who is in the facility, who they are

visiting and how long they spent there (Hagan, 2012)

Anna Spenceley, Jon Kohl, Simon Mcarthur, And Peter MYL says that, there are many different

types of visitors to protected areas. They may be official guests to a national park; researchers

working in a strict nature reserve; volunteers assisting with a national park work program;

educational groups learning about special natural or cultural heritage; or people who conduct

their business within a protected area including contractors and shop owners. Importantly,

visitors also include tourists and recreationists. In this chapter, we briefly examine the types of

visitors protected area managers may need to deal with and management considerations
associated with such visitor use. We, however, provide a focus on tourism and its management in

this chapter. Depending on the International Union for Conservation of Nature (IUCN) protected

area category, tourism and recreation are common visitor uses of most protected areas and

important contributors to local and national economies. As part of managing protected areas for

tourists, we describe a management framework for providing a range of recreation opportunities

within reserves, the provision of visitor services and facilities and management responses to

visitor impacts (Spenceley et all, 2009).

Andrews International (AI) (2014) developed Visitor Management System to provide security

managers with an efficient tool to reduce delays in logging and badging visitors, distinguish

special consideration visitors, and identify individuals “not to be admitted”. The system enables

notes and name tag creation – all through one easy-to-use program.

The new visitor management system also offers a higher level of assurance that visitors will not

re-enter the premises at a future date without checking in again, as badges are programmed to

automatically expire after a certain number of hours. Other important elements of the new

system can be found in the parking garage, which is connected via a Wi-Fi wireless link to the

AMAG system. Like the guard at the check-in desk, a security guard in the garage also can scan

visitors’ credentials and print out a bar code badge. The guard does this using a wireless

handheld device that has a built-in scanner. As Whelan explains, “It’s set up like a gun.” The

guard scans a bar code on the back of the visitor’s driver’s license by pulling a trigger.

Alternatively, the guard can type in the visitor’s information. A badge is printed out via a

wireless link sends the visitor’s data to the AMAG system about 100 to 200 feet away, where the

record is added to the visitor database. The most challenging part of the installation was

integrating three separate systems based on Internet protocol communications, including the
visitor management system and two different access control systems, comments Whelan. “The

Easy Lobby system had to populate the access control system once it enters a visitor and we had

to manage that data so it’s deleted after x amount of time,” he explains (Whelan, 2009).

iVisitor by Veristream provides a secure visitor management system for multi-tenant facilities of

any size looking for easier visitor control, increased visitor security and simplified visitor

badging. No more maintaining written visitor logs, struggling with software or on-site servers.

iVisitor is the simplest, hassle-free way to control visitors and property in a multi-tenant setting

In typical electronic visitor management situations, the software is installed on site. For a multi-

tenant facility, this can cause major headaches when the server goes down or the software

crashes. No local IT? You are left trying to solve the problem yourself. iVisitor is different

because it is online and managed by Veristream. A simple Internet connection brings you

Veristream’s secure, encrypted and feature-rich visitor management system. Your visitor

management is worry free.

• iVisitor is designed for multi-tenant situations.

• There are no servers or software to maintain and no need for IT support.

• There are an unlimited number of user authorities, including tenant, management and security

users.

• Uptime rate is 99.995% (Veristream, 2012).

Consequently, LobbyGuard (2013) and

Kat Technologies
(2017) opined that a computer or
electronic visitor' record
management systems use a computer
network to
monitor and record visitor information.
Furthermore, it can
capture all relevant visitor's information,
including photo,
signature, fingerprint, name of the
visitor, reason for the
visit as well as entry and exit times. An
electronic visitors'
record management system improves
upon most of the
negative points of a pen and paper
system (Kat
Technologies, 2017). Visitor's ID can be
checked against
national and local databases against
fugitives, as well as
in-house databases for potential
security alerts. A
computerized visitors' record
management system can
be customized to print visitors ID cards
for one-time only or
continuing use. Moreover, several
desktop-based visitor
management software applications are
currently
available. These applications typically
consist of three
fundamental components: (a) visitor
registration, (b) visitor
badge printing, and (c) reporting
functionality. Some of the
applications are capable of automatically
capturing visitor
information directly from a visitor's
driver license, passport, or
other government issued identification
document (VisiPoint,
2018; Kat Technologies, 2017).
According to Virtual Galaxy (2010),
visitor management is
more than just optimizing the flow
of visitors in your
buildings. It provides you with a way
to implement your
company's security policy and to
obtain reliable
information on your visitors and visits.
With a good visitors'
Consequently, LobbyGuard (2013) and Kat Technologies (2017) opined that a computer or

electronic visitor' record management systems use a computer network to monitor and record

visitor information. Furthermore, it can capture all relevant visitor's information, including
photo, signature, fingerprint, and name of the visitor, reason for the visit as well as entry and exit

times. An electronic visitors' record management system improves upon most of the negative

points of a pen and paper system (Kat Technologies, 2017). Visitor's ID can be checked against

national and local databases against fugitives, as well as in-house databases for potential security

alerts. A computerized visitors' record management system can be customized to print visitors ID

cards for one-time only or continuing use. Moreover, several desktop-based visitor management

software applications are currently available. These applications typically consist of three

fundamental components: (a) visitor registration, (b) visitor badge printing, and (c) reporting

functionality. Some of the applications are capable of automatically capturing visitor information

directly from a visitor's driver license, passport, or other government issued identification

document (VisiPoint, 2018; Kat Technologies, 2017).

According to Virtual Galaxy (2010), visitor management is more than just optimizing the flow of

visitors in your buildings. It provides you with a way to implement your company's security

policy and to obtain reliable information on your visitors and visits. With a good visitors'

management system module, one can manage a company's flow of visitors in a simple and

effective way. Optimizing visitor management process can significantly reduce costs, improve

safety and security, and generate valuable visitor data. Each day scores of visitors pass through

the entrances to your facility. Having the ability to screen and track them can contribute

substantially to the safety and protection of your personnel and property. With a computer-based

visitors' record management system, one can improve security desk productivity by scanning

business cards or driver's licenses to quickly register visitors, and provide voice coaching to

guide visitors during the registration process (Virtual Galaxy, 2010; Wikipedia, 2017).
Nedap (2008) submitted that visitors' management systems can also have the functionality that

ensure visitors are only granted access if their visit is approved by an authorized person present

in the building. This gives you much tighter control over the visit. The system gives the

possibility to set a maximum presence time for each visit. If the visitor does not handover in his

badge on time, it will be automatically blocked. One can also set a limit on the number of badge

movements that can be made in and out of a zone. If the maximum number of movements has

been exceeded, an alarm is generated. A computer-based visitor record management system has

distinct advantages when it comes to registering and monitoring visitors. According to Virtual

Galaxy (2010), the ability to automatically screen and track visitors is an essential part of a

complete security plan. A computer-based visitors' record management system should have the

following functionalities:

 Register visitors (visitors check-in)

 Check-out visitors

 Screen visitors

 Receive remote visit approvals

 Support local employee login

2.3 Summary Of Related Works

The researcher, cannot but have the same idea with the scholars, that our computerized visitor’s

management system needs total restructuring before effective and accurate means of recording

information could be conducted, by using specialized method as check to ensure that data

collected are channeled to the proper hands.

In most developing countries revenue collection and occupant willing to pay the levy imposed on

the government property he/she is using, is what prompted this idea of business premises
payment system. Occupants (landlords) must ensure that their tenants register all types of

businesses established within the street or area as the case may be.