RFID Based Visitor Management System

VALUE PROPOSITION:

While some end user search for a viable ROI in the use of RFID System, one application that has clear and immediate benefit is using RFID in Large size organization. Issuing Visitor Pass & Authorized visitor to the restricted area is uniquely suited to the use of RFID for several reasons:
1. The high time taking process for issuing visitor pass makes the loss very expensive time of employee, thereby making it easy to quickly recognize an ROI.
2. Since many organization’s visitor management systems issue visitor pass manually, there is ample opportunity for delay in process.
3. Due to the high valued time of employees, Most of the time employee fails to make their meetings in time. Sometimes it has been observed that occupied places for meetings do not get utilized because visitors have to wait outside the gate in a long queue for visitor pass.
4. For some organizations, Visitors registration can be incessantly or without interruption. It is critical to maintain accurate Entry/Exit records.
5. Visitor Management requires authorization to specific area due to security purpose and high through put in issuing visitor pass.

CURRENT PROCESS:

Currently, most of the organizations are doing Visitor Management manually. Visitor gets appointment from employee of the organization. Visitor reaches to the security gate, visitor stands in queue, he/she reaches to counter, security person makes call to the employee and get confirmation about the visitor. He/She issues a manually written Pass or a printed pass to the employee. Employee declares his/her assets. And then visitor enters in premises. In a large scale organization, no of visitors are huge,
With RFID and Card dispensing system issuing pass can be made very fast and reliable system.

Designing the System:

There are a number of different ways in which the RFID system can be deployed, each having varying levels of accuracy, but also costs and complexity to install and maintain. Before the final solution can be determined, the organization must first think through the current processes and the goals of the Automated RFID system

1. What are the most significant pain-points the RFID solution needs to address? Is the main goal high through-put accuracy or is it saving time in issuing passes process? Do you have current data on accuracy and time that provides measurable pain points?
2. Is the goal to increase accuracy for internal usage, or will this data being reported for security purpose?
3. Are there currently known procedures or processes that the organization feels may be contributing to the inaccuracy?
4. Is it critical to know exactly where each visitor is at every throughout the day? Is daily observation acceptable? Weekly?
5. Is 100% accuracy required or can the bulk of the issues be addressed if 98% accuracy is achieved?
6. How much time and money is the organization willing to invest in this system?

Automatic RFID Visitor Pass Dispensing System:

.Visitor will be issued appointment number generated by the existing visitor management system via web, email, telephone.
· Upon reaching the visitor gate visitor keys-in the appointment number using the key pad at the dispensing system.
· After confirming the appointment number the dispenser will encode the RFID card with pre-defined access rights and issue the card.
· A printed visitor slip is also issued.

· The camera located at the dispenser will capture the picture of the visitor and save it in the database against the transaction with time stamp.
· The visitor will access the designated / defined premise with the RFID card.
· After the meeting the printed slip will be signed by the respective official of the organization.
· At the exit gate the RFID card and slip has to be captured / accepted.
· The same card is again loaded into the dispenser to be re-issued.

Key Features:

· The system can be integrated by the existing visitor management system and / or access control system, if any.
· The RFID Card is electronically encoded in few seconds with time stamp and access rights before being dispensed.
· If there is error in encoding due to any reason the card is send in a disposal bin inside the dispenser and new card is encoded.
· If the dispensed card is not pulled out within a configurable time it is captured back by the dispenser.
· Multiple cards against the same appointment number can be issued if required.
· The picture of the visitor is stored in the database and mapped with the transaction.
· The dispenser has a current capacity of approximately up to 485 cards which can be increased.
· The cards can be loaded randomly and quickly in the dispenser.
· These Visitor RFID cards can be used for multiple functions like keeping log on turnstile / flap barriers, complimentary food coupon in cafeteria, parking access, and many more.
· If a card is lost the slip is used to allow exit, only if the lost card formalities/fine are completed.
· If the card and slip both are lost the administrator can look-up to the picture of the visitor captured by knowing the approx time stamp.
· The lost card if found and re-used can be treated as “Alien card” to generate necessary alerts and stop entry / exit.Entire system is configurable and customizable within technical limitations.

RFID Frequency:

Most RFID Visitor Management applications deploy one of the frequencies: HF ISO 14443 (13.56 MHz). It offers specific benefits.
Most of the earlier RFID tracking systems used the HF frequency, mostly because it is the most secured, more mature and readily available system at the time that these systems were deployed. The benefits of HF tags are that they are currently available with higher memory and more security features. Size and design of HF Tags are suitable for Visitor Management Application.

Recommendations:

For organizations interested in pursuing a deployment for Automated RFID Visitor Management System, it is critical to define the pain points as listed in the ‘Designing the System; section above. It is especially important to try to define measurable goals so that any improvements recognized with RFID can be measured.

The next step is to choose a strong RFID partner that understands the unique challenges of RFID Technology. Ideally, the partner should provide all HF, UHF and Active RFID solutions and have a strong understanding of RFID tags, readers, and processes as well as experience implementing RFID.

For further details please contact me.

Dipankar Kumar

RFID Consultant

Mob: +91-9890155100

E-mail: search_dipankar@hotmail.com, searchdipankar@gmail.com