Protect Your Company With a Visitor Access Policy

A Sample Policy to Use as a Guide

Receptionist at the front desk
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Every organization and business (from law firms to manufacturing companies) need a policy that addresses visitors to the workplace. These workplace policies protect visitors, employees and the business at-large. Visitors can hurt themselves, hurt others or cause damage to property. There is also the risk of theft (intellectual or physical), sabotage and even terrorism. While every organization requires something different (a Fortune 50 HQ office experiences a lot more visitors than a small electronics manufacturing shop) the sample below covers the main points.

Visitor access policies are developed by the HR Department and most HR professionals either have a policy or know how to write one. If not, they can get one from a professional organization like SHRM (Society of Human Resource Management).

A Case Sample

Zipline International (a fictitious company) is successful because they hire talented professionals and manufacture leading products in their industry. Because unauthorized visitors can steal intellectual property, become injured in hazardous manufacturing areas or cause harm to employees Zipline implemented a strict visitor access policy. The policy goes far to safeguard trade secrets and protect visitors and employees.

Check in and Check out

All visitors must be registered in the visitor management software system which is operated by the front entrance receptionist. The system records the name and company affiliation of each visitor, as well as the purpose and duration of their visit.

Visitor Badge

At check in, every visitor has their photo taken and is given a photo ID badge. Along with their photo, the badge displays the visitor's name and the duration of their visit. The visitor's badge must be worn at all times.

Visitors Must Be Accompanied by a Sponsoring Employee at All Times

All visitors must be accompanied by the employee(s) they are visiting for the duration of their stay.

This requirement does not apply to visitors from branch offices of Zipline. Special arrangements may be made to accommodate contractors hired for long-term assignments but these arrangements must be cleared with the Security Director.

Photographs

No photographs may be taken without prior approval from the legal department or the Security Director. In addition, photography that is allowed can not be published without prior approval from the Director of Marketing.

Non-Disclosure

All visitors must sign an NDA (non-disclosure agreement) upon check-in.

Guest Network Access

Visitors requiring internet access are provided with a guest username and password for Zipline's wireless network. At no time is a guest allowed to access the company intranet program with their laptop or another mobile device.

The Role of the Floor Marshall

Any employee who notices a visitor without a badge should immediately bring it to the attention of the designated floor marshall for their area. The floor marshall has first-line responsibility for enforcing the visitor management policy. In the event of an emergency evacuation, the front desk receptionist prints out a list of all visitors and delivers the list to the floor marshall in the evacuation area.

Floor marshals are responsible for accounting for all visitors during an evacuation.

Disclaimer: This is a sample policy, and does not constitute legal advice. It is only meant to be a starting point in creating a policy tailored to the specific needs of your company. Zipline International is a fictitious company (to the best of my knowledge) and the name was only used as an example in writing this policy.