Change history and photo retention
Every change to a visit, visitor, pass, gate, parcel, alert or exit pass is recorded with who made it and when. Once a visitor has left, only an administrator can correct the visit, with a reason. Visitor photos and ID images are deleted by themselves after the number of days you set.
PLANSEvery plan
The problem it solves
- Someone changes a check-out time after an incident, and nobody can prove what the record said before.
- A visitor register can be edited by anyone with access, so it carries no weight in a dispute.
- Photos and ID scans of every visitor pile up for years, more than your privacy policy allows.
- A visitor asks you to remove their data, and there is no clean way to do it while keeping the security register.
How it works
- Your team works as usual. Each change to a tracked field is written to the history at the bottom of the record, with the user and the time.
- After check-out, the times, gates, visitor and visitor type of a visit are fixed. Only a VMS administrator can change them, and must fill in Correction Reason.
- On the Visitors tab of the Entity, you set Delete Photos / ID Images After (days), for example 90.
- Once a day a job removes the photo and ID image of visitors not seen for that many days. Vehicle photos of older finished visits go too.
Everything it does
Change history
- Tracked on visits, visitors, passes, parcels, found items and lost reports, alerts, exit passes, gates and the configuration lists
- Each change shows the old and new value, who changed it and when
- Records have Archive rather than delete: archived ones are only hidden
- A parcel's details are fixed once it is collected or returned
- Goods vehicle trips also need a correction reason after the vehicle has left
Corrections after check-out
- Locked after check-out: time in, time out, gate in, gate out, visitor and visitor type
- Only a VMS administrator can change them
- Correction Reason is required and stays on the visit
Retention of photos and ID images
- Delete Photos / ID Images After (days): 0 to start with, which never deletes anything
- Counted from the visitor's last visit; the visitor's name and visits stay
- Vehicle photos of finished visits are removed after the same number of days
- Goods vehicles: Delete Vehicle Photos / Documents After (days), 0 to start with, with Keep on a trip to hold its media
- Incidents: Delete Incident Media After (days) once closed, 0 to start with
- The job runs once a day
ID numbers and erasure
- ID numbers show in full only to guards and reception; others see the last four digits
- Each visit's number, dates, gate, host and purpose are kept as the site's security register
- Refused while the person is inside or on the blacklist, unless a manager overrides it with a reason
Who uses it
VMS administratorSets the retention days and corrects closed visits with a reason.
VMS managerReads the history of any record and handles requests to remove personal data.
Auditor or security headChecks who changed what and when.
Where you use it
- Web: the history at the bottom of every visit, visitor, pass and gate form
- Web: Administration > Users & Entities > Entities, the Visitors tab, for the retention days
- Not an export of the history alone: the history is read on each record
What you control
Settings
- Delete Photos / ID Images After (days): 0 (never) to start with
- Delete Vehicle Photos / Documents After (days): 0 to start with
- Delete Incident Media After (days): 0 to start with
- Visitor Terms and Consent: the text visitors accept, where you can state your retention period
Questions
Can a guard change a visit after the visitor has left?
No. After check-out the times, gates, visitor and type can only be changed by a VMS administrator, who must give a reason. The change and the reason stay in the history.Are photos deleted unless we act?
No. Retention is 0 to start with, which never deletes anything. Set a number of days on the Visitors tab. Photos and ID images of visitors not seen for that long are then removed once a day.Does deleting photos delete the visit records?
No. Only the photo and ID images go. Names, times, gates and hosts stay in the visitor log.A visitor asked us to delete their data. What happens?
Their name and contacts are blanked on the visitor, visits and passes. Visit numbers, dates, gates and hosts stay as your register, and the erasure is logged.Related features
RECORDS AND REPORTSVisitor log and visit reportsEvery visit is kept in one log. Search it by name, mobile, visit number, host, gate or vehicle, and export it to a spreadsheet. Ready analyses show visits and passes by day, type, purpose, host, gate and, with SmartMy HRMS, department.VISITORS AND CHECK-INVisitor photo and ID proofDecide per visitor type whether the gate must take a photo and note an ID proof. The gate cannot let the visitor in without them. The full ID number and the ID image are seen only by guards, reception and administrators; everyone else sees the number masked.WATCHLISTVisitor blacklist with manager overridePut a person on the blacklist with the reason, and they are stopped at every gate and at the kiosk. Only reception or a manager can let them in, and only with a written reason. Every attempt is logged with the gate, the guard and the time.VISITORS AND CHECK-INWalk-in registration with check-in and check-outThe guard or reception registers a visitor without a pass on one form. It has mobile, name, photo, whom they see, the kind of visit and what they brought. Every visit keeps its gate, its arrival, check-in and check-out times, and a four-digit gate pass number the visitor uses to leave.SEVERAL SITES AND SCHOOLSSeveral sites and companies in one accountRun each site or legal company as its own Entity in one account. Each keeps its own gates, visitors, passes and settings, and its staff see only its data. A head-office user allowed several Entities sees them together, with visits by Entity on the dashboard.
See it on your own gate.
Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.