The core issue is a lack of real-time visibility and accountability. Paper-based systems struggle to provide an accurate, immediate picture of who is on school grounds. Here are some specific vulnerabilities we recognise:
- Inaccurate Information: Visitors may provide false names or details, and handwriting can be illegible, making identification difficult.
- No Background Checks: Paper sign-in sheets don’t facilitate any automated background checks against prohibited visitor lists. Staff are left to manually compare names, a time-consuming and error-prone process.
- Delayed Emergency Response: In an emergency, quickly determining who is in the building is crucial. Paper records require manual searching, wasting valuable time.
- Lost or Misplaced Sign-In Sheets: Sheets can be lost, stolen, or accidentally discarded, creating a gap in the visitor record.
- Lack of Reporting & Audit Trails: Analysing visitor patterns or demonstrating compliance with child protection policies is difficult without digital records.
To address these vulnerabilities, we recommend schools prioritise a move towards digital visitor management systems. These systems offer several benefits, including instant background checks, real-time reporting, and automated alerts. Even incremental improvements can make a difference. Consider these actionable insights:
- Centralised System: Implement a single sign-in point if possible, or integrate digital systems across all entrances.
- Prohibited Visitor Lists: Maintain and regularly update a digital list of individuals prohibited from entering school grounds.
- Staff Training: Ensure all staff understand visitor management procedures and how to use any new system effectively.
- Regular Audits: Periodically review visitor logs (digital or paper) to identify any anomalies or potential security breaches.
Ultimately, transitioning away from paper sign-in sheets is a vital step in enhancing school security. We encourage schools to explore digital visitor management solutions to create a safer and more secure learning environment for everyone. The next step is to conduct a risk assessment to identify specific vulnerabilities at your school and determine the most appropriate solution.
