With the continual encroachment of technology globally, paper logbooks are increasingly becoming archaic. And, if you still adhere to using paper logbooks for storing your daily records, it is high time you rethink your proposition! Here are some of the usual drawbacks of using paper logbooks which are so common in nature that you almost tend to overlook them as part and parcel of the organizational process. However, it is NOT!
1. Logbooks Are Often Left Incomplete
Individuals have unique handwriting that is often unclear to the reader, in this case, the front office professional. Also, filling up the information in the registers is often considered as a mere formality that encourages the infamous usage of shorthand. In addition, there are cases where even if check-in details are present, the check out information is avoided completely. These occurrences are quite evident, and sadly undeniable in most workplaces – leaving the entire existence and importance of your paper logbooks, futile!
2. Zero Confidentiality
Are you one of those organizations that can boast about keeping your visitor information completely confidential using pen-and-paper registration? Do you get the hook in the question? Well, then you know what I am hinting at! Visitor information stored in a register that is easily accessible to any guest walking into your office may raise concerns about information confidentiality. So, if confidentiality is at all a necessity for your organization, paper logbooks should not be considered at all.
3. No Option To Centralize Your Recorded Data
If your organizations have headquarters in several places and you are dependent on visitor registers to store your daily visitor in and out data, then you have no means to centralize this information. And in today’s age and time, if your organization still practices manual centralization of the information, then you’re lagging way behind from the top guns!
4. Zero Utility In Emergency Cases
Like I said earlier, organizations that use paper logbooks rarely focus on recording visitor sign-outs. This practice makes it impossible for the admin or any person in charge to figure out if the person is still inside the premises or has already left. Moreover, visitor data stored in paper logbooks often go missing. So, if you want to meet a certain person who had met you years back, then I am sure your front office executive takes a considerable amount of time to get back to you with the right information.
5. Prone To Compliance And Security Issues
Using human-operated logs make consolidating or reporting data a tiresome. So, if you are looking forward to aligning all your details with your compliance policies and security requirements then things might end up becoming a time-consuming task. And, this eventually makes a bad impact on your overall expenses, and not to forget your organizational productivity!
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Final Thoughts
Following traditions might feel secure, but you need to understand the silver lining between what is safe and what is holding you back from experiencing a complete digital overhauling of your front office operations. Now that you’re aware of the issues and challenges your organization may face owing to the use of paper logbooks, it is time you start digging deep in to find a one-stop solution that would help you make the perfect digital turn.