WOL White Paper: Better Safety & Security

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Better safety and security through WhosOnLocation

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Contents Introduction 3

Did you know 4

Safety and security starts with knowing who is on-site 5

Features 6

Service provider (contractor) management 7

What are the add-ons? 8

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3 IntroductionCyber-attacks are on the rise across the globe and with this there’s an increase in physical security breaches too. And a growing compliance obligation on organizations to improve the safety and security of the people they are responsible for. In recent years, more and more organizations are embracing a risk-based approach of identifying and protecting their people, assets, data, and intellectual property.

Company boards are asking: • Do we have a risk management policy that covers off both cyber and physical

threats to our people, assets and IP?

The Security Manager is assessing the need for: • CCTV

• Security alarms

• Duress alarms

• Roaming security patrols

• Access control

• Guest control

The Facilities Manager is assessing the need for: • Contractor identification

• Visitor management

• Fire alarms

• Building management systems

• Asset management and tracking

The Health and Safety Manager is accessing the need for: • Hazard identification

• Guest and contractor awareness of hazards

• Employee safety on and off-site

• Incident management

• Tools to account for people in the event of an incident

The Information Security Manager is accessing the need for: • Data protection

• Intrusion detection

• Access rights

Regardless of what hat you wear, the security and safety of your people, assets, and IP is fundamental to your organization.

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4 Did you know • Insiders / contractors are the most likely perpetrators of security incidents

reported in South America1

• 72% of security incidents at financial services organizations involved a current or former employee1

• Third parties with trusted access were responsible for 41% of the detected security incidents at financial services organizations1

• 62% of security incidents at industrial product organizations involved a current or former employees1

• The majority of employees perpetrated their acts while in the office right under the noses of co-workers2

• Most crimes by trusted parties (insider and privileged users) are perpetrated for financial or personal gain.2

• The two most common insider threat scenarios involve perpetrators taking data to start their own competing company (30%), or to help secure employment with a rival (65%).2

• 75% of Insider Intrusions are handled internally – without legal action or law enforcement.3

• In US healthcare the top 3 perceived threat motivators were workers snooping on relatives/friends (80%), financial identity theft (66%), and identity theft (51%).4

• 57% of respondents consider employees the most likely source of an attack.

1. The Global State of Information Security Survey 2015, a worldwide study by PwC, CIO, and CSO

2. Verizon’s 2014 Data Breach Investigations Report

3. CERT’s 2014 U.S. State of Cybercrime Survey

4. 6th Annual HIMSS Security Survey

5. Get ahead of cybercrime. EY’s Global Information Security Survey 2014

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5 Safety and security starts with knowing who is on-site! Here at WhosOnLocation we believe the safety and security of people, assets, and IP starts with people. It’s about specifically knowing who is allowed on-site, who is due on-site, and most importantly, who is on-site right now. We want to give people the peace of mind that they can account for everyone. We’re pioneers using technology to create a safer and secure environment for organizations.

You’re in control

WhosOnLocation gives you total non-intrusive control of your premises. You get tools to efficiently manage all people moving in and out of your premises. You’ll have clear visibility and security over access to your premises, while teaching and enabling best practices.

We believe in doing things better and smarter, making your work environment safe and secure for all by putting you in full control, regardless of the situation

Tools that help

WhosOnLocation provides a powerful set of tools to help you strengthen the security of your organization, assets, and IP. Increasing the safety of your people. These tools center on managing the rights of people to be on-site, and then tracking their presence into and out of your organization’s locations.

Visitor management

Traditionally managing who is allowed on-site requires a number of solutions:

• employee in and out boards, employee sign-out books, staff directories etc

• contractor management systems — contractor sign in and out systems

• visitor management systems — guest sign in and out sheets and books

• hazard broadcasting services

• photo ID card tools

• induction management.

WhosOnLocation delivers all of these tools into a single, easy to set-up and easy to use solution in a way that is smart, intelligent, robust and secure.

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6 FeaturesPre-register your guests

WhosOnLocation allows you to pre-register your guests before they arrive, or if they visit regularly. This gives you time to capture and validate their identity. You can also limit guests’ use of kiosks to pre-registered guests only to tighten on-site security. Your receptionist will be able to prepare ahead of time for any special requests. For example, pre-print guest passes, book meeting rooms, prepare beverages, or have induction ready.

Visitor policy management

WhosOnLocation allows you to manage your Visitor Policy effectively.

• Personalize questions to meet requirements of location include plain text answer, memo, single choice, multiple choice, images, and video question and answers.

• Create conditional question workflows.

• Capture details of guests that would need assistance to evacuate the location.

• Share guest arrival by sending notifications using email or SMS.

• Include multiple recipients into the notifications including security teams.

• Include notifications to nominated email and/or SMS recipients when a person is not being hosted by an employee.

Print guest passes

Print passes for your guests and contractors. They can be printed from a kiosk or by the reception or security team. You can include a bar code to scan in and out easier and faster.

Reception and security guard management • Your reception or security team can sign in your guests, contractors, and employees.

• They can validate a person’s permissions and rights to be on-site before granting access.

• They can look up employee and contractor photos to validate the person in front of them.

Employee attendance

Strengthen your employee safety and security by knowing where they are on-site. And WhosOnLocation will record sign out dates and time.

Your employee can:

• Use their own PC to tag on and off.

• Use the Employee In/Out Board for iPad or PC to sign in.

• Sign in and out at reception.

• Scan in using ID Car or other Token (barcode and RFID Supported).

• Use the WolMobile employee app for themselves on or offsite. This includes Geolocation tracking (iOS and Android supported).

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7 Service provider (contractor) management Organization and contractor management

Manage records of your contractors to ensure the visits are legitimate. Ensuring the safety of your people.

WhosOnLocation allows you to manage:

• profiles for each contractor organization

• contractor categories and groups

• Contractor Insurance

• access rights

• access rights to WolMobile app

• induction records.

Contractor presence management

Using WhosOnLocation your reception team can search for an approved contractor and sign them in or out. They can also assign guest passes.

Contractors are able to:

• sign in using a guest kiosk

• scan in using ID card or token (Barcode and RFID Supported) — requires the Identity Management Add-on

• sign in or out using their mobile phone — requires WolMobile.

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8 What are the add-ons?Asset management

Asset Management allows you to manage your assets. This includes:

• Creating a register of assets.

• Assigning assets to Types, and Groups.

• Linking an asset to a geolocation on a map.

• Looking up assets by search tools or barcode or RFID scan.

• Assigning assets out to guests, employees, service providers.

• Tracking assets due back — date and time

• Reporting on asset history and movements.

Acknowledgement (hazard warning) notice management

Administrators can create and publish acknowledgement notices (hazard warnings). They can be acknowledged at a kiosk, on WolMobile, by your Location Manager (receptionist), or directly by an employee after logging into WhosOnLocation.

Identity management

Set-up and create tokens that can be used by employees to scan into and out of a location using a kiosk. Report on when a token (card) was used.

Geolocation services • Employees and contractors can ‘send’ their current GeoLocation using WolMobile,

or activate a ‘follow me’ feature which allows the user’s location to be updated as they move.

• Report users can view a map displaying employees and contractors’ location

• Dashboards

• Create custom dashboards to display key people presence management statistics.

• Total Number of people on-site (Employees, Contractors, Guests)

• Names of people on-site

• GeoLocation of employees off-site

• GeoLocation of contractors and employees off-site.

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9 What are the add-ons? (continued)

Evacuation management

To effectively manage site security and safety you need to be able to identify who is on-site in any operation, anywhere in the country, or the world instantly. Using WhosOnLocation allows you to do this. Features include:

• WolEvac a mobile app for managing roll-call.

• Zone clearance.

• SMS/Text Self-Verify Reporting.

• Access to guest and employee attendance reports.

• Reports by location period range.

• Custom filters and user specific favorite report management.

• Information can be exported as a .csv or PDF.

• Dashboards displaying real time presence of all people on-site across one or many locations.

• SMS/Text messaging reporting

What features our customers use

WhosOnLocation has been used across a wide range of customer environments to help strengthen their security. Whether it was to protect assets, intellectual property, people, or a combination of all three. WhosOnLocation supports other security initiatives to deliver a total security solution.

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10 What are the add-ons? (continued)

What features our customers use

WhosOnLocation has been used across a wide range of customer environments to help strengthen their security. Whether it was to protect assets, intellectual property, people, or a combination of all three. WhosOnLocation supports other security initiatives to deliver a total security solution.

Here’s some of the functionalities that have been used by our customers.

Prisons • Contractor Management

• Photo ID card issuing to contractors and other service providers

• Approved items allowed onsite list

• Restricted Items not allowed on-site

• Asset Management (to manage issuing temporary access cards and keys)

• Induction records

• Document uploads of driver’s license and security clearance

• Multiple location access control points with multiple kiosks

• Barcode | RFID quick scan in and out

• Surrendered items

Construction sites • Contractor management

• Photo ID card issuing to contractors and other service providers

• Asset Management (issuing of temporary access cards and keys)



• Multiple location access control points, multiple kiosks

• Barcode quick scan in and out, overdue alerts

Corporate and government buildings • Contractor management

• Visitor management

• Photo ID card issuing to contractors and employees

• Asset management (issuing of temporary access cards and keys)



• Multiple location access control points

• Multiple kiosks

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Victoria ArmstrongDarren Whitaker–Barnett

International contact

+64 (0)4 891 0886 +64 (0)27 4282 987 [email protected] @WhosOnLocation

+64 (0)4 891 0886 +64 (0)21 241 7169 [email protected] @WhosOnLocation

Operations SenseiTrusted Advisor to Customers

1800 501 1761 0808 189 1412 800 387 7031 1300 106 541 04 891 0886

About WhosOnLocationWhosOnLocation is the leading provider of proven, cloud-based people presence management software.

We service clients around the world including the government, manufacturing, financial services, corporate, utilities, energy, construction, health, high–security, and education sectors.

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WOL White Paper: Better Safety & Security