The modern workplace can be a busy environment packed with many different people, so it is essential that businesses are able to provide staff with ways in which they can identify themselves and their position quickly and easily, whether it is to security staff or colleagues.
That is why employee identification cards are now being introduced in many different workplaces to add an extra element of security as well as increasing professionalism and efficiency.
Here, we explore the role of the employee ID card, as well as looking at what type of information should be included on it to make it as effective as possible.
Essential Information to Include
An employee identification card could include a wide variety of different pieces of information. This will all be determined by the type of business that you run, the way that it works, and what security measures you need to take.
However, there is some basic information that should be included on every ID card, including:
· Name of the employee
· Job title
· Department of the employee
· Signature
· Employee ID number
As well as this kind of information, your ID card will need to incorporate some graphic elements in order to make it recognisable to your business. It should therefore include a company logo or other forms of branding to represent the workplace that each employee belongs to. This can be particularly useful in large office blocks where multiple businesses might be based.
A good identification card should also include a photograph of the employee themselves. This will make it much harder for anyone to steal it and try to pass it off as their own. It is also advisable to include a visible watermark overlay to maximise security, or a holographic logo or emblem that is difficult to replicate. You could also think about adding colour strips to help denote to what level of security clearance each employee has.
ID cards should be updated regularly, particularly if someone changes role or department. It also gives you the opportunity to update their photograph so that if they have changed their hair colour or grown a beard, they will still be recognisable. This means each ID card should include an issue date and an expiry date so that anyone checking it can be clear that it is still relevant.
Optional Features
Whilst identification cards can include this level of basic information, they can also contain much more. You could include contact details for the business, or the individual concerned, as well as any emergency contacts.
Many identification cards are now used as part of the access control system, which means that when the card is scanned, doors or lifts will work according to the level of security clearance each card has. This will allow businesses to control exactly where each employee can go and will stop access from any unauthorised personnel.
It is also possible to include QR codes and barcodes on an ID card for system integration. These can not only be part of access control systems but can also be used to access particular pieces of equipment, allow printers or photocopiers to be used, or even allow purchases in a canteen.
Design Considerations
When creating an ID card, you will need to put plenty of thought into the design. All of the information can be spread across both sides of the card, allowing you to make the most of the space available to include important elements of the company branding as well as ensuring that all details are clear and easy to read.
You should ensure that you make use of high-resolution printing to keep all cards looking their best and to ensure that any QR codes can be clearly read by scanners. Your card could also include an antimicrobial coating to keep it hygienic and should be made from durable materials so that it lasts as long as possible.
Legal and Privacy Compliance
There are a number of legal considerations when putting together an ID card, and so you must ensure that you adhere to all data protection laws and avoid displaying any excessive levels of personal details. Whilst your ID card might be an important part of your business, you will need consent from your employees to use their data in this way.
Industry-Specific Details
Each ID card will be different depending on the industry that you operate in. Healthcare, construction and office environments will all have different needs and may need to display specific certifications or qualifications on the cards, as well as membership of any trade associations or unions that might be relevant.
Technology Integration
Huge amounts of technology that can now be incorporated into ID cards. RFID enabled smart cards can ensure that your ID's are secure, traceable and convenient whilst virtual ID cards can be stored on phones and other devices for digital and hybrid workplaces.
Common Mistakes to Avoid
With so much to think about, it is easy to overload the card, making it difficult to read and potentially harming your compliance with any GDPR laws. Many businesses fall foul of printing quality standards, meaning that their cards do not look or work in the way that they wanted and outdated designs can mean that the cards look less professional as time goes on.
An identification card system in a business should strike a balance between practicality, professionalism and security. You will need to make sure that you include all of the relevant information and technology that will make the lives of your employees easier and your business more secure without breaking any privacy laws.
It is therefore a good idea to regularly review and optimise your ID card policies to make sure that you are still compliant and that the cards are working for your business in the most efficient way.
ID Cards by We Print Lanyards
If you are looking for custom ID cards, we are here to help you! Create your own business ID card with our free online design tool. If you require assistance or have any questions, please contact us today and our friendly team will be happy to help you.