The Benefits of Utilizing Photo ID Cards in the Workplace

Photo ID Cards

Photo ID Cards Advantages, Disadvantages Best Practices

Photo ID cards are an important part of many organizations. From access control to tracking employee attendance, such cards offer businesses a variety of benefits. However, there are also potential drawbacks. In this article, we'll explore the advantages, disadvantages and best practices of utilizing photo ID cards in the workplace.

Introduction to Photo ID Cards

Photo ID cards are documents that contain a person's photo, name, job title, and other personal information. Nowadays, they usually come with magnetic stripes, RFID chips, or barcodes for access control purposes and time tracking. Organizations of all sizes, from hospitals to universities, now issue photo ID cards to their employees.

Photo ID cards serve several purposes in the workplace:

  • Verifying identity and access control
  • Monitoring attendance
  • Restricting access to sensitive areas
  • Controlling physical assets
  • Recording visits to the premises

Benefits of Using Photo ID Cards

Improved Security

Organizations that issue photo ID cards to their employees can enhance security. Cards make it easier to quickly identify an individual, as well as monitor their movements in the premises. Visitors and contractors can also be more easily identified and supervised.

Time Attendance Tracking

Photo ID cards can also be used to track the attendance of employees. By swiping or scanning the cards at designated access points, organizations can keep tabs on when and where an employee is entering and leaving the premises.

Cost Savings

In some cases, photo ID cards can help organizations save costs. By allowing employees to access the premises much faster, they can also increase their overall productivity. IDs also help reduce the need for additional security guards and other personnel.

Disadvantages of Photo ID Cards

Risk of Data Breach

Despite the enhanced security, photo ID cards also come with their own set of risks. ID cards can be stolen, and the cardholder's information can be compromised. Organizations must be sure to protect the computer systems that store and manage the cardholder data from being hacked.

Time Effort to Maintain

Issuing and managing photo ID cards also require significant investment of time and effort from the organization. This can be a process-heavy and expensive endeavor, particularly if the organization wants to use biometrics such as finger-scanning or voice-recognition as access control.

Best Practices for Utilizing Photo ID Cards

Stay Up-to-Date with Technology

Organizations should regularly review and update their ID card systems. Keeping track of the latest technology in authentication and access control can help alleviate any security concerns.

Make Use of Biometrics

Organizations should consider investing in biometric ID cards. While they can be more expensive and require additional resources, they offer an extra layer of protection against intruders or imposters.

Protect Data

To reduce the risk of a data breach, organizations should make sure that the systems are secure and all the data is encrypted. Regularly testing the system and using two-factor authentication can also help keep the cardholder data safe.


Organizations should weigh the pros and cons of using photo ID cards before making the investment. In addition to the advantages of improved security and lower costs, businesses must also be aware of the possible drawbacks, such as the risk of data breach and the time effort investment. By following the best practices outlined in this article, businesses can make the most of their photo ID card systems.