01
Client Profile & Background
A government agency in Jakarta, Indonesia, responsible for issuing permits and managing public records. The agency operates from a main office with 500 employees and receives an average of 200 visitors daily, including contractors, auditors, and citizens. The facility houses sensitive data across multiple departments, requiring strict access control and compliance with Indonesian government regulations (e.g., PP 71/2019 on Electronic Systems and Transactions). The existing visitor management was manual—paper logbooks and temporary ID cards—leading to security gaps and inefficiencies.
The agency had previously invested in IT infrastructure including Dell servers and Cisco networking, but the visitor management system was outdated. The need for a digital transformation was urgent to improve security, reduce fraud, and provide accurate visitor analytics for audit purposes. The agency sought a solution that could integrate with their existing Microsoft Active Directory and security cameras, while ensuring data sovereignty.
02
Technical Challenge
The manual system created several critical issues: a 12-hour delay in generating visitor reports, 30% of logbook entries were illegible, and there was no way to cross-check visitor identities against national databases. The agency faced a security breach where an unauthorized individual accessed a restricted area, leading to a loss of confidential documents. The average check-in time was 8 minutes, causing long queues and frustration. Additionally, compliance audits required 90-day retention of visitor logs, but paper records were often lost or damaged.
The agency needed a system that could process 200+ visitors per day with less than 1-minute check-in, integrate with 10 existing CCTV cameras for facial recognition, and provide real-time alerts for blacklisted individuals. The solution had to be on-premise to meet data residency requirements, with a failover capability to ensure 99.9% uptime. The existing network bandwidth was limited, so the VMS had to optimize video streaming and data synchronization.
03
Implemented Solution
We deployed a comprehensive VMS using Synology RackStation RS1221+ for centralized storage and management, integrated with Hikvision DS-2CD2T47G2-LSU cameras for facial recognition at entry points. The software platform was Veeam Backup & Replication to ensure visitor data is backed up every 15 minutes, with disaster recovery to a secondary site. For access control, we used Lenovo ThinkSystem SR650 servers running the VMS application, connected to Cisco switches for network segmentation.
Pre-registration was enabled via a web portal integrated with Microsoft Azure AD for employee validation. Visitors receive a QR code via email, which is scanned at the kiosk using a HP EliteOne 800 G6 all-in-one. The system automatically prints a badge with a photo and expiration time. For blacklist management, we integrated with the national police database via API. The entire solution was deployed on-premise with a hyperconverged infrastructure from VMware vSAN to simplify management and reduce latency.
04
Results & ROI
Post-implementation, the agency achieved a 90% reduction in check-in time (from 8 minutes to under 45 seconds). Visitor data is now captured with 100% accuracy, and reports are generated in real-time. The facial recognition system identified 3 blacklisted individuals within the first month, preventing potential security incidents. Backup with Veeam ensured RPO of 15 minutes and RTO of 2 hours, exceeding the 4-hour requirement. The agency saved 120 man-hours per month previously spent on manual logbook management.
The ROI was realized within 6 months through reduced labor costs and improved security. The system also provided analytics that helped optimize visitor flow, reducing peak wait times by 60%. Compliance audits are now completed in hours instead of days, with tamper-proof digital logs. The agency plans to expand the solution to 5 regional offices, leveraging the same Synology infrastructure for centralized management. Overall, the VMS transformed the visitor experience while strengthening national security protocols.
