Photo ID systems have some very good points. They can provide positive identification and it is quite easy to create a system that clearly presents a variety of information quickly and cleanly. They come in a wide variety of costs and capabilities, from simple plastic badges that cost pennies each and with nothing but ink on them to badges costing many dollars with encoded magnetic keys imbedded.



Photo ID systems have some weaknesses as well. It is extremely easy for badges to be lost or otherwise get out of control, and it is a constant struggle to ensure that pictures are actually checked instead of glanced at.

The first part of the process as someone goes to get a badge is to gather the information. Having the person who will get the badge to fill out a form is the usual procedure. Next, the picture must be taken and the data entered into the database of the system that creates the badge. Then the printer spits out a new badge and the newly authorized person is given the quick class on taking care of the badge.

In the specific case of a school, this implies children will be likely to go through the process, which will tend to be more awkward as a result. Ensuring that all personnel to be badged have their paperwork and it is correctly filled out will be more difficult, as will scheduling times for pictures to be taken that will result in minimal disruption. It is also quite possible that lost badges will occur more often.

Badges should, at a minimum, show a picture and an identification number. It is highly recommended that the badges show an expiration date and might show a name or other information depending on the requirements and privacy concerns. Badges should be designed to be easy to identify and classify, but difficult to copy.

The most common systems have a computer that is physically isolated, that it, it is not part of a network or on the internet. This is to protect the database from compromise. It has a camera and badge printer attached. The worker using the system should be experienced enough to troubleshoot the process as heavy use will tend to cause each system to develop some quirks. The database is important for several reasons, not least to allow the supervisors to track how many badges have been issued and how many are no longer accounted for.

Loss of a percentage of the badges to be determined by those planning the system would be grounds to recall and replace all badges with a new design. The most common systems cost a few thousand dollars and will allow users to create new badges using common graphics programs or power point. It is also good to secure a supply of all needed components, as I have found occasional lag time between ordering some needed supply and arrival, though I was rather out of the way at the time. Normally, the specialized badge printer will be bundled with a suitable program, though a computer and camera will seldom come with the system. While you may be tempted to scrounge an old computer, remember that the database is going to grow and it is important not to have a machine that will be unable to do the job, whether immediately or six months later.