In today’s compliance-driven business world, keeping track of who enters your facility is more than just good practice—it’s a regulatory necessity. Government regulations across industries and regions mandate that visitor logs be retained for up to five years. Failing to meet these requirements can lead to audits, penalties, or even legal liability.
If you don’t have a secure, automated visitor log in place—or worse, if you rely on manual sign-in sheets, you’re putting your business at risk.
Onfra.io’s visitor management platform helps you stay ahead of compliance. We automate log collection, secure your data, and retain it in accordance with the latest global regulations, so your organization is always audit-ready.
Let’s break down what these regulations look like across sectors and how Onfra.io helps you meet them effortlessly.
Why Visitor Log Retention Matters
Whether you’re in healthcare, government, energy, or finance, audit trails and access logs are essential to:
- Ensure physical security
- Support regulatory audits
- Provide evidence during investigations
- Demonstrate compliance with local and international laws
Key Government Regulations Requiring 5-Year Visitor Log Retention
U.S. Federal Compliance
1. FISMA & NIST SP 800-53
- Applies to: Federal agencies & contractors
- Requirement: Security audit logs must be retained for 1–7 years, often interpreted as 5 years for sensitive environments.
2. Department of Defense (DoD) – NISPOM (32 CFR Part 117)
- Applies to: Defense contractors & cleared facilities
- Mandate: Visitor logs must be stored for 5 years for national security compliance.
3. IRS Publication 1075
- Applies to: Agencies handling Federal Tax Information (FTI)
- Mandate: Audit trails and physical access logs retained for 5 years.
U.S. State-Level Regulations
Some states have adopted strict data protection policies. For example:
- California’s government IT policies require extended retention of access records, even though CCPA doesn’t explicitly mandate it.
- Many public facilities follow the federal 5-year benchmark to align with best practices.
Healthcare Compliance (HIPAA)
- Although HIPAA doesn’t directly mandate retaining visitor logs, it requires organizations to keep documentation—including security procedures—for 6 years under 45 CFR §164.316(b)(2).
- Best practice: Keep visitor logs in line with this requirement for consistency and legal protection.
Energy Sector (NERC CIP Standards)
- Applies to: Power grid operators & utilities
- NERC standards CIP-006 and CIP-007 require access controls and logging.
- Logs must be kept 3–5 years, especially for critical cyber asset access.
Financial Industry (GLBA, SEC, FINRA)
- Regulations like the Gramm-Leach-Bliley Act (GLBA) and guidelines from FINRA require strict access controls and audit trails.
- Many institutions retain visitor logs at sensitive locations for at least 5 years.
Summary: Who Needs to Keep Visitor Logs for 5 Years?
| Regulation / Law | Industry / Sector | Required Retention | Applicability |
|---|---|---|---|
| NISPOM (32 CFR Part 117) | Defense & Contractors | 5 years | Cleared facilities and contractors |
| IRS Pub 1075 | Government / Tax | 5 years | FTI access logging |
| FISMA / NIST SP 800-53 | Federal Agencies | 1–7 years | Sensitive government systems |
| HIPAA | Healthcare | 6 years | Documentation & audit trail compliance |
| NERC CIP | Utilities & Energy | 3–5 years | Access to critical infrastructure |
| GLBA / SEC / FINRA | Financial Institutions | 5 years (common) | Data centers, vaults, trading facilities |
How Onfra.io Helps You Stay Compliant
Managing five years of visitor data manually is inefficient and risky. With OnFRA.io, you get:
Automated Retention Policies
Set rules by industry to automatically retain and delete visitor data per regulation.
Secure Cloud Storage
Logs are encrypted and stored securely, accessible only to authorized personnel.
Real-Time Check-In/Check-Out
Eliminate paper logs. Capture digital entries with time stamps, photos, and custom fields.
Audit-Ready Reporting
Generate reports instantly for audits, inspections, or internal reviews.
International Compliance
Support for U.S., EU (GDPR), India, UAE, and Saudi Arabia regulatory frameworks.
Global Regulations? No Problem.
Are you managing facilities across Saudi Arabia, the UAE, or India? Onfra.io supports international compliance frameworks, including:
- Saudi PDPL: Ensures data isn’t kept longer than necessary.
- UAE Data Protection Law: Requires organizations to manage data with purpose-limiting principles.
- India’s IT Rules: Emphasize “reasonable security practices” for personal and sensitive information.
Conclusion: Turn Compliance Into a Strength
Regulations are only getting stricter. With Onfra.io, you can turn regulatory compliance into a competitive advantage—streamlining your operations while staying fully secure and audit-ready.
Start your free trial of Onfra.io today and eliminate the guesswork from visitor log compliance.
Get started with onfra.io
Let us handle the compliance. You focus on what you do best.
CEO of onfra.io, brings a wealth of expertise in technology and entrepreneurship. With a passion for innovation, Aadil leads the team at onfra.io in revolutionizing visitor management solutions.