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Maintaining a Successful ID Program

November 1, 2011

ID Badging equipment has become commonplace in the corporate world.  For those responsible for maintaining their company’s ID badging equipment and producing the identification cards, here are six tips to follow to help minimize down time, plus six tricks on capturing the perfect employee photo every time.


Six tips on the upkeep of your equipment.


  1. Be sure to save all original packing materials in case equipment has to be shipped back to manufacturer for repair.


  1. Record serial number(s) of all hardware and software in one place such as on the invoice for easy reference should the need arise.


  1. Familiarize yourself with all manuals.  We suggest saving a copy to your desktop for easy reference.


  1. Train all staff members authorized to utilize the equipment.  Walk them through image capture, data entry, ID card production PLUS regular equipment maintenance.


  1. To ensure your hardware works properly and produces the best output quality, maintain it regularly including printer cleaning after each ribbon change.


  1. Back up data regularly to make certain no data is lost.


Six tricks to capturing the perfect employee photo.


  1. It is best to use a dedicated camera for photo ID issuance.  Keep the camera on a tripod and connected to the PC at all times.


  1. Capture employee photo while the individual is sitting.


  1. Always use a backdrop for consistent professional photos.  Blue or gray work best.


  1. Digital cameras should be set up approximately four to five feet away from the individual.  If you are utilizing a webcam, no more than two feet (24 inches) from the subject is recommended.


  1. Lighting plays an important part when capturing digital images.  When possible, place your chair between fluorescent lights, as they tend to produce a green/yellow tint.


  1. After image capture, we recommend you crop the image at approximately the shoulders and over the top of the head and allow room for a small border surrounding the face without giving the subject a crew cut, cropping ears or chin.  The goal is to be able to identify the employee easily.


Being proactive and following these easy steps will help ensure that your equipment works properly when needed.  Did we miss a step?  Share it with us by leaving a comment now.

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