Data collection devices or time & attendance hand scanners are one of the most crucial components of a workforce management solution. Proper maintenance of time & attendance clocks will enable companies to accurately track employee’s time.

Here are 4 Steps to Maintain Time & Attendance Hand Scanners:

1. Implement a cleaning schedule.

Dust and smudges on the reflective and transparent surfaces of the hand scanner are the leading causes that may prevent the time & attendance clock from successfully scanning an employee’s hand. Therefore, depending on the location of the clock, it is recommended that you clean these surfaces on a weekly or bi-weekly basis.

2. Use non-abrasive cleaner.

Use a damp cloth or paper towel to wipe down all surfaces. Ensure that no streaks are left on the transparent or reflective surfaces. If necessary, you may use a non-abrasive office cleaner. Never allow any liquids to drip inside the clock as this could cause serious damage. Be sure to never spray the clock directly. Always spray the cloth or paper towel first and then use the cloth to clean the surfaces.

3. Use compressed air.

The inside of the clock may also collect dust from time to time. Any dust that may reside on the inside "camera" could cause the clock to give employees higher scores than previously displayed. Or, the clocks may not even recognize employees hands due to dust inside of the camera.

Therefore, it is recommended that you clean the inside of the clock on a monthly basis using a compressed can of air. Simply unlock the clock from the wall and let it hang down. While it’s hanging, use the can of compressed air to lightly blow in the opening for the latch in order to remove any dust that may have accumulated. Make sure not to touch any of the equipment inside with the can of compressed air and do not allow any of the liquid from the can to escape. This could cause damage to the time & attendance clock.

4. Re-enroll employees.

Time & Attendance hand clocks successfully record a punch whenever the time clock displays a score. The lower the score, the closer of a match to the original scan recorded when enrolling the employee. If, after cleaning the clock, the employee is constantly receiving high scores (above 80), it is recommended that the employee be re-enrolled through the time & attendance clock. This could be an indication that an aspect of their hand may have changed since the original enrollment.

Christine Smith is Marketing Coordinator for Gatekeeper Business Solutions, Inc. Gatekeeper Business Solutions, Inc., a labor management systems company, offers a proprietary suite of software tools that includes time and attendance, scheduling, and integrated payroll software, for midlevel private and public sector companies. The company has provided a broad range of software managing labor costs to clients nationally. For more information, please visit the company’s web site at http://www.gatekeepersolutions.com.