Protecting your Employees and Securing your Mail Center

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Protecting your Employees and Securing your
Mail Center
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What constitutes a suspicious letter or package?

• If you receive a letter or package from an
  unknown sender or that arouses suspicion
• Stop - Dont handle it
• Attempt to contact the sender or recipient
• Isolate it immediately
• Dont open, smell, or taste
• If unable to resolve, notify a
• supervisor

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How do you prepare?

• Identify threats
• Conduct a risk assessment
• Develop policies
• Draft procedures/best practices
• Prepare contingency and continuity plans
• Communicate and train

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Identify threats.

• Domestic hate group
• Disgruntled employee/workplace violence
• Acts of nature (flood, fire, earthquake, etc.)
• Personal vendetta against an employee in your
  business

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Conduct a risk assessment.
Your approach should reflect your companys
mission
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Develop policies.

• Policy a plan or guiding principle
• Address areas identified as priorities in risk
  assessment
• Get support from key officials
• Examples
• Access to mail center
• X-ray of packages
• Opening of mail

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Sample policies.
(Private Sector)

• Deliveries for senior executives
• Packages

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Sample procedure.(Private Sector)

• Mail and packages for senior executives
• Second Screen bin sorting
• Visually inspect packages
• X-ray
• Quality control

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Necessary plans.

• Occupant emergency plans
• Contingency plans
• Continuity plans

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Training.

• Education and awareness are essential
• Employee awareness
• Design and vigorously monitor security program
• Reduces risk for all

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Prevention of Theft.

• Supplies, postage meter strips, packages
• Financial or proprietary information

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Recommendations.(Low and Moderate Risk Mail
Rooms)

• Appoint a mail security coordinator
• Security and Disaster Standard Operation Plans
• Train personnel on policies
• Limit access of personnel
• Identify and escort personnel
• Establish contact list for emergencies

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Recommendations.(Low and Moderate Risk Mail
Rooms)

• HAZMAT emergency service
• Post SOP for suspicious packages
• Best practices
• Intrusion detection system
• Senior management endorsement

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Recommendations.(High Risk Mail Rooms)

• These are in addition to Low risk
  recommendations.
• Alternate mail security coordinator
• Mail security response team
• Offsite copy of plans
• Staff specialized employees
• Equipment for team

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Recommendations.(High Risk Mail Rooms)

• Publish distribute information, personnel
  updates procedures
• Cameras at entrances and exterior
• Require employee attendance at mail security
  briefings
• Publish After Action reports

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Training.

• What do people need to know to carry out policies
  and procedures
• Keep yourself informed
• Dont just react
• Stay alert

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Training.

• Complete training program will include
• Basic security procedures
• Recognizing and reporting suspicious envelopes or
  packages
• Proper use of personal protective equipment
• Responding to a threat

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Training.

• Maintain employee training logs
• Include date completed
• Follow up with refresher training
• On a regular basis

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Training.
Educate all other employees too
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Plan review.

• Be wary of unexpected packages
• Notify the supervisor
• Do not shake or bump the item
• Do not open, smell, touch or taste
• Isolate the damaged item immediately
• Cordon off the immediate area
• Have employees wash hands

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Plan review.

• Prepare list of affected employees
• Isolate clothing
• Shower

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Conclusion.

• Mail Center must evaluate situation
• Objectively weigh threat circumstances in order
  to render a prudent decision

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Additional resources.
Centers for Disease Control and
Prevention http//www.cdc.gov Federal Bureau of
Investigation http//www.fbi.gov Occupational
Safety and Health Administration http//www.osha.g
ov FEMAs Rapid Response Information
System http//www.fema.gov/hazard/hazmat/index.sht
m U. S. Postal Service http//www.usps.com
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US Postal Inspection Service

• About the US Postal Inspection Service
• Find us on the World Wide Web
• http//www.usps.com/postalsinspectors