Protecting your Employees and Securing your Mail Center

1. Protecting your Employees and Securing your Mail Center Intro: The U. S. Postal Inspection Service is the law enforcement branch of the Postal Service, empowered by federal laws to investigate and enforce federal statues related to crimes against the U. S. Mail, the Postal Service, and its employees. The Postal Inspection Service extends full cooperation to all federal, state, and local authorities in law enforcement matters to ensure greater protection to the public. The Postal Inspection Service does a good deal to protect not only postal employees and assets, but also business and residential customers who use the mail. Ensuring trust in the mail is our mission. Each year, Postal Inspectors commit significant resources to conducting security and crime prevention campaigns, emphasizing the value of prevention by raising awareness and public education campaigns. Postal Inspectors across the country regularly conduct seminars for government agencies, major mailers, large and small businesses , and other postal customers to teach them about fraud schemes related to the mail, mail security practices , and basic principles for maintaining safe workplace through the proper detection and response to potentially dangerous items brought into the workplace by employees, placed by outsiders, or delivered by way of a private carrier or through the U.S. Mail. It is important that businesses asses their security needs. Regardless of the size of any business�s mail center, basic mail center security can protect your employees, any your business�s assets and operations. Simply by demonstrating a strong interest in security, businesses can deter potential criminal activity by employees and by outsiders. This presentation contains suggested information on mail center operations that you can use and adapt to meet your needs. This presentation also addresses preventative measures that businesses may implement to handle and deliver correspondence and parcels safely to your personnel. The safe handling of letters and parcels covers a broad spectrum; various approaches can be taken. Each business must incorporate security measures that best mitigate the risks associated with each business and the building or buildings that house it. Intro: The U. S. Postal Inspection Service is the law enforcement branch of the Postal Service, empowered by federal laws to investigate and enforce federal statues related to crimes against the U. S. Mail, the Postal Service, and its employees. The Postal Inspection Service extends full cooperation to all federal, state, and local authorities in law enforcement matters to ensure greater protection to the public. The Postal Inspection Service does a good deal to protect not only postal employees and assets, but also business and residential customers who use the mail. Ensuring trust in the mail is our mission. Each year, Postal Inspectors commit significant resources to conducting security and crime prevention campaigns, emphasizing the value of prevention by raising awareness and public education campaigns. Postal Inspectors across the country regularly conduct seminars for government agencies, major mailers, large and small businesses , and other postal customers to teach them about fraud schemes related to the mail, mail security practices , and basic principles for maintaining safe workplace through the proper detection and response to potentially dangerous items brought into the workplace by employees, placed by outsiders, or delivered by way of a private carrier or through the U.S. Mail. It is important that businesses asses their security needs. Regardless of the size of any business�s mail center, basic mail center security can protect your employees, any your business�s assets and operations. Simply by demonstrating a strong interest in security, businesses can deter potential criminal activity by employees and by outsiders. This presentation contains suggested information on mail center operations that you can use and adapt to meet your needs. This presentation also addresses preventative measures that businesses may implement to handle and deliver correspondence and parcels safely to your personnel. The safe handling of letters and parcels covers a broad spectrum; various approaches can be taken. Each business must incorporate security measures that best mitigate the risks associated with each business and the building or buildings that house it.

2. What constitutes a suspicious letter or package? If you receive a letter or package from an unknown sender or that arouses suspicion: Stop - Don�t handle it Attempt to contact the sender or recipient Isolate it immediately Don�t open, smell, or taste If unable to resolve, notify a supervisor Typical characteristics of a suspicious letter or parcel include: Excessive Postage, no postage, or non-cancelled postage. No return address or obvious fictitious return address. Packages that are unexpected or from someone unfamiliar to you. Excessive tape. Improper spelling of addressee names, titles or locations. Packages that are addressed to someone no longer with your organization or otherwise out-dated. Rigid or bulky, lopsided or uneven. Unexpected envelopes from foreign countries. Restrictive markings.Typical characteristics of a suspicious letter or parcel include: Excessive Postage, no postage, or non-cancelled postage. No return address or obvious fictitious return address. Packages that are unexpected or from someone unfamiliar to you. Excessive tape. Improper spelling of addressee names, titles or locations. Packages that are addressed to someone no longer with your organization or otherwise out-dated. Rigid or bulky, lopsided or uneven. Unexpected envelopes from foreign countries. Restrictive markings.

3. There is no �One Size Fits All� solution for safe mail handling. Each operation must incorporate security measures that best mitigate the risk associated with each unique facility. The Inspection Service will continue to explore innovative technologies that will effectively prevent, detect, and neutralize risks in mail centers. The following presentation will address each of the bulleted steps (above slide) in greater detail, and explain the role they play in the overall security plan of your mail center. There is no �One Size Fits All� solution for safe mail handling. Each operation must incorporate security measures that best mitigate the risk associated with each unique facility. The Inspection Service will continue to explore innovative technologies that will effectively prevent, detect, and neutralize risks in mail centers. The following presentation will address each of the bulleted steps (above slide) in greater detail, and explain the role they play in the overall security plan of your mail center.

4. Threat Assessment: The process of assessing security-related risks from internal and external threats to an entity, its assets, or personnel. It could be natural, criminal, accidental, terrorist, etc. Activity at the facility may also make the facility more attractive. Are there other businesses being conducted in the facility (multi-tenant)? When looking to identify your threat, the profile of the type, composition, and capability of the �adversary� should be taken into account. Each organization should determine safe handling standards for letters and packages. Focus on the room or area where mail is handled to include its physical location and its accessibility to employees and the public. Evaluate the location of certain operations, jobs and tasks involved in handling letters and packages that are delivered. Evaluate the personnel who handle it and the customers that you do business with. It is very important to be aware of your customers and the types of business they conduct. Keep in mind, if your business or organization attracts political or potentially controversial attention, it could be a target for a threat. Your assessment should identify the jobs, tasks, and personnel most likely be jeopardized if a potentially dangerous letter or package entered the workplace by an employee, member of the public, private carrier like UPS or FedEx, or your letter carrier. Depending on the location of the mailroom and other risk factors, classify the mailroom as either low, medium or high risk.Threat Assessment: The process of assessing security-related risks from internal and external threats to an entity, its assets, or personnel. It could be natural, criminal, accidental, terrorist, etc. Activity at the facility may also make the facility more attractive. Are there other businesses being conducted in the facility (multi-tenant)? When looking to identify your threat, the profile of the type, composition, and capability of the �adversary� should be taken into account. Each organization should determine safe handling standards for letters and packages. Focus on the room or area where mail is handled to include its physical location and its accessibility to employees and the public. Evaluate the location of certain operations, jobs and tasks involved in handling letters and packages that are delivered. Evaluate the personnel who handle it and the customers that you do business with. It is very important to be aware of your customers and the types of business they conduct. Keep in mind, if your business or organization attracts political or potentially controversial attention, it could be a target for a threat. Your assessment should identify the jobs, tasks, and personnel most likely be jeopardized if a potentially dangerous letter or package entered the workplace by an employee, member of the public, private carrier like UPS or FedEx, or your letter carrier. Depending on the location of the mailroom and other risk factors, classify the mailroom as either low, medium or high risk.

5. All mail handling facilities have different risk levels. A collective approach by the security professional should be used to identify the most effective approach to reduce vulnerabilities, deter threats, and minimize the consequences of an incident. Many measures can be implemented immediately and at little cost. Others require time and effort. The risk assessment of the business�s overall building and mail handling operations should include the capability of first responders.All mail handling facilities have different risk levels. A collective approach by the security professional should be used to identify the most effective approach to reduce vulnerabilities, deter threats, and minimize the consequences of an incident. Many measures can be implemented immediately and at little cost. Others require time and effort. The risk assessment of the business�s overall building and mail handling operations should include the capability of first responders.

6. Develop policies that are in line with your organizational needs and that address the security needs of your unique mail center operation. Policy � a plan or guiding principle. Address areas identified as priorities in risk assessment. Get support from upper management and key officials. Examples: Access to mail center X-ray of packages Opening of mail I will go over some examples. Develop policies that are in line with your organizational needs and that address the security needs of your unique mail center operation. Policy � a plan or guiding principle. Address areas identified as priorities in risk assessment. Get support from upper management and key officials. Examples: Access to mail center X-ray of packages Opening of mail I will go over some examples.

7. Deliveries for Senior Executives: All deliveries for senior executives must be sent to the mail center. No letters or packages should be accepted at the Executive Area unless clearly stamped �Inspected by Mail Services.� This includes both internal and external deliveries. Packages All staff are reminded that personal packages are not to be sent to the workplace. All packages received at the loading dock are subject to inspection, including x-ray and opening. Deliveries for Senior Executives: All deliveries for senior executives must be sent to the mail center. No letters or packages should be accepted at the Executive Area unless clearly stamped �Inspected by Mail Services.� This includes both internal and external deliveries. Packages All staff are reminded that personal packages are not to be sent to the workplace. All packages received at the loading dock are subject to inspection, including x-ray and opening.

8. Mail and Packages for Senior Executives All mail and packages for senior executives is to be sorted to the �Second Screen� bin in the Mail Center The Staff member assigned to the Executive Area will visually inspect all mail and packages for any suspicious characteristics or markings. Any packages deemed suspicious will be set aside, and the on-duty supervisor should be notified. All packages and letters will then be brought to the X-ray Operation for scanning. The X-ray operation staff will follow established procedures for scanning and stamping all packages and mail. Upon completion, the packages and mail will be returned to the Mail Center for sorting. On a regular basis, the on-duty supervisor will quality control the process by visually inspecting and initialing mail before it leaves the mail center. Mail and Packages for Senior Executives All mail and packages for senior executives is to be sorted to the �Second Screen� bin in the Mail Center The Staff member assigned to the Executive Area will visually inspect all mail and packages for any suspicious characteristics or markings. Any packages deemed suspicious will be set aside, and the on-duty supervisor should be notified. All packages and letters will then be brought to the X-ray Operation for scanning. The X-ray operation staff will follow established procedures for scanning and stamping all packages and mail. Upon completion, the packages and mail will be returned to the Mail Center for sorting. On a regular basis, the on-duty supervisor will quality control the process by visually inspecting and initialing mail before it leaves the mail center.

9. Occupant Emergency Plans How you safely evacuate and assist people during an emergency. Contingency Plan How you immediately relocate your operation and restore services. Continuity Plan Questions you can ask yourselves: How you return services to normal operational levels? What are your alternate site provisions? Occupant Emergency Plans How you safely evacuate and assist people during an emergency. Contingency Plan How you immediately relocate your operation and restore services. Continuity Plan Questions you can ask yourselves: How you return services to normal operational levels? What are your alternate site provisions?

10. Education and awareness are the essential ingredients to preparedness. Employees must remain aware of their surroundings and of the packages they handle. You must carefully design and vigorously monitor your security program to reduce the risk for all. Education and awareness are the essential ingredients to preparedness. Employees must remain aware of their surroundings and of the packages they handle. You must carefully design and vigorously monitor your security program to reduce the risk for all.

11. So far we have covered the risks associated with potentially dangerous envelopes or packages and how to prepare for and respond to those events. While attention should be given to the extremely remote threats from explosive devices or chemical or biological threats, mail centers are much more likely to experience security problems caused by common crimes such as theft. Lack of security can result in the theft of supplies, postage, mail and valuable information about your company contained in correspondence or documents delivered to your business or stored in files. To make your mail room more secure and to reduce the risk of loss, design and implement policies and procedures for: personnel security, access control to the building where your business is located and restricted areas within the place of business, high value items and shipments, company funds and postage meters. So far we have covered the risks associated with potentially dangerous envelopes or packages and how to prepare for and respond to those events. While attention should be given to the extremely remote threats from explosive devices or chemical or biological threats, mail centers are much more likely to experience security problems caused by common crimes such as theft. Lack of security can result in the theft of supplies, postage, mail and valuable information about your company contained in correspondence or documents delivered to your business or stored in files. To make your mail room more secure and to reduce the risk of loss, design and implement policies and procedures for: personnel security, access control to the building where your business is located and restricted areas within the place of business, high value items and shipments, company funds and postage meters.

12. In summary, here are some recommendations Appoint a mail security coordinator. Create, update, publish and review SOP�s, Security procedures, Disaster Plans, and Operating Plans. Train personnel in policies and preventative procedures relative to mail security, i.e., biological, chemical, weapons or natural disasters. Limit access to personnel. Identify and escort visitors. Know who to contact if first responders are needed. Maintain, publish and post phone numbers to call in an emergency: local police, Fire Dept., Postal Inspection Service, FBI, etc. (contact one number at the onset of the event. The responding Incident commander/official will determine the appropriate follow-up notifications.In summary, here are some recommendations Appoint a mail security coordinator. Create, update, publish and review SOP�s, Security procedures, Disaster Plans, and Operating Plans. Train personnel in policies and preventative procedures relative to mail security, i.e., biological, chemical, weapons or natural disasters. Limit access to personnel. Identify and escort visitors. Know who to contact if first responders are needed. Maintain, publish and post phone numbers to call in an emergency: local police, Fire Dept., Postal Inspection Service, FBI, etc. (contact one number at the onset of the event. The responding Incident commander/official will determine the appropriate follow-up notifications.

13. Recommendations Establish a relationship with local HAZMAT emergency service. Post SOP on handling suspicious packages. Distribute updated Best Practices from CDC, OSHA, GSA, USPS, and Fire Department. Install Intrusion Detection System. Senior Management should endorse and support mail room security procedures.Recommendations Establish a relationship with local HAZMAT emergency service. Post SOP on handling suspicious packages. Distribute updated Best Practices from CDC, OSHA, GSA, USPS, and Fire Department. Install Intrusion Detection System. Senior Management should endorse and support mail room security procedures.

14. High Risk Facilities � These are in addition to what was recommended in Low and Moderate Risk Mail Rooms. Appoint an alternate mail security coordinator. Organize a Mail Security Response Team, as practical, depending on the size of the mail center staff. Keep a back-up copy of plan(s) off site. Staff, when possible, certified firefighters, biohazard handlers, and/or safety, environmental and health personnel, or, train personnel in these duties; or establish a written agreement with a service provider to provide this capability. Members of the team should be equipped with cell phones/pagers and available 24/7 days as appropriate for the situation. Information, personnel updates, and response procedures should be published and distributed agency/company wide. Install CCTV cameras at entrances and exterior. Require personnel to attend all local meetings pertaining to mail security issues. Publish an After Action Report or Incident Report after every incident with a plan for corrective action or process improvement. High Risk Facilities � These are in addition to what was recommended in Low and Moderate Risk Mail Rooms. Appoint an alternate mail security coordinator. Organize a Mail Security Response Team, as practical, depending on the size of the mail center staff. Keep a back-up copy of plan(s) off site. Staff, when possible, certified firefighters, biohazard handlers, and/or safety, environmental and health personnel, or, train personnel in these duties; or establish a written agreement with a service provider to provide this capability. Members of the team should be equipped with cell phones/pagers and available 24/7 days as appropriate for the situation. Information, personnel updates, and response procedures should be published and distributed agency/company wide. Install CCTV cameras at entrances and exterior. Require personnel to attend all local meetings pertaining to mail security issues. Publish an After Action Report or Incident Report after every incident with a plan for corrective action or process improvement.

15. High Risk Facilities � These are in addition to what was recommended in Low and Moderate Risk Rooms. Information, personnel updates, and response procedures should be published and distributed agency/company wide. Install CCTV cameras at entrances and exterior. Require personnel to attend all local meetings pertaining to mail security issues. Publish an After-Action Report or Incident Report after every incident with a plan for corrective action or process improvement. High Risk Facilities � These are in addition to what was recommended in Low and Moderate Risk Rooms. Information, personnel updates, and response procedures should be published and distributed agency/company wide. Install CCTV cameras at entrances and exterior. Require personnel to attend all local meetings pertaining to mail security issues. Publish an After-Action Report or Incident Report after every incident with a plan for corrective action or process improvement.

16. What do people need to know to carry out policies and procedures? No one-time training, and not �one size fits all�. Keep yourself informed. You can�t just react, you and your staff must prepare for the unknown. Mail center employees must remain aware of their surroundings and the mail they handle. What do people need to know to carry out policies and procedures? No one-time training, and not �one size fits all�. Keep yourself informed. You can�t just react, you and your staff must prepare for the unknown. Mail center employees must remain aware of their surroundings and the mail they handle.

17. A complete training program will include: Basic security procedures; Go over policies and procedures. Recognizing and reporting suspicious packages; Poster # 84 in mail center. Proper use of personal protection equipment; Know how your equipment works, where it is, and its limitations. Responding to a threat; A complete training program will include: Basic security procedures; Go over policies and procedures. Recognizing and reporting suspicious packages; Poster # 84 in mail center. Proper use of personal protection equipment; Know how your equipment works, where it is, and its limitations. Responding to a threat;

18. Maintain a log of all employees and training attended, including the date completed. Follow up with a refresher training on a regular basis. Maintain a log of all employees and training attended, including the date completed. Follow up with a refresher training on a regular basis.

19. In addition to educating the employees who work for you, you must educate all employees who work in the facility on best mail room practices including security measures. Employee awareness of the measures you have taken leads to confidence in the safety of the envelopes and packages that are delivered to their desktops. In addition to educating the employees who work for you, you must educate all employees who work in the facility on best mail room practices including security measures. Employee awareness of the measures you have taken leads to confidence in the safety of the envelopes and packages that are delivered to their desktops.

20. Personnel suspicious of a letter or parcel should be trained to take the following measures: Be wary of unexpected packages and check the return address. Notify their supervisor. Do not shake or bump the item. Do not open, smell, touch, or taste. Isolate the damaged or suspicious item immediately. Cordon off the immediate area. Ensure that all persons who have touched the mail piece wash their hands with soap and water.Personnel suspicious of a letter or parcel should be trained to take the following measures: Be wary of unexpected packages and check the return address. Notify their supervisor. Do not shake or bump the item. Do not open, smell, touch, or taste. Isolate the damaged or suspicious item immediately. Cordon off the immediate area. Ensure that all persons who have touched the mail piece wash their hands with soap and water.

21. List all persons who have touched the item, include contact information and have this information available for the authorities. Place all items worn when in contact with the suspected mail piece in plastic bags and have them available for law enforcement agents. Shower with soap and water as soon as practical. List all persons who have touched the item, include contact information and have this information available for the authorities. Place all items worn when in contact with the suspected mail piece in plastic bags and have them available for law enforcement agents. Shower with soap and water as soon as practical.

22. Threats to a mail handling operation can impact the entire facility as well as cause panic for the general population. It is fundamental to incorporate protection of the personnel and the facility with the identification of the threat. Security plans for small facilities are, of course, limited by both the size of the business and the resources available to develop and implement plans. Small businesses will therefore, adopt those recommendations from this document that are appropriate to them. Threats to a mail handling operation can impact the entire facility as well as cause panic for the general population. It is fundamental to incorporate protection of the personnel and the facility with the identification of the threat. Security plans for small facilities are, of course, limited by both the size of the business and the resources available to develop and implement plans. Small businesses will therefore, adopt those recommendations from this document that are appropriate to them.

23. Here are some additional resources that are available via the world wide web.Here are some additional resources that are available via the world wide web.

24. In addition to Inspection Service Poster # 84, here is another reference on suspect letter and parcel indicators.In addition to Inspection Service Poster # 84, here is another reference on suspect letter and parcel indicators.

25. QUESTION & ANSWER SESSION: I would like to thank everyone for attending. At this time I am available to field any questions you might have.QUESTION & ANSWER SESSION: I would like to thank everyone for attending. At this time I am available to field any questions you might have.