Protecting your Employees and Securing your Mail Center

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					Protecting your
  Employees
     and
Securing your
 Mail Center
      Protecting your Employees and
      Securing your Mail Center


    What constitutes a suspicious letter
    or package?

    If you receive a suspicious letter or
       package:
       Stop - Don’t handle it
       Isolate it immediately
       Don’t open, smell, or taste
       Activate your emergency plan
       Notify a supervisor
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     Protecting your Employees and
     Securing your Mail Center


    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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     Protecting your Employees and
     Securing your Mail Center


    Identify threats.


     International terrorist
     Domestic hate group
     Disgruntled employee/workplace
     violence
     Acts of nature (flood, fire, earthquake,
     etc.)


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     Protecting your Employees and
     Securing your Mail Center


    Conduct a risk assessment.


     Your posture should reflect your
     company’s mission




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     Protecting your Employees and
     Securing your Mail Center


    Develop policies.


     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
6     – Opening of mail
      Protecting your Employees and
      Securing your Mail Center


    Sample policies.
    (Private Sector)


      Deliveries for senior executives
      Packages




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      Protecting your Employees and
      Securing your Mail Center


    Sample policies.
    (Government Agency)


      Personal mail
      General policy for mail




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     Protecting your Employees and
     Securing your Mail Center


    Draft procedures.


     Procedure:
     – Series of steps taken to implement a
       policy
     Be as specific as possible
     Update as needed



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      Protecting your Employees and
      Securing your Mail Center


     Mail handling and processing
     operations.

      Centralizing the mail
      handling/processing operation at a
      separate location
      Centralization:
       – Minimizes risk
       – Reduces costs
       – Increases effectiveness

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      Protecting your Employees and
      Securing your Mail Center


     Mail handling and processing
     operations.

      Initial sort – by hand
      Individuals who normally sort the mail
      should perform the initial screening
      These individuals are most likely to
      notice packages that are out of the
      ordinary


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       Protecting your Employees and
       Securing your Mail Center


     Best practices.


     1. Employ professional security
        personnel
     2. All visitors should be greeted
     3. Restrict access to facility
     4. Keep dated visitor logs
     5. Install an intrusion detection system
     6. Use surveillance equipment
12   7. Adequate lighting
       Protecting your Employees and
       Securing your Mail Center


     Best practices.


     8.    Badges
     9.    Lock and key accountability
     10.   Secure off limit areas
     11.   Develop an emergency plan
     12.   Train employees
     13.   Restrict drivers
     14.   Establish communication channel
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       Protecting your Employees and
       Securing your Mail Center


     Best practices.


     15.   Screen incoming mail
     16.   Open mail in authorized areas only
     17.   Develop screening procedures
     18.   Develop procedures for:
       – packages identified as suspicious
       – confirming suspicious packages
       – isolating suspicious packages
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       Protecting your Employees and
       Securing your Mail Center


     Best practices.


     19. Conduct unannounced tests for mail
         center personnel
     20. Make available protective wear
     21. HAZMAT team information
     22. Conduct After Action Review (AAR)



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          Protecting your Employees and
          Securing your Mail Center


     Enhanced steps.


     1. Bomb detection/K-9
     2. X-ray all incoming mail
     3. Detection devices
     4. Hold mail 24 hours or until testing
        concludes
     5. Store mail in containment containers
     6. Down draft tables
16   7. Separate air filtration unit
      Protecting your Employees and
      Securing your Mail Center


     Enhanced steps.


     8. Monitored mail operations
     9. Safe air room for mail processing
     10.Monthly swab testing for mail room
     11.Showers and decontamination system
     12.Wear protective clothing
     13.Duress alarm

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      Protecting your Employees and
      Securing your Mail Center


     Be prepared.


      “The government processes billions of
          pieces of mail each year without
        incident; however, local, state, and
       federal agencies alike must prepare
            for the worst case scenario.”




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       Protecting your Employees and
       Securing your Mail Center


     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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       Protecting your Employees and
       Securing your Mail Center


     Sample procedure
     (Government Agency)


     Procedures for handling mail:
       Wear latex surgical gloves
       Encourage respiratory protective masks
       X-ray incoming mail
       Visually screen mail



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      Protecting your Employees and
      Securing your Mail Center


     Necessary plans.


       Occupant emergency plans
       Contingency plans
       Continuity plans




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      Protecting your Employees and
      Securing your Mail Center


     Training.


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



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       Protecting your Employees and
       Securing your Mail Center


     Continuity of operations plan.


     Implement anticipatory measures
       Back up site
       Continuity of Operation Plan (COOP)
       Enables mail processes to continue




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       Protecting your Employees and
       Securing your Mail Center


     Continuity of operations plan.


     Fundamental needs:
       To send and receive mail if primary mail
       operation shuts down
       Advanced planning is important for
       security protection



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          Protecting your Employees and
          Securing your Mail Center


     Recommendations.
     (Low and Moderate Risk Facilities)


     1.   Appoint a mail security coordinator
     2.   Standard Operating Plans (SOPs)
     3.   Train personnel on policies
     4.   Limit access of personnel
     5.   Identify and escort personnel
     6.   Establish HAZMAT response plans

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       Protecting your Employees and
       Securing your Mail Center


     Recommendations.
     (Low and Moderate Risk Facilities)


     7. HAZMAT emergency service
     8. Post SOP for suspicious packages
     9. Phone numbers for emergencies
     10.Best practices
     11.Intrusion detection system
     12.Senior management buy in

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          Protecting your Employees and
          Securing your Mail Center


     Recommendations.
     (High Risk Facilities)


          These are in addition to Low risk
          recommendations.
     1.   Alternate mail security coordinator
     2.   Mail security response team
     3.   Offsite copy of plans
     4.   Staff specialized employees
     5.   Equipment for team
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       Protecting your Employees and
       Securing your Mail Center


     Recommendations.
     (High Risk Facilities)


     6. Publish & distribute information,
        personnel updates & procedures
     7. Cameras at entrances and exterior
     8. Require employee attendance at mail
        security briefings
     9. Publish AAR reports


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      Protecting your Employees and
      Securing your Mail Center


     Training.


      What do people need to know to carry
      out policies and procedures
      Keep yourself informed
      Don’t just react
      Stay alert



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       Protecting your Employees and
       Securing your Mail Center


     Training.


     Complete training program will include:
     1. Basic security procedures
     2. Recognizing and reporting suspicious
        packages
     3. Proper use of personal protective
        equipment
     4. Responding to a biological threat
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     5. Responding to a bomb threat
      Protecting your Employees and
      Securing your Mail Center


     Training.


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




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       Protecting your Employees and
       Securing your Mail Center


     Training.


     Educate all other employees too




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          Protecting your Employees and
          Securing your Mail Center


     Plan review.


     1.   Be wary of unexpected packages
     2.   Notify the supervisor
     3.   Do not shake or bump the item
     4.   Do not open, smell, touch or taste
     5.   Isolate the damaged item immediately
     6.   Cordon off the immediate area
     7.   Have employees wash hands
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       Protecting your Employees and
       Securing your Mail Center


     Plan review.


     8. Prepare list of affected employees
     9. Isolate clothing
     10.Shower




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       Protecting your Employees and
       Securing your Mail Center


     Conclusion.


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




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       Protecting your Employees and
       Securing your Mail Center


     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.gov
     FEMA’s Rapid Response Information System
     http://www.fema.gov/hazard/hazmat/index.shtm
     U. S. Postal Service
     http://www.usps.com
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     Protecting your Employees and
     Securing your Mail Center




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       Protecting your Employees and
       Securing your Mail Center


     US Postal Inspection Service


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




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