1) Security Consultant’s Perspective…
Regardless of your type of business, size or location, the
threat of workplace violence and terrorism is all around us
these days. It could involve you, your employees and your
business at any time. Protective Measures seem a bit of
theatrics yet failure to be vigilant or to exercise due
diligence could result in a disaster or a civil suit. I believe
protecting the workforce is a never-ending task of vigilance,
awareness and training. Protecting the Mail Rooms and educating
your workforce is all part of the workplace security process.
All employees should be given a security awareness briefing on
the topic of handling suspicious pieces of mail, the need to
protect the Mail Room from unauthorized personnel and general
Mail Room security measures.
2) The Mail Room Threat…
The handling and processing of incoming mail today remains a
businesses weakest point. Incoming mail is not routinely
isolated as a matter or protective measures, delivery personnel
are not being restricted from building access, employees may or
may not know what to look for and what to do when handling
suspicious packages or letters, there are no control points
controlling access by all, and letters and packages to senior
officers are not given extra precautionary attention. It is
unlikely most mailroom employees are cleared, are familiar with
basic security procedures or that they have been trained in Mail
Room Security Procedures. The potential nightmare remains the
lack of security awareness, the recognition of suspicious mail;
what to look for and what to do.
Supervisors and managers should insure that some form of
security awareness is incorporated into the day-to-day
operations. All employees should at a minimum know the basic
mail handling security measures. It does not take much time to
impart information to a group of employees using the “Stand-up
Talk”, a technique used by the Postal Service to provide
information to a large group of employees without disrupting the
operations. Normally the “Stand-up Talk” lasts between 15 – 20
minutes. The “Stand-up Talks are quite an effective method of
communications in this way.
4) What to do in case of a suspicious piece of mail…?
This area requires paying attention to details and discipline.
If you notice a suspicious letter or package during routine mail
handling or if you’ve received a piece of suspicious mail, take
the following steps: don’t handle it, evacuate the premises but,
certainly the area around the piece and do follow your security
plan by notifying supervisor and the appropriate emergency
service personnel listed in the security plan.