by Tom Knapp
©
2009
http://www.safecutters.com
According
to the United States Postal Service, commercial mailers represent 85 percent of
the nation's mail. The USPS created the B.2.2. Security Initiative for Commercial
Mailers, a voluntary mail security initiative, which focuses on national and premier
account mailers. The B.2.2. initiative was designed to reduce the risk of an injurious
article being sent through the U.S. mail by a commercial mail source. Even if
your mail room does not necessarily meet the requirements of a large commercial
mailer, examining security controls within mail room helps to ensure the safety
of mail room employees, the American public, postal employees, and members of
the mailing industry.
Millions of U. S. businesses use
the mail. The majority of these have only a handful of persons responsible for
mail room-type operations. Of the millions of businesses, there are thousands
of large, complex corporate mail room operations who have put into practice well-developed
security procedures that can be adopted by any mail room.
Mail
room supervisors should determine which procedures are appropriate for their company
and conduct periodic security reviews of their operation to identify needed improvements.
Recommendations for General Mail Operations:
Appoint
a Mail Security Coordinator As practical, organize a Mail Security Response Team
Create and/or update Security Procedures, Disaster Plans, and Operating Plans.
Keep a back-up copy of plans off-site Train personnel in mail security procedures
relative to biological, chemical, weapons or natural disaster Publish an After-Action
Report or Incident Report after every incident Have senior management buy-in/sign-off
on company's mail security procedures Employee Security Procedures
Effective
mail room security also begins with the employees. Appropriate employee security
procedures should be in place prior to hiring a mail room employee. For instance,
good hiring practices should include an in-depth screening/background check for
new hires. When the need arises to supplement the workforce, make prior arrangements
with one or two temporary employment agencies to ensure that a restricted, pre-screened
group of individuals is available. Mail room managers should also enforce a probationary
period for the purpose of evaluation of employees.
It's
also important to establish and enforce a strict employee identification/personnel
security program. For example, mail room employees should wear a photo ID badge
at all times. Employees should also be instructed to challenge any unknown person
in a facility. As much as possible, supervisors should prohibit employees from
taking personal items into the main workspace. A separate and secure area for
personal items such as coats and purses is helpful.
General
Safety Procedures for Incoming/Outgoing Mail Room Areas
When
instituting security procedures for incoming/outgoing mail, make sure to notify
internal and external customers, as appropriate, of steps that have been taken
to ensure safety of the mail. It's also a wise idea to control or limit access
of employees and visitors to the mail room. Supervisors should use sign-in sheets,
badges, and/or card readers for those outside the mail room. Deliveries should
be made in a restricted, defined area. As feasible, the use of video cameras inside
and outside the facility/docks is also an effective security back-up.
Most
importantly, the area for processing incoming and outgoing mail should be kept
separate from all other operations. If a separate processing area is used, it
should not be a part of the central ventilation system. For extra security, shut-off
points of a processing area's ventilation system should be mapped and included
in an emergency procedures handout.
Mail Theft Prevention
Sometimes
mail is lost or stolen from company mail rooms, while en route to or from the
post office. Such losses are costly to the company and its investors. Following
are suggestions for improving theft prevention in a mail room:
Don't
put new hires in the mail center without a criminal record check. Prevent access
to the mail room by unauthorized persons. Maintain a sign-in sheet that includes
times of arrival and departure. Keep Registered Mail separate from other mail.
Keep postage meters secure. Check mails periodically to determine if employees
are using company postage meters for their personal mail. Vary times and lines
of travel between post office and plant. Employees caught stealing should be prosecuted.
There is no greater deterrent to potential theft than the fear of prosecution
and jail.
