Below is a sample Mail Screening and Handling Procedure Guideline. Cambridge Corporate Services develops unique guidelines and workflows for each client and constantly improves the quality of service through rigorous internal audits. Cambridge provides a secure on and off-site screening process for numerous clients ranging from law firms, financial services, universities to fashion houses.
A – Incoming USPS Mail Screening
- All Mail is picked up from the US. Post Office by the Firm’s outsourced vendor
- All employees wears gloves when sorting the mail and accountables
- All Mail is passed through the X-Ray machine located in the firms designated area for the initial stage of the mail screening process
B – US MAIL X-Ray Mail Screening Process
- White buckets and trays of mail are placed in the X-Ray machine by Cambridge X-Ray technician
- X-Ray machine is connected to bomb technician located off-site
- Cambridge X-Ray technician views all items as they pass through the X-Ray Machine and immediately contacts MSA technician for any package that fails inspection.
- Bomb technician will determine if package should be removed and isolated from other packages or if it should continue to move through to the next stage of the mail screening process.
C – Physical Mail Screening Process
- After USPS Mail has been X-Rayed in the designated area, it is brought to the mail room to be physically screened and rough sorted by the Sortation team
- Each item is individually examined for 23 specific hazardous indicators. Exhibit A
- During rough sorting any item deemed suspicious it is placed in the red hazardous bucket by the mail clerks for further processing. Depending on the nature of the suspicious item it is then either:
- Placed in the Isolation Glove Box inside the Mail Security Room for further processing or,
- Placed in the X-Ray machine located on the loading dock and our bomb technician is contacted to determine if it should be removed and isolated or if it should continue to move through to the next stage of the mail screening process.
- Mail that has passed the physical and X-Ray screening process is stamped “Opened by Mail Services” or “Approved by Mail Services for delivery”, sorted and sent to the destination campus building for final screening and delivery to the recipient’s mail coop or mail drop.
D – Mail Deemed Suspicious
- Mail that has been deemed “suspicious” by bomb X-Ray technician is immediately brought to the Supervisor, Service Manager and/or Account Manager attention. Item is left in the X-Ray machine and Firm’s Security is contacted
- Mail that has been deemed “hazardous” will remain in the Isolation Glove Box inside the Mail Security Room and Firm’s Security is contacted
- Firm’s Security will attempt to contact the recipient via telephone and/or e-mail to ascertain if they are expecting an item from the sender
- If item is cleared by Security it is stamped “Approved by Mail Services for Delivery” and Security will contact the recipient to arrange for item to be delivered or picked up
- If the item is not cleared, it is retained by Security for further processing
E – Suspicious Mail Incident Logs
- The Screening Supervisor, Service Manager or Account Manager will notify the Firm’s Vendor Manager for review. Once incident review is completed Supervisor will complete one of the following:
- Mail Security Room Inspection Log Exhibit B
- Mail Security X-Ray Log. Exhibit C
- Mail Security Room Inspection Logs are kept in a binder in the Account Manager’s office (along with a copy in the screening area) for future reference
- Mail Security X-Ray Logs are kept in a binder in the Account Manager’s Office (along with a copy at the X-Ray machine) for future reference
- Each log will have a copy of the item in question attached
F – Security Department
- Once logged, the Screening Supervisor will notify Firm’s Security Department of items that need further investigation
- If ultimately cleared, item is stamped “Approved by Mail Services for Delivery” and the recipient is contacted by Security to arrange for it to be delivered or picked up
- If not cleared, the Security Department will bring the item to a confined location for further investigation
- Any items not cleared by Security will be escalated based on their operating procedures
G – Control & Training
- The Mail Security Room Inspection Log and Mail Security X-Ray Log is reviewed daily by the Firm’s Vendor Manager and Mail Sortation Supervisor to account for all incidents
- The Mail Screening Team is tested monthly on suspicious mail indicators, and quality checks are randomly conducted
- Annual security training for all employees is organized with Michael Stapleton Associates and USPS Postal Inspectors
Overnight Courier & Hand Delivery X-Ray Screening Process
- Overnight Courier packages and Hand Delivery (messenger) items are delivered to the Mailroom throughout the day from various vendors
- Packages are placed individually into the X-Ray machine and the X-Ray technician manually inspects each package using the 23 indicators for recognition of suspicious letters and packages. (Exhibit A)
- If cleared, the X-Ray Technician stamps the packages “X-Rayed” and are processed for delivery
- If a package is deemed suspicious Cambridge Management and firm Security are notified and it is isolated in the glove box depending on the dimensions of the package, if not it is left in the X-Ray Machine
- Firm Security will attempt to contact the recipient via telephone and/or e-mail to ascertain if they are expecting an item from the sender. If so, item is returned to the mail stream for distribution
- If not, it is isolated from the other packages for further investigation and processing. Mailroom Supervisor will complete a Mail Security X-Ray log and firm Security will take the item to a confined location for further investigation. If cleared, Security contacts the recipient to arrange for it to be delivered or picked up
- If the package contains visual suspicious indicators (such as partial or vague address) it is researched using the following tools:
- Firm’s Corporate Directory – is the starting point for all research
- Firm’s installed database application if available, managed by Mail Services which is updated daily
- Items in which the recipient cannot be determined or located are returned to sender after 2 weeks if not claimed by an employee
- Mailroom Supervisor will complete a Mail Security X-Ray log and contact Firm’s Security
- Firm’s Security will bring the item to a confined location for further investigation and processing. If they clear it, Security will contact the recipient to arrange for it to be delivered or picked up
- If the package contains visual suspicious indicators (such as partial or vague address) it is researched using the following tools:
- Firm’s Corporate Directory – is the starting point for all research.
- Firm’s installed database application if available, managed by Mail Services which is updated daily
- Items in which the recipient cannot be determined or located are returned to sender after 2 weeks if not claimed by an employee
EXHIBIT A – IDENTIFICATION OF SUSPICIOUS LETTERS/PACKAGES
MAIL BOMBS/ HAZARDOUS MAIL
- Consider the following when examining mail or packages. It is important to know the type of mail the Firm typically receives. The physical appearance of a mail bomb is limited only by the imagination of the bomber. However, mail bombs have exhibited unique characteristics, which should be helpful in identifying a suspect item.
SUSPECT MAIL CONTAINING POTENTIAL BIOLOGICAL HAZARDS
- Mailings contain potential biological hazards share many of the same characteristics as those outlined for mail bombs.
IF A MAILING IS SUSPECT
- If the mailing is suspect and attempts to confirm the authenticity of the mailing is unsuccessful (e.g. contact with the intended recipient):
- Do not open or move the item
- Isolate the mailing / or leave it in the X-ray machine and secure the immediate area.
- Contact MSA using the X-ray Machine to identify Bombs who will advise you to contact 911 and the appropriate Security Control Center
- If the mail has been opened and a biological hazard is suspected
- Do not disturb the item. Move away from the immediate area
- Do not touch, smell, taste or analyze the contents
- Alert others to keep away from the area
- Alert Management
- Do not attempt to wash off or disturb the agent
- Wash hands with soap and hot water
- Wait for trained emergency personnel to arrive
IF A MAILING IS SUSPECT
- Always wear gloves when sorting the mail
- In the event you come across an envelope or package that is leaking an unknown substance (powder or liquid), place this envelope/package in the clear plastic envelopes provided. Next, place the clear plastic envelope in the Over pack container adjacent to the sorting area
- Remove your gloves and place them in a separate clear envelope and put that envelope in the Over pack container
- Advise your supervisor, who will notify Corporate Security to assess the situation
- If practical, remove any clothing that may have been in contact with the material and place it in the Over pack container
- After placing the gloves and clothing in the clear envelope thoroughly wash your hands with soap and water
- Stay calm and remain in the sorting area and limit your contact with other employees until authorities arrive on scene
- Mailroom supervisors should curtail operations and remove personnel from the mailroom to a designated location
- No one should leave floor until instructed by Vendor Management, Fire or Police Department, or personnel from the office of Emergency Management
- Once the authorities arrive on scene, comply with all requests