| According to the United States Postal Service, | | | | It's also important to establish and enforce a strict |
| commercial mailers represent 85 percent of the | | | | employee identification/personnel security |
| nation's mail. The USPS created the B.2.2. Security | | | | program. For example, mail room employees |
| Initiative for Commercial Mailers, a voluntary mail | | | | should wear a photo ID badge at all times. |
| security initiative, which focuses on national and | | | | Employees should also be instructed to challenge |
| premier account mailers. The B.2.2. initiative was | | | | any unknown person in a facility. As much as |
| designed to reduce the risk of an injurious article | | | | possible, supervisors should prohibit employees |
| being sent through the U.S. mail by a commercial | | | | from taking personal items into the main |
| mail source. Even if your mail room does not | | | | workspace. A separate and secure area for |
| necessarily meet the requirements of a large | | | | personal items such as coats and purses is helpful. |
| commercial mailer, examining security controls | | | | General Safety Procedures for Incoming/Outgoing |
| within mail room helps to ensure the safety of | | | | Mail Room Areas |
| mail room employees, the American public, postal | | | | When instituting security procedures for incoming |
| employees, and members of the mailing industry. | | | | outgoing mail, make sure to notify internal and |
| Millions of U. S. businesses use the mail. The | | | | external customers, as appropriate, of steps that |
| majority of these have only a handful of persons | | | | have been taken to ensure safety of the mail. It's |
| responsible for mail room-type operations. Of the | | | | also a wise idea to control or limit access of |
| millions of businesses, there are thousands of | | | | employees and visitors to the mail room. |
| large, complex corporate mail room operations | | | | Supervisors should use sign-in sheets, badges, and |
| who have put into practice well-developed | | | | or card readers for those outside the mail room. |
| security procedures that can be adopted by any | | | | Deliveries should be made in a restricted, defined |
| mail room. | | | | area. As feasible, the use of video cameras inside |
| Mail room supervisors should determine which | | | | and outside the facility/docks is also an effective |
| procedures are appropriate for their company and | | | | security back-up. |
| conduct periodic security reviews of their | | | | Most importantly, the area for processing |
| operation to identify needed improvements. | | | | incoming and outgoing mail should be kept |
| Recommendations for General Mail Operations: | | | | separate from all other operations. If a separate |
| 1. Appoint a Mail Security Coordinator | | | | processing area is used, it should not be a part of |
| 2. As practical, organize a Mail Security Response | | | | the central ventilation system. For extra security, |
| Team | | | | shut-off points of a processing area's ventilation |
| 3. Create and/or update Security Procedures, | | | | system should be mapped and included in an |
| Disaster Plans, and Operating Plans. Keep a | | | | emergency procedures handout. |
| back-up copy of plans off-site | | | | Mail Theft Prevention |
| 4. Train personnel in mail security procedures | | | | Sometimes mail is lost or stolen from company |
| relative to biological, chemical, weapons or natural | | | | mail rooms, while en route to or from the post |
| disaster | | | | office. Such losses are costly to the company and |
| 5. Publish an After-Action Report or Incident | | | | its investors. Following are suggestions for |
| Report after every incident | | | | improving theft prevention in a mail room: |
| 6. Have senior management buy-in/sign-off on | | | | 1. Don't put new hires in the mail center without a |
| company's mail security procedures | | | | criminal record check. |
| Employee Security Procedures | | | | 2. Prevent access to the mail room by |
| Effective mail room security also begins with the | | | | unauthorized persons. Maintain a sign-in sheet that |
| employees. Appropriate employee security | | | | includes times of arrival and departure. |
| procedures should be in place prior to hiring a mail | | | | 3. Keep Registered Mail separate from other mail. |
| room employee. For instance, good hiring practices | | | | 4. Keep postage meters secure. Check mails |
| should include an in-depth screening/background | | | | periodically to determine if employees are using |
| check for new hires. When the need arises to | | | | company postage meters for their personal mail. |
| supplement the workforce, make prior | | | | 5. Vary times and lines of travel between post |
| arrangements with one or two temporary | | | | office and plant. |
| employment agencies to ensure that a restricted, | | | | 6. Employees caught stealing should be |
| pre-screened group of individuals is available. Mail | | | | prosecuted. There is no greater deterrent to |
| room managers should also enforce a | | | | potential theft than the fear of prosecution and |
| probationary period for the purpose of evaluation | | | | jail. |
| of employees. | | | | |