Like training, reviews should be continual. You should schedule annual reviews of your security program to be sure that it’s up-to-date and complete.
lthough the mail center operates as the focal point for federal agencies, security policies and procedures for the mail center are often overlooked. Security is critical to mail center operations – large and small. This Mail Center Security Guide was prepared by GSA with a team of experts to help you, as a mail center manager, and your coworkers keep your mail center safe and secure. Prevention is the key for keeping your mail center secure.
Appendix B – On Line Resources For Keeping Your Mail Center Safe
Excellent resources for additional information include:
U.S. Department of Labor (DOL), Occupational Safety and Health Administration (OSHA) – http://www.osha.gov Workplace Risk Pyramid, OSHA – http://www.osha.gov/bioterrorism/anthrax/matrix Centers for Disease Control (CDC) - http://www.bt.cdc.gov Office of Personnel Management - publishes questions and answers on federal employees personnel issues, etc. - http://www.opm.gov Federal Bureau of Investigation (FBI) – http://www.fbi.gov Federal Emergency Management Agency (FEMA) – http://www.fema.gov Bureau of Alcohol, Tobacco and Firearms (BATF) – http://www.atf.treas.gov DA PAM 25-52, Mail Facility Security and Handling Suspicious Mail –
http://www.usapa.army.mil/pdffiles/p25_52.pdf Council on Foreign Relations - Homeland Security Questions and Answers on Biological Attacks - http://www.terrorismanswers.com/security General Services Administration (GSA) – http://www.gsa.gov GSA Mail Communications Policy Office - http://www.gsa.gov/mailpolicy Suspicious Letters and Packages Identifiers - Now part of the National Guidelines on the GSA Mail Policy web site. Choose Mail Center Security and then Choose the National Guidelines. You will find ta printable version under appendix c. http://www.gsa.govmailpolicy GSA Federal Protective Service - http://www.dhs.gov/dhspublic/ and type in Law Enforcement in the search tool.
Security Assessment – http://www.oca.gsa.gov (Note – you will need to obtain a password to use the resources on this site)
US Postal Service (USPS) – www.usps.com USPS Suspicious Mail Alert Poster (downloadable) - http://www.usps.com/news/2001/press/mailsecurity/security.htm USPS and FBI Reward Poster - www.usps.com/news/_pdf/25m_poster.pdf USPS Postal Inspection Service - www.usps.com/postalinspectors Best Practices for Mail Center Security -
www.usps.com/news/2001/press/mailsecurity/pr01_isbestprac.htm The following publications are available from the US Postal Inspection Service:
Identify Theft Brochure - (Publication 280) -
This checklist was first developed in 2002 to assist federal agencies develop and determine the requirements for their security plans. Back by popular demand, this tool is provided to assist Mail Center Managers with the preparation of their security plans, and to aid in determining the security requirements for their mail center/facilities.
I. Inbound Mail Procedures
YESNO Written Policies and Procedures are available on how incoming mail is processed.
All mail is x-rayed before it comes into the mail center.
Incoming mail is isolated in an area where it can be inspected.
Delivery personnel have limited access to the mail center and are received at a
Controlled area outside the mail center where possible.
Verification of contents of safes/vaults.
Open meter readings.
The checklist for closing the mail center includes
YESNO Close meter readings.
File the visitors log.
Secure all mail.
Log out of all safes/vaults.
Check all locks/entrances.
YESNO Employee parking is separated from the loading dock area (where possible).
Contract delivery services are screened and or x-rayed (where possible).
Unnecessary stops by delivery vehicles are eliminated.
Procedures are established for handling unexplained packages.
The Mail Manger keeps in regular contact with the Building Security Committee.
IV. Mail Is Transported In A Safe Manner YESNO Authorized receptacles for US mail are clearly labeled.
High value items are secured overnight.
Labels are securely fastened to mail items.
Postage meter strips overlap labels.
Labels and cartons do not identify valuable contents.
Containers and sacks are used when possible.
Outgoing mail is sealed shortly after the most valuable item is placed inside.
Sender or addressee can identify the value of the contents.
Lost and rifled mail are reported to the postal service.
Parcels prepared to withstand transit.
Contract delivery services screened.
Outgoing mail delivered to postal custody inside the facility.
Unnecessary stops by delivery vehicles are eliminated.
X-raying of mail occurs where appropriate.
V. Security Assessment
YESNO Alternatives for processing mail have been identified in the event of a mail center
or building being closed.
Annual inspections of the mail center are done with building operations and security
personnel focusing on potential vulnerabilities.
A written contingency plan for continuing mail operations has been developed in
the event that the mail center or building is closed.
Important mail has been identified and mechanisms established for its delivery in
case of a shutdown.
Regular safety drills are conducted for mail center staff.
A written emergency evacuation plan has been developed and employees have
been trained on the applicable protocols.
Precautions have been taken to ensure the safety and well being of mail center staff.
Safety/Security training for mail center staff is provided on a regular basis.
Mail/facility managers participate regularly in building security committees.
Written procedures are in place to handle suspicious mail.
Only authorized individuals have access to the mail center.
Mechanisms are in place to ensure against theft, mis-use or destruction of
equipment within the mail center.
VI. Communication YESNO The Mail Manager keeps in contact with facility center management
through regularly scheduled meetings.
Regular meetings are held with appropriate agency personnel concerning mail
safety and all personnel are advised of outcomes/new procedures.
Mail center management is involved in developing and implementing security plans.
A call tree has been established and is continually updated for mail center
managers and employees that include: Names, addresses, work phone
numbers, home phone numbers, beeper numbers, and cellular phone numbers.
A communications plan has been developed for use during an emergency
YESNO All available information is communicated in a timely manner.
Everyone is sending the same message.
All facts have been confirmed with competent authorities.
Designated officials also have designated backups.
Local union officials are involved.
Messages are crafted so that all personnel can easily understand the information.
Every effort is made to communicate the existing level of risk, and what actions
are being taken.
VII. Employee Safety
YESNO Personal protection equipment is available for all mail center personnel
and employees who have been trained on the proper use of equipment and
safety gear; a log entry is made when each employee has completed training.
Signs are posted in the mail center listing whom to call in the event of