A new approach to financial regulation: securing stability,protecting consumers
Protecting your Employees and Securing your Mail Center
description
Transcript of Protecting your Employees and Securing your Mail Center
![Page 1: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/1.jpg)
Protecting your Employees
and Securing your Mail Center
![Page 2: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/2.jpg)
2
Protecting your Employees and Securing your Mail Center
What constitutes a suspicious letter or package?
If you receive a suspicious letter or package:
Stop - Don’t handle it
Isolate it immediately
Don’t open, smell, or taste
Activate your emergency plan
Notify a supervisor
![Page 3: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/3.jpg)
3
Protecting your Employees and Securing your Mail Center
How do you prepare?
Identify threats
Conduct a risk assessment
Develop policies
Draft procedures/best practices
Prepare contingency and continuity plans
Communicate and train
![Page 4: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/4.jpg)
4
Protecting your Employees and Securing your Mail Center
Identify threats.
International terrorist
Domestic hate group
Disgruntled employee/workplace violence
Acts of nature (flood, fire, earthquake, etc.)
![Page 5: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/5.jpg)
5
Protecting your Employees and Securing your Mail Center
Conduct a risk assessment.
Your posture should reflect your company’s mission
![Page 6: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/6.jpg)
6
Protecting your Employees and Securing your Mail Center
Develop policies.
Policy – a plan or guiding principle
Address areas identified as priorities in risk assessment
Get support from upper management and key officials
Examples:– Access to mail center– X-ray of packages– Opening of mail
![Page 7: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/7.jpg)
7
Protecting your Employees and Securing your Mail Center
Sample policies. (Private Sector)
Deliveries for senior executives
Packages
![Page 8: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/8.jpg)
8
Protecting your Employees and Securing your Mail Center
Sample policies. (Government Agency)
Personal mail
General policy for mail
![Page 9: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/9.jpg)
9
Protecting your Employees and Securing your Mail Center
Draft procedures.
Procedure:– Series of steps taken to implement a
policy
Be as specific as possible
Update as needed
![Page 10: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/10.jpg)
10
Protecting your Employees and Securing your Mail Center
Mail handling and processing operations.
Centralizing the mail handling/processing operation at a separate location
Centralization:– Minimizes risk
– Reduces costs
– Increases effectiveness
![Page 11: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/11.jpg)
11
Protecting your Employees and Securing your Mail Center
Mail handling and processing operations.
Initial sort – by hand
Individuals who normally sort the mail should perform the initial screening
These individuals are most likely to notice packages that are out of the ordinary
![Page 12: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/12.jpg)
12
Protecting your Employees and Securing your Mail Center
Best practices.
1. Employ professional security personnel
2. All visitors should be greeted
3. Restrict access to facility
4. Keep dated visitor logs
5. Install an intrusion detection system
6. Use surveillance equipment
7. Adequate lighting
![Page 13: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/13.jpg)
13
Protecting your Employees and Securing your Mail Center
Best practices.
8. Badges
9. Lock and key accountability
10. Secure off limit areas
11. Develop an emergency plan
12. Train employees
13. Restrict drivers
14. Establish communication channel
![Page 14: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/14.jpg)
14
Protecting your Employees and Securing your Mail Center
Best practices.
15. Screen incoming mail
16. Open mail in authorized areas only
17. Develop screening procedures
18. Develop procedures for:– packages identified as suspicious
– confirming suspicious packages
– isolating suspicious packages
![Page 15: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/15.jpg)
15
Protecting your Employees and Securing your Mail Center
Best practices.
19. Conduct unannounced tests for mail center personnel
20. Make available protective wear
21. HAZMAT team information
22. Conduct After Action Review (AAR)
![Page 16: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/16.jpg)
16
Protecting your Employees and Securing your Mail Center
Enhanced steps.
1. Bomb detection/K-9
2. X-ray all incoming mail
3. Detection devices
4. Hold mail 24 hours or until testing concludes
5. Store mail in containment containers
6. Down draft tables
7. Separate air filtration unit
![Page 17: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/17.jpg)
17
Protecting your Employees and Securing your Mail Center
Enhanced steps.
8. Monitored mail operations
9. Safe air room for mail processing
10.Monthly swab testing for mail room
11.Showers and decontamination system
12.Wear protective clothing
13.Duress alarm
![Page 18: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/18.jpg)
18
Protecting your Employees and Securing your Mail Center
Be prepared.
“The government processes billions of pieces of mail each year without
incident; however, local, state, and federal agencies alike must prepare
for the worst case scenario.”
![Page 19: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/19.jpg)
19
Protecting your Employees and Securing your Mail Center
Sample procedure.(Private Sector)
Mail and packages for senior executives:
“Second Screen” bin sorting
Visually inspect packages
X-ray
Quality control
![Page 20: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/20.jpg)
20
Protecting your Employees and Securing your Mail Center
Procedures for handling mail:
Wear latex surgical gloves
Encourage respiratory protective masks
X-ray incoming mail
Visually screen mail
Sample procedure(Government Agency)
![Page 21: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/21.jpg)
21
Protecting your Employees and Securing your Mail Center
Necessary plans.
Occupant emergency plans
Contingency plans
Continuity plans
![Page 22: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/22.jpg)
22
Protecting your Employees and Securing your Mail Center
Training.
Education and awareness are essential
Employee awareness
Design and vigorously monitor security program
Reduces risk for all
![Page 23: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/23.jpg)
23
Protecting your Employees and Securing your Mail Center
Continuity of operations plan.
Implement anticipatory measures
Back up site
Continuity of Operation Plan (COOP)
Enables mail processes to continue
![Page 24: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/24.jpg)
24
Protecting your Employees and Securing your Mail Center
Continuity of operations plan.
Fundamental needs:
To send and receive mail if primary mail operation shuts down
Advanced planning is important for security protection
![Page 25: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/25.jpg)
25
Protecting your Employees and Securing your Mail Center
Recommendations.(Low and Moderate Risk Facilities)
1. Appoint a mail security coordinator
2. Standard Operating Plans (SOPs)
3. Train personnel on policies
4. Limit access of personnel
5. Identify and escort personnel
6. Establish HAZMAT response plans
![Page 26: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/26.jpg)
26
Protecting your Employees and Securing your Mail Center
Recommendations.(Low and Moderate Risk Facilities)
7. HAZMAT emergency service
8. Post SOP for suspicious packages
9. Phone numbers for emergencies
10.Best practices
11.Intrusion detection system
12.Senior management buy in
![Page 27: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/27.jpg)
27
Protecting your Employees and Securing your Mail Center
These are in addition to Low risk recommendations.
1. Alternate mail security coordinator
2. Mail security response team
3. Offsite copy of plans
4. Staff specialized employees
5. Equipment for team
Recommendations.(High Risk Facilities)
![Page 28: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/28.jpg)
28
Protecting your Employees and Securing your Mail Center
6. Publish & distribute information, personnel updates & procedures
7. Cameras at entrances and exterior
8. Require employee attendance at mail security briefings
9. Publish AAR reports
Recommendations.(High Risk Facilities)
![Page 29: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/29.jpg)
29
Protecting your Employees and Securing your Mail Center
Training.
What do people need to know to carry out policies and procedures
Keep yourself informed
Don’t just react
Stay alert
![Page 30: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/30.jpg)
30
Protecting your Employees and Securing your Mail Center
Training.
Complete training program will include:
1. Basic security procedures
2. Recognizing and reporting suspicious packages
3. Proper use of personal protective equipment
4. Responding to a biological threat
5. Responding to a bomb threat
![Page 31: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/31.jpg)
31
Protecting your Employees and Securing your Mail Center
Training.
Maintain employee training logs– Include date completed
Follow up with refresher training– On a regular basis
![Page 32: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/32.jpg)
32
Protecting your Employees and Securing your Mail Center
Training.
Educate all other employees too
![Page 33: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/33.jpg)
33
Protecting your Employees and Securing your Mail Center
Plan review.
1. Be wary of unexpected packages
2. Notify the supervisor
3. Do not shake or bump the item
4. Do not open, smell, touch or taste
5. Isolate the damaged item immediately
6. Cordon off the immediate area
7. Have employees wash hands
![Page 34: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/34.jpg)
34
Protecting your Employees and Securing your Mail Center
Plan review.
8. Prepare list of affected employees
9. Isolate clothing
10.Shower
![Page 35: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/35.jpg)
35
Protecting your Employees and Securing your Mail Center
Conclusion.
Mail Center must evaluate situation:
Objectively weigh threat circumstances in order to render a prudent decision
![Page 36: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/36.jpg)
36
Protecting your Employees and Securing your Mail Center
Additional resources.
Centers for Disease Control and Prevention
http://www.cdc.gov
Federal Bureau of Investigation
http://www.fbi.gov
Occupational Safety and Health Administration
http://www.osha.gov
FEMA’s Rapid Response Information System
http://www.fema.gov/hazard/hazmat/index.shtm
U. S. Postal Service
http://www.usps.com
![Page 37: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/37.jpg)
37
Protecting your Employees and Securing your Mail Center
![Page 38: Protecting your Employees and Securing your Mail Center](https://reader036.fdocuments.net/reader036/viewer/2022062804/5681492f550346895db66ce0/html5/thumbnails/38.jpg)
38
Protecting your Employees and Securing your Mail Center
US Postal Inspection Service
About the US Postal Inspection Service
Find us on the World Wide Web:– http://www.usps.com/postalsinspectors