MailSource Advise On The Practicalities Of Mailroom Security
With the continued focus on all aspects of security, there are many different views on how best to make your building as secure as possible. The mailroom, as an additional point of entry for goods and personnel at many locations, is an area which needs to be included in all security planning.
MailSource have over ten years of experience in managing the provision of On-Site Mail and Courier Screening Services to clients across the UK, many in what are considered to be high threat industries including several Government Departments.
This experience, along with guidance from a leading security specialist, has given MailSource UK the confidence to advise its’ clients on the most practical and realistic methods and equipment available to them to enhance the security of their buildings and subsequently the safety of their employees.
Stephen Leece is MailSource’s Area Director dedicated to keeping abreast of developments in mailroom related security with regards to both possible threats and the available equipment and technology. Stephen comments, “the situation remains that there is only a low risk of the use of a biological agent in the postal service, either by a terrorist group or as a criminal activity. With the most likely threat through the mail being low grade biological material, sharp/harmful objects, or improvised explosive devices, screening continues to focus on these risks”.
Accordingly, X-Ray remains the primary detection method for all hazards; it is not guaranteed to pick up powder in an envelope but will detect any sort of spray/aerosol or other dispersal device.
MailSource UK suggests that the x-ray of suspect items together with stringent procedures for managing unknown mail remains the best approach for the majority of firms. MailSource CEO, Keith Buet, adds “we have researched the options thoroughly on behalf of our clients and
believe that a two tier approach to screening mail depending on the level of threat to your particular organisation to be the most sensible, practical and cost efficient.”
Keith explains, “companies with a ‘Low Threat Level’ should implement that as a minimum all Mail & Courier Delivered items are x-rayed, and that all Mail for “High Risk” categorized recipients is opened and checked in a controlled environment before being delivered.
Companies with a ‘High Threat Level’ should ensure that as a minimum all Mail & Courier Delivered items are x-rayed at an enhanced level (organic), and that Addressees of any suspicious Mail items identified are contacted to confirm expected receipt of the item. Any such items should then only be forwarded if expected, or irradiated prior to delivery if not expected and delivery still requested.”
However, with the variety of equipment available it can prove difficult to make the right security choice. MailSource remain independent from suppliers and are happy to discuss and assess client requirements and help support the right decision.
Equipment currently recommended is available from:
L3 Communications –
Tel: 01344 477900, Email: [email protected], Web: www.l-3com.com/xray
Todd Research –
Tel: 01245 262233, Email: [email protected], Web: www.toddresearch.co.uk
Heimann Systems –
Tel 020 8221 9000, Email [email protected], Web: www.smiths-heimann.com
All of whom have a range of models suitable for various needs including those that are able to detect ‘organic’ materials, at present the highest level of screening available.
Even with all the safeguards available through the usage of the correct equipment, there are still huge time and money risks to companies should a suspect item be identified. As such there is an increasing trend for companies to move their mailroom location off-site. As a result, MailSource have established three new off-site facilities for clients in 2003 alone.
There are a number of advantages to basing the mailroom off-site, the main being a substantial reduction in the risk of business disruption due to suspect incoming packages being identified during a security scan.
Additionally, basing your main mailroom off-site, significantly reduces the space requirement within your current office location, freeing up often expensive space for utilisation by the core business. The move also maximises the potential for operational efficiencies due to the centralisation of processing. MailSource have found that Service Levels remain largely unaffected if the off-site location is sited correctly, with the Off-site facility also playing an important role in providing a disaster recovery location if needed.
MailSource suggest that the first action in the security review of your mail services should be to revisit your Business Recovery Plan to check if any enhancements are needed. Are your mailroom staff sufficiently trained to identify suspect packages, and if they did discover anything are you confident they would know what to do? Even if this training has been completed, refresher sessions should be scheduled; procedures not used regularly are often forgotten.
“Reviewing and establishing procedures in these areas requires a hands-on approach – our team will be happy to carry out reviews and make bespoke recommendations” Buet added.
