Year: 2003

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

MailSource have added to their client portfolio recently with a 5-year contract to provide mailroom services to engineering firm, Halcrow, in Hammersmith.

Halcrow has over 3,600 employees, and an annual turnover in excess of £180 million. With a global network of 61 offices, it is currently undertaking projects in over 70 countries.

The contract went live on 1st April, and following a successful implementation phase, MailSource employees at the West London location are delivering Mailroom and Fax Services, an Internal Mail Pouch service for Satellite Offices, and Courier and Stationery Management.

The Royal Society for the Prevention of Accidents (RoSPA) has awarded MailSource UK (previously Mailroom Management Services (MMS)) its’ second Gold Award for Occupational Health and Safety.

MailSource has received RoSPA awards over the past four years in recognition of its commitment towards promoting health and safety at work. The adjudication criteria centres on commending companies that strive to continuously improve their health and safety programme.

To demonstrate their continued dedication in this area MailSource have introduced a number of initiatives since the first gold level award last year.

To ensure that Health & Safety considerations are constantly at the forefront of all contracts, key performance indicators have been added to the monthly performance review of MailSource Managers. In addition the Health & Safety Manager attends all regular senior manager meetings to introduce and discuss relevant items.

Security will always be a key consideration for MailSource clients, and as such we continue to provide our employees with up to the minute training with regards to safety aspects, and our clients with advice on the most relevant security procedures and most suitable equipment available to them.

The presentation ceremony took place on 21st May 2003 at The Birmingham Metropole Hotel. The award was presented by Lord Faulkner of Worcester to Michael Luff from MailSource.

It is now six months since Mailroom Management Services Limited (MMS) became MailSource UK Limited, reflecting the change in September 2002 when MMS joined forces with the MailSource group, itself a subsidiary of Swiss Post.

As stated at the time of the merger, there have been no dramatic changes to the services provided to our clients, however there have been some behind the scene changes within MailSource as part of this transition.

James Greenbury, having lead MMS through a period of dramatic growth since it won its first contract in 1993, has now become Chairman of MailSource UK. “I will now focus on strategic issues including service development and acquisitions,” said James, “while retaining involvement with key clients.”
The senior management team has been strengthened with the appointment of Keith Buet who took over the role of CEO of MailSource UK. Keith joined in February after a long and successful career within contract catering and brings a wealth of outsourcing experience to the existing team.
Keith confirmed he is “delighted to have joined the leading UK specialist outsourced mailroom and document management operation and to have inherited such a strong management team. I am looking forward to working in partnership with existing and new MailSource clients to add value across the full range of our services.”
Juerg Wunderli, Group CEO of MailSource said: “Keith – through his prior experience – strengthens our ability to manage our relationships with clients and prospects and has a profound understanding of providing excellence in operations on a sustainable basis.”
Supporting Keith from the MailSource UK head office in Richmond, Surrey are Kelly Donovan, Chief Operating Officer and Dave Miller, Sales & Marketing Director.

Kelly was the founding Operational Manager of MMS, and in addition to ensuring client satisfaction through her management of the senior MailSource UK Operational Team, her focus is on ensuring staff morale is high throughout the company. Our experience is that client and staff satisfaction (as measured in our annual staff survey) are virtually 100% correlated.

Having been responsible for a significant number of new contract start ups since joining MailSource, in 2002 Dave moved on to head up the Sales and Marketing Team, a role which enables him to apply the varied experience he has gained to design truly customer focussed proposals and solutions.

Dave comments, “the first half of 2003 has been very positive with a range of clients joining the MailSource UK portfolio, so far six new clients have outsourced their mailroom related services to us this year.

Kelly adds, “in addition to the new accounts, we have also had positive feedback from our existing clients, with six contract extensions being finalised this year, some with additions to the original contracted scope”.