First 3 Steps to Mailroom Safety

Dec 20, 2019

By Simone Stanley

Despite the common use of email, text messages and instant messaging, the United States Postal Service and other delivery services will experience a significant increase in mail during the holiday season. That means an increase in mail to your corporate mailroom. Below are the first 3 steps to improving your mailroom safety before the end of the year because pathogens do not take a holiday.

1. Design efficient workflow in mailroom

Greeting cards, online orders, and gifts make up the billions of cards and packages expected to be delivered between Thanksgiving and New Year’s Day. This will affect your corporate mailroom as gifts and cards make their way to the desks of your employees and C-Suite professionals. It is imperative that your organization has an efficient workflow designed to receive, process, screen and deliver additional mail with security measures in mind. Your mailroom workflow is a part of the final line of defense in mailroom security and business continuity.

2. Define internal and external communication

When it comes to addressing a potential threat in the mailroom, it is important to know the plan for communicating the threat internally and externally. Make sure to have a clear chain of command for communicating the threat and initiating a safety plan. That may include evacuation or communication with local first responders. This would include police, fire department, and the HAZMAT unit. It is also suggested to call Postal Inspectors at 1-877-876-2455 to report a mailroom incident. Clear communication is key to a speedy response to a potential mailroom threat.

3. Analyze known risks associated with receiving and distributing mail

When considering risks, it is important to analyze the threat, vulnerability, and consequences. What threats can be introduced to your organization through the mailroom? Where are the vulnerabilities? And what are the consequences? Evaluate all CBRNE (Chemical, Biological, Radiological, Nuclear, and Explosive) threats. Consider additional screening technology for threats that are undetectable by the naked eye or x-ray, such as biological agents like Anthrax and Ricin. In the case of CBRNE threats, preparedness will make the difference in mailroom security.

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