Dealing with suspect mail - i2 Defence Services.
Safe or suspect mail, how good are your team at detecting suspect mail? It is good practice to minimize the risk to staff by processing the operational process of getting your mail into your business in an efficient way but still not compromising on your security screening.
A separate screening location could minimise some of the risk to your daily operational continuity, it can lessen the risk to your business by limiting exposure to one location and fewer staff if a suspect item is found. more
If you have a really good security training team that educates your staff so they run efficiently in the post room, then you’re getting good value for money. The Utilisation of a well trained team working together at increases efficiency in the workplace and gets the job done quicker.
Not all businesses can justify having an x-ray machine because of many factors it could be not cost effective to the business at present or maintenance and storage issues etc, however having the right x-ray screening equipment greatly enhances risk reduction to your staff and business. This also improves effectiveness of getting mail screened into the business efficiently and safely.
The initial sorting of mail is normally done by hand to begin with from the mail delivery company and then handed over to your mail room where it is sorted by hand again the chances of something going bang at this point is quite low as it has been bashed through the delivery system, however this may indicate a device may need to be triggered by the opener. This is where well trained staff can negate a suspect package by site, touch etc and then put it through an x-ray machine to further examine.
Well trained staff are more likely to notice packages that are out of the ordinary and report this as per their SOP’s. For SME’s, Solicitors and smaller mail rooms that are not educated in suspect mail the person who first detects anything suspicious about a package is the recipient and by then it could be too late. For this reason, each business should distribute a list of suspicious package indicators to all personnel to increase their awareness of suspicious packages.
If this was of interest to you keep up to date with our training services at www.i2defenceservices.com
As a CEO you expect many parts of the business to have all the angles covered. The chain of command denotes that each area Director, Departmental Manager, Manager and Team leaders look after their areas of responsibility and raise issues upwards through the chain of command back to the top again.
Unfortunately, its human nature in all walks of life for your middle management to not always raise issues upwards as they believe they may be looked upon and not being able to manage. This structurally this has a negative effect when an incident arises and the CEO at the top has to answer questions which he can’t answer as he believes all is or was well within the company and controlled.
Structured training is key to making sure all levels of management are compliant. This also helps raise awareness and brings up issues that normally would not be raised from the middle management area.
Scenario training is also a good practice as this makes people connect in ways which would not be made possible during the day to day running of a business.
For example, have you set up a business continuity plan for if you received suspect mail in your post room.
I wonder how many people on here have set up a business continuity action plan for dealing with a Mail room incident. If your Post room was closed down due to an item of mail containing powder, could or would you continue as a business on or off site?
An Incident like this would be treated as a crime scene and will be taken over by the Police for forensic investigation.
Have you ever dealt with a real time situation like this? Have you thought about Press coverage and how they would get their photo? Would you involve a contingency plan for losing your post room staff after the incident due to sickness or psychological issues after the event, remember these people will have gone through a decontamination process?less
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