Incoming Mail Security Guidance Incoming Mail Security Guidance

Protect your Employees and Premises Sending malicious packages has become an easy and increasingly common method of attacking an organisation or targeting an individual. Malicious content can be easily hidden in envelopes and parcels received through the post, courier or personal delivery. For the cost of a stamp, a threatening package can be delivered into the heart of your organisation to instil fear, harm specific people and cause economic damage. Even simple hoaxes can cost thousands of pounds in business disruption. Thankfully, serious incidents are not common and simple steps can be taken to limit vulnerability to attack, provide a safe working environment and reduce disruption.

Important Facts about Hazardous Mail • Postal threats can be easily constructed and anonymously delivered via ordinary postal methods. Effective devices that can cause injury are not necessarily explosive and could be simply powders or cutting devices. • A postal threat is easy to conceal in an ordinary postal package such as a jiffy bag. It may not be bulky. • A postal threat is designed to be victim-operated and is normally triggered by the action of opening. Therefore they are relatively safe if left unopened. • It is the role of the Mailroom and its staff to understand and look out for postal threats so that they can be detected before any damage or injury can occur.

Develop a Mail Security Plan Mailroom staff play a key role in detecting incoming threats, but all employees need to be aware of potential risks and their roles and responsibilities. It’s all about implementing common-sense measures in day to day mail handling throughout the organisation. A Mail Security Plan should be developed to define responses to postal threats, taking into account: • Vulnerability/Risk Assessment - delivery points and procedures • Threat awareness among staff handling items • Communications with internal staff and outside experts • Staff training and appointment of a Mailroom Security Co-ordinator • Screening techniques and equipment (manual and/or electronic) • Emergency procedures and responses to different postal threats – IED (Improvised Explosive Device) and CBRN (Chemical, Biological, Radiological, and Nuclear) • Testing and reviewing the plan to ensure optimal ongoing protection Incoming Mail Security Guidance

Look out for the 13 danger signs Malicious packages may have one or more of the following:

All incoming mail should be visually examined upon receipt for: • Size: the letter is big enough to house a device without being obvious e.g. Jiffy-bags, videotapes etc. • Weight: item feels unbalanced or heavier at one end, indicating the package may contain nuts, bolts or nails to make shrapnel. • Package: envelope or package is rigid, or with unusual contents inside. A bomb will need a power source, a battery timer or means of detonation and explosives. • Source: unknown, unusual point of origin or postmark, delivery via courier. Postmark is blurred, smudged or missing altogether. • Sender: postmark, label or typeface might indicate who sent the letter. Check with the recipient if this is a trusted contact. • Markings: unusual type, style of writing or spelling. Incoming Mail Security Guidance

• Addressee: urgency markers attached or over-emphasis of privacy (i.e. only to be opened by… etc), indicating a particular target. • Postage: changes in amount of postage, too much or too little. • Stains: discolouration on the package or envelope, from grease or similar oily stain showing through the envelope or oily finger marks on the outside. Some explosives weep/sweat small amounts of liquid that will produce stains. • Odour: some forms of explosive give off a distinct smell of almonds or marzipan (NB: items should not be ‘sniffed’). Equally an overpowering smell of (for example) perfume could be used to try and disguise this. • Protrusions: wires or silver foil. • Seal: the item has been sealed more securely with tape, staples etc denoting it contains something that must not fall out. • Leaks: sign of powder leaking from the envelope.

What to do if a suspect package is received For advice on response procedures, please contact your local Counter Terrorism Security Adviser (CTSA) whose role it is to provide protective and counter terrorism security advice to support businesses. A prominent display in poster size should be considered for display in areas where post is sorted or delivered to. Further to this it cannot be overemphasised how important your buildings emergency evacuation plan is. Your bomb response guide should be used in conjunction with your evacuation plan. Once the incident has been dealt with, evidence gathering may be required. This could possibly last several days so thought should be given to contingency plans to avoid further disruption of the buildings post function. Remember that once a suspect package is discovered it does not rule out further devices arriving. Vigilance should remain high at all times.

IF YOU ARE IN ANY DOUBT ABOUT A PACKAGE, DO NOT TOUCH IT, MOVE IT OR OPEN IT AND CALL THE POLICE ON 999.

Quadient® and the Quadient logo are registered trademarks of Quadient group AG. All other company and product names may be trademarks and are the property of their respective owners. All information in this document, including descriptions of features, functions, performance and specifications is subject to change without written notice at any time.