SS-030 Ver 1.0 (May 23)
1. Overview
Confidential & Proprietary | 2024 CBRE Inc.
Mailroom Security remains an unaddressed Security gap for many company's. Company's and individuals must take precautions in how they handle mail and packages. This includes those Security personnel employed by CBRE on behalf of the Client.
In this document, we will offer best practices for secure package handling in both mailrooms and private residences, as well as related security practices.
The principles of Deter, Detect, Delay and Response are to be used in response to any threat or unlawful act against any Event.
Deter
Detect
Observe Security infrastructure and provide a presence of proficient Security personnel
By providing Security personnel that are trained and that are capable of detecting.
Delay
Any item being attempted to be sent that is un-authorized into a building through the mail system
Response
Effective neutralization of an attempt to commit an unlawful act against the operation requiring the attendance of Security or other personnel and the Police with both means
2. Best Practices
Conducting Risk Assessments
This risk assessment should focus on the mail handling facility (room, area, etc.) and the processes and operations governing the handling of mail. The assessment should include the jobs, tasks, and personnel that would most likely be jeopardized if a suspicious or dangerous envelope or package entered the mail handling facility or the workplace.
Key Considerations for Risk Assessments
Define and analyze risks associated with:
- Designated points of contact for overseeing facilities and residence management
- Current protocols for employee pre-hire screening and training
- Current screening, handling, containment, sorting and final delivery procedures
- Current screening, detection and threat-escalation procedures for suspicious packages, suspicious substances, and letters of all types
Focus Points
- Centralisation of Operations
- Limit Exposure through well defined processes
- Training of staff
- Qualified Mail handling equipment
- Incorporating proper screen procedures
Know Red Flag articles
Labelled with words "Personal or Private"
Mail from a sender which is unexpected
Mail with Distorted handwriting
Name and / or address with homemade labels
Labelled with words "Personal or Private"
Odors coming from the package
Heavy weight and / or ticking sounds
Contains aluminium foil covering
Odd shape packages
Has evidence of tampering on the package
Red Flag Examples
Refer to following page for more information on Best Practices in Mail Handling
3. Useful Links
Security Services
Safe Mail Handling & Best Practice
Transition
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SS-030 Ver 1.0 (May 23)
Confidential & Proprietary | 2024 CBRE Inc.
2. Best Practices - cont'd
Employ the right Security personnel
Measures for Continuity of Operations
Install CCTV systems to monitor and record the location
Restrict access to authorised personnel only
Train personnel on identifying suspicious mail and packages
Develop Emergency plans to deal with suspicious mail and packages
Wear the right protective equipment when dealing with suspicious mail and packages
Know the phone numbers and details of all Emergency services
Recommended Protective and Safety equipment
3. Enhanced Steps / Actions and Measures
Complete training on Bomb threats and detection
Mail scanning detection systems
Continuity of Operations Plan
x-ray scanners are ideal when a cost effective large capacity scanning solution is required. It is the optimal solution for the quick and accurate inspection of parcels as well as a range of other activities. The detection system allows identification of weapons, explosives (including plastic explosives), drugs, primers and dangerous objects
Bomb threats are most commonly received via phone, but are also made via the delivery of packages. Every bomb threat is unique and should be handled in the context of the facility or environment in which it occurs. Security staff must be trained to determine the credibility of the threat.
A business continuity plan has three key elements: Resilience, recovery and contingency. CBRE and the Security service provider must develop plans with the Client covering Mail handling threats and issues. Such plans must cover all potential events around critical functions and infrastructures with various disaster possibilities in mind; this can include staffing rotations, data redundancy and maintaining a surplus of capacity.
Refer to some basic steps below for general guidance:
Appoint a mail security coordinator
Create and publish SOP's covering procedures on disaster recovery
Train all Security and other relevant staff on procedures
Restrict access to authorised personnel only
Install CCTV and Intrusion detection systems
Train staff for medical emergency response
Post all relevant SOP's to signboards
Post emergency contact numbers in easy to see locations
Ensure all staff wear identifiable ID
Provide approved PPE to all staff handling mail
Suspicious parcel or Letters guide
Powders and Powers Spills
- Do not clean up the powder
- Cover the spilled contents immediately with anything (e.g., clothing, paper, trash can, etc.) Do not remove this cover!!!
- Leave the room and close the door, or section off the area to prevent others from entering
- Wash your hands with soap and water to prevent spreading any powder to your face
- Do not eat, drink, or smoke around suspected mail Notify your Security official or an available supervisor and report the incident
- Remove contaminated clothing as soon as possible and place in a plastic bag or other container that can be sealed
- Provide the container to the emergency responders for proper handling
- Shower with soap and water as soon as possible
Air Contaminants
- Turn off local fans or ventilation units in the area
- Leave area immediately
- Close the door, or section off the area to prevent others from entering
- Notify the building Security official or an available supervisor and report to local police
- Shut down air handling system in the building, if possible
- If possible, list all people who were in the room or area. Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up, and to law enforcement officials for further investigation
Security Services
Mail Best Practices
Transition
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SS-030 Ver 1.0 (May 23)
Confidential & Proprietary | 2024 CBRE Inc.
4. Mail Screening Equipment
A transportable and lightweight X-ray scanner, ideal for screening in mail rooms, building entrances, including: courthouses, schools, event venues, office building as well as stadiums or correctional facilities
A fixed position heavy duty X-ray scanner, ideal for screening in mail rooms, building entrances as well as larger facilities requiring rapid and precise screening capabilities
A highly sensitive, non-radioactive, lightweight, portable desktop system that detects and identifies trace amounts of explosives and narcotics.
Security Services
Mail Screening Equipment
Transition
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5. Screening Equipment brands
Click on the Supplier Icons to access their Website
AMERS
APAC
EMEA