> **SUMMARY OF MAIL SANITIZATION MEETING**

**USPS HEADQUARTERS, DEC. 4, 2001**

**BACKGROUND**

At the Mailers' Technical Advisory Committee (MTAC) meeting on November
8, 2001, USPS VP Engineering Tom Day outlined the status of Mail
Sanitization to combat

bio-terrorism in the mail. He assured MTAC members that the Postal
Service would work with them closely to ensure that products from
identified companies, transported in the mail, would be protected. This
was a concern from the standpoint that certain products could be
adversely affected if exposed to irradiation. The December 4 meeting was
a follow up to this commitment and an invitation to attend was sent to
all MTAC member associations as well as other associations involved with
credit cards, biological samples, pharmaceuticals and electronic
monitoring devices.

Attached is a list of those in attendance as well as those who listened
in via telephone. A good cross representation of industries was in
attendance.

[Click here to view list of
attendees](http://ribbs.usps.gov/mits/docs/msdec4m.xls)

[Click here to view list of attendees via
telephone](http://ribbs.usps.gov/mits/docs/msd4tel.xls)

# PURPOSE OF MEETING

To provide the industry associations with the latest update on the
status of USPS mail sanitization efforts and answer industry questions
related to how we will protect their products, as we safeguard the mail.
Associations were asked to communicate to their members that the mail is
safe for the shipment of their products.

# SUMMARY HIGHLIGHTS

-   USPS Manager, Mailing Industry Relations Pat McGee welcomed
    everyone, and he outlined the purpose of the meeting. Pat introduced
    USPS VP Engineering Tom Day to discuss technology and equipment and
    USPS Manager, Mail Preparation & Standards Sherry Freda (Suggs), who
    covered the "Identified Mailer" program which will be used to
    identify mail that does not need sanitization.

[Technology & Equipment Status]{.underline}:

-   It was clarified that the only mail which has been or will be
    irradiated is the mail that was in the Postal Service's Brentwood
    and Trenton facilities at the time they were closed, and current
    mail addressed to zip codes 202xx -- 205xx in Washington, D.C. These
    zip codes are basically the Federal Government agencies. Irradiation
    of letters from Brentwood and Trenton has been completed at
    contracted facilities in Lima, Ohio and Bridgeport, NJ. Flat mail
    (magazines, catalogs, etc.) will be processed this week, and
    packages will be completed later (x-rays needed for big packages).
    USPS does not have any current plans to irradiate any other mail now
    unless a new anthrax contamination (or other bio-terrorism) is
    discovered.

-   USPS is developing plans to sanitize mail from unknown sources for
    the safety of customers and its employees. These plans are not
    completed. USPS will continue to work with industries that have
    concerns about the sanitization process. USPS is concerned with
    protecting against all forms of terrorism whether it is biological,
    explosive, radioactive, etc.

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-   Tom Day covered a wide range of technological issues. He indicated
    the ability to irradiate large quantities of mail quickly does not
    currently exist nor is there equipment available right now to do
    such a job on the very large scale needed.

-   Irradiation (at the high levels the USPS uses) is a proven way to
    kill anthrax spores but it is time consuming and costly and funding
    is still an issue. Tom Day praised the whole team of technical
    experts from a broad array of non government and government agencies
    who are advising us especially Dr. Marberger of the White House
    Office of Science & Technology regarding the efficiency of
    irradiation and testing protocol.

-   Further evaluations of decontamination alternatives for our
    facilities (chlorine dioxide gas for Brentwood) are ongoing.

-   USPS is aware of the side effects that irradiation has on products
    in the mail stream. For example, medical products, plastic, some
    credit card mag stripes, electronic chips, pharmaceuticals, etc. are
    adversely impacted. USPS will work closely with all industry groups
    to avoid impacts on their products.

-   Biological agent detection devices that will provide notification of
    a biological agent and shut down of any impacted USPS equipment are
    actively being reviewed and evaluated.

-   Hepa filtration systems are being used on processing equipment to
    capture and minimize the spread of biological agents if present.

## Mail Security Task Force - Mail Preparation Work Group

-   Sherry Freda (Suggs) reviewed the role of the Mail Preparation Work
    Group that is part of the Mail Security Task Force led by Ken
    Weaver, Chief Postal Inspector.

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-   Sherry provided a presentation (handout provided and copy attached)
    which identifies the industry members of this work group. In
    addition, specific initiatives such as best practices for mail
    security (handout provided and copy attached), mailer concerns about
    sanitization, and the "Identified Mailer" program were discussed.
    The "Identified Mailer" program is in early development but offers a
    solution for many industries. The "Identified Mailer" program will
    be used to identify mail that does not need sanitization.

[Click here to view
presentation](http://ribbs.usps.gov/mits/docs/sherry.ppt)

[Click here to view [best
practices]{.underline}](http://ribbs.usps.gov/mits/docs/bestp.doc)

-   There was discussion about having representation from the
    pharmaceutical industry to join this Work Group. Sherry will
    follow-up on this issue.

## Next Steps

-   There was extensive opportunity for individual specific questions
    and answers and a commitment was made to continue this dialogue, as
    new information becomes available. Communications regarding the
    "Identified Mailer" program will take place via the Postal Service
    web site http://www.usps.com/ as well as through a well-coordinated
    series of communication vehicles such as Memo to Mailers, Mailers
    Companion, Postal Bulletin, etc. Mail sanitization information will
    be provided via written communications and emails to the meeting
    attendees.