# Appendix C -- Mail Center Security Checklist

This checklist was first developed in 2002 to assist federal agencies
develop and determine the requirements for their security plans. Back by
popular demand, this tool is provided to assist Mail Center Managers
with the preparation of their security plans, and to aid in determining
the security requirements for their mail center/facilities.

**[I. Inbound Mail Procedures]{.underline}**

[YES]{.underline} [NO]{.underline}

  Written [Policies and Procedures]{.underline} are available on how
incoming mail is processed.

  All mail is x-rayed before it comes into the mail center.

  Incoming mail is isolated in an area where it can be inspected.

  Delivery personnel have limited access to the mail center and are
received at a

> Controlled area outside the mail center where possible.

  Letters/packages for senior Agency officials are given extra
attention and inspected

> closely.

  A system is in place for accountable letters and packages (i.e.
certified mail, UPS,

> FedEx, etc). Delivery is verified and only complete shipments are
> accepted.

  Accountable mail is signed for (whenever possession changes) and is
never left at an

> unoccupied desk or mailbox.

  Incoming personal mail is not handled by the mail center (unless the
exemption for

> your agency applies).

**[II. Security Training]{.underline}**

[YES]{.underline} [NO]{.underline}

  Basic security procedures have been developed and training has been
provided.

  Employees have been trained on how to recognize and handle
suspicious

> packages/letters.

  Procedures are posted on how to recognize suspicious
packages/letters and

> staff trained.

  Employees have been trained on the proper use of personal protection
equipment,

> if it is being used.

  Employees are trained on the Occupant Emergency Plan and are
regularly tested.

  Training is regularly provided by the Facility Mail Managers through
seminars,

> conference calls, and/or web based training.

  Facility Mail Managers are aware of training available through other
sources such as

> the General Services Administration and the U. S. Postal Service.

  Mail centers rehearse various evacuation plans and/or scenarios.

**[III. Physical Security]{.underline}**

[YES]{.underline} [NO]{.underline}

  The mail center is an enclosed room with defined points of entry or
a defined

> space that is used only for processing mail.

  Access to the mail center is limited to those employees who work in
the mail center,

> or who have immediate need for access.

  Employees wear photo identification at all times.

  Visitors to the mail center sign a log and are escorted at all
times.

The checklist for opening the mail center includes

[YES]{.underline} [NO]{.underline}

  A check of all locks/entrances.

  Visitors log.

  Verification of contents of safes/vaults.

  Open meter readings.

The checklist for closing the mail center includes

[YES]{.underline} [NO]{.underline}

  Close meter readings.

  Secure meters.

  File the visitors log.

  Secure all mail.

  Log out of all safes/vaults.

  Check all locks/entrances.

[YES]{.underline} [NO]{.underline}

  Employee parking is separated from the loading dock area (where
possible).

  Contract delivery services are screened and or x-rayed (where
possible).

  Unnecessary stops by delivery vehicles are eliminated.

  Procedures are established for handling unexplained packages.

  The Mail Manger keeps in regular contact with the Building Security
Committee.

**[IV. Mail Is Transported In A Safe Manner]{.underline}**

[YES]{.underline} [NO]{.underline}

  Authorized receptacles for US mail are clearly labeled.

  High value items are secured overnight.

  Labels are securely fastened to mail items.

  Postage meter strips overlap labels.

  Labels and cartons do not identify valuable contents.

  Containers and sacks are used when possible.

  Outgoing mail is sealed shortly after the most valuable item is
placed inside.

  Sender or addressee can identify the value of the contents.

  Lost and rifled mail are reported to the postal service.

  Parcels prepared to withstand transit.

  Contract delivery services screened.

  Outgoing mail delivered to postal custody inside the facility.

  Unnecessary stops by delivery vehicles are eliminated.

  X-raying of mail occurs where appropriate.

V. Security Assessment

[YES]{.underline} [NO]{.underline}

  Alternatives for processing mail have been identified in the event
of a mail center

> or building being closed.

  Annual inspections of the mail center are done with building
operations and security

> personnel focusing on potential vulnerabilities.

  A written contingency plan for continuing mail operations has been
developed in

> the event that the mail center or building is closed.

  Important mail has been identified and mechanisms established for
its delivery in

> case of a shutdown.

  Regular safety drills are conducted for mail center staff.

  A written emergency evacuation plan has been developed and employees
have

> been trained on the applicable protocols.

  Precautions have been taken to ensure the safety and well being of
mail center staff.

  Safety/Security training for mail center staff is provided on a
regular basis.

  Mail/facility managers participate regularly in building security
committees.

  Written procedures are in place to handle suspicious mail.

  Only authorized individuals have access to the mail center.

  Mechanisms are in place to ensure against theft, mis-use or
destruction of

> equipment within the mail center.

**VI. Communication**

[YES]{.underline} [NO]{.underline}

  The Mail Manager keeps in contact with facility center management

> through regularly scheduled meetings.

  Regular meetings are held with appropriate agency personnel
concerning mail

> safety and all personnel are advised of outcomes/new procedures.

  Mail center management is involved in developing and implementing
security plans.

  A call tree has been established and is continually updated for mail
center

> managers and employees that include: Names, addresses, work phone
>
> numbers, home phone numbers, beeper numbers, and cellular phone
> numbers.

**[A communications plan has been developed for use during an
emergency]{.underline}**

[YES]{.underline} [NO]{.underline}

  All available information is communicated in a timely manner.

  Everyone is sending the same message.

  All facts have been confirmed with competent authorities.

  Designated officials also have designated backups.

  Local union officials are involved.

  Messages are crafted so that all personnel can easily understand the
information.

  Every effort is made to communicate the existing level of risk, and
what actions

> are being taken.

**[VII. Employee Safety]{.underline}**

[YES]{.underline} [NO]{.underline}

  Personal protection equipment is available for all mail center
personnel

and employees who have been trained on the proper use of equipment and

> safety gear; a log entry is made when each employee has completed
> training.

  Signs are posted in the mail center listing whom to call in the
event of

> emergencies such as fire, theft, suspicious packages, etc.

  Daily procedures have been established for cleaning the area and
equipment used

> to process inbound mail.

  Staff is instructed to wash hands frequently, especially before
eating.

  Employees are instructed to make supervisors aware of unknown
persons in the

> mail center.

  Evacuation procedures are established and staff routinely trained in
the event of

> a potential threat. Practice, train and rehearse!

  Provide a separate and secure area for personal items (e.g. coats,
and purses).

**[VII. Loss Prevention and Cost Avoidance]{.underline}**

[YES]{.underline} [NO]{.underline}

  Have a check and balance system in place to validate procedures for
all forms of

> postage -- meters, stamps and permits.

  Conduct regular checks to ensure employees are not using agency
meters for personal

mail.

  Have controls in place to ensure proper access and accountability
for permit envelopes

> And labels.

  Ensure regular inventory counts are logged properly.

  Regular audits should be performed for inventory as well.

  Bills from other carriers (e.g., FedEx, UPS) should be reviewed
regularly to guard against

> unauthorized use and to ensure that appropriate refunds are collected.

  Personnel should be screened before employment (if appropriate,
background checks

could be performed).

  Only authorized employees should be assigned to accept mail.

  Review and ensure that the designed physical layout of your mail
center serves

> as a tool in helping to prevent loss.

  Call the U.S. Postal Inspection Service to report mail losses. Refer
to their web

> site for more information <http://www.usps.com/postalinspectors>.

**IX. Contractors**

Consider addressing the following in the contract; the specifics will
depend on the scope of the contract:

[YES]{.underline} [NO]{.underline}

  The contractor should provide copies of all written procedures on
how mail is handled.

  Develop a performance work statement that defines the Federal Mail
Center

> requirements in terms of the objective and measurable outputs.

  Identify security steps the contractor will take to provide the best
possible security,

> including hiring practices and employee screening checks.

  Evaluate what technology the contractor will deploy to process your
mail. Request

> presentations on electronic manifests for inbound mail, Coding Address
> Accuracy
>
> System (CASS) certification, etc.

  Conduct on-site audits to ensure that you are being charged
correctly and receiving

> the appropriate discounts, if you are using a contract service to
> prepare and presort
>
> your mail.

  Conduct periodic reviews separate from the contract process.

  Do an impromptu tour to see that the procedures are being followed,
confirm that

> the mail is being processed and that performance standards are being
> met.

More information on Performance -- Based Contracting can be found on the
web at [http://www.gsa.gov](http://www.gsa.gov/) and in the search tool
type in ARNET.

**[X. Occupant Emergency Plan (OEP)]{.underline}**

[YES]{.underline} [NO]{.underline}

  Are procedures established for handling serious illness, injury, or
mechanical

entrapment.

  Have all occupants been told how to get first aid/CPR fast?

  Are floor plans and occupant information readily available for use
by police, fire,

> bomb search squads, and other emergency personnel?

  Do occupants know what to do if an emergency is announced?

  Are evacuation procedures established and are employees familiar
with

> the procedures?

  Have special procedures been established for evacuation of the
handicapped?

  Have drills and training been adequate to ensure a workable
emergency plan?

  Are emergency telephone numbers displayed and/or published where
they are

> readily available?

  Are they reviewed and updated frequently?

  Did an advisory committee of appropriate officials (Building
Manager, Federal Protective

> Service, Security Force or Security Protection Official, etc) assist
> in developing the plan
>
> for you mail center?

**XI. Continuity of Operations Planning (COOP)**

[YES]{.underline} [NO]{.underline}

  Has an alternate facility been planned for incoming and/or outgoing
mail?

  Are employees aware of a line of succession and delegation of
authorities in the

event of an emergency?

  Provide for personnel accountability throughout the duration of the
emergency?

  Establish reliable processes and procedures to acquire resources
necessary to

> continue essential functions and sustain operations for up to 30 days?

  Have documents been identified and prioritized as critical,
important or routine?

  Have standards been developed and procedures identified that enable
your organization

> to process all critical documents during an emergency? (Plan the steps
> needed to begin processing the documents and mail designated as
> important, and then those designated as standard).

  Has a plan been developed to work with the USPS and all other
carriers as to what

> to do with the mail for alternate operations?

  Has your facility created a "fly-away kit" for the center and then
designate a key

> official and one or more alternates to pick up the kit in an
> emergency?