HB 328-2009

1 - HB 328-2009 MAILROOM SECURITY
4 - Preface
5 - Contents
6 - Foreword
7 - 1 Scope and definitions
7 - 1.1 Scope
7 - 1.2 Definitions
7 - 1.2.1 Biological substance
7 - 1.2.2 Chemical substance
8 - 1.2.3 Courier item
8 - 1.2.4 Dangerous goods
8 - 1.2.5 Emergency control organisation (ECO)
8 - 1.2.6 Emergency services
8 - 1.2.7 False alarm
8 - 1.2.8 Hazardous mail
8 - 1.2.9 Hazmat team
8 - 1.2.10 Hoax
8 - 1.2.11 Improvised explosive device (IED)
9 - 1.2.12 Incendiary device
9 - 1.2.13 Isolation area
9 - 1.2.14 Lockdown
9 - 1.2.15 Mail item
9 - 1.2.16 Mail screening
9 - 1.2.17 Micro-organism
9 - 1.2.18 Offensive mail
9 - 1.2.19 Sharps
9 - 1.2.20 Suspicious item
10 - 1.2.21 Tamper evident
10 - 1.2.22 ‘White powder’
11 - 2 Mail security risk management
11 - 2.1 Introduction
11 - 2.2 Establish the context
11 - 2.2.1 General
11 - 2.2.2 Small Business or Facility
11 - 2.2.3 Small to Medium Business or Facility
12 - 2.2.4 Larger Organisation or Facility
12 - 2.3 Identifying the risks
13 - 2.4 Analyse the risks
13 - 2.5 Evaluate the risks
13 - 2.6 Treating risks
15 - 3 People, property and information
15 - 3.1 Introduction
15 - 3.2 People
15 - 3.2.1 Safety
15 - 3.2.2 Hours of Operation
15 - 3.2.3 Aggression
15 - 3.2.4 Hazards
15 - 3.2.5 Ventilation
16 - 3.2.6 Access and egress
16 - 3.2.7 Identification
16 - 3.2.8 Counter contact point
16 - 3.2.9 Mailroom staff recruitment
17 - 3.2.10 Communications
17 - 3.3 Property
17 - 3.3.1 Theft or tampering of mail
17 - 3.3.2 Postage
17 - 3.3.3 Materials
17 - 3.3.4 Access
17 - 3.4 Information
17 - 3.4.1 General
18 - 3.4.2 Privacy
18 - 3.4.3 Confidential/Proprietary
18 - 3.4.4 Impacts
18 - 3.4.5 Countermeasures
20 - 4 Securing your mailroom
20 - 4.1 Introduction
20 - 4.2 Security design
20 - 4.2.1 General
20 - 4.2.2 Locations
20 - 4.2.3 Walls
20 - 4.2.4 Doors
21 - 4.2.5 Locking
21 - 4.2.6 Windows
21 - 4.2.7 Ceilings
21 - 4.2.8 Counters
22 - 4.2.9 Electronic Security
22 - 4.2.10 Video surveillance
22 - 4.2.11 Electronic access control
22 - 4.2.12 Isolation Area
23 - 5 Identifying and responding to hazardous mail
23 - 5.1 Introduction
23 - 5.2 Identification of hazardous mail
23 - 5.2.1 General
25 - 5.2.2 Detection of biological and chemical hazards
25 - 5.2.3 Detection of radiological hazards
25 - 5.2.4 Detection of courier-delivered hazards
26 - 5.2.5 Detection equipment
28 - 5.3 Response to hazardous mail items
28 - 5.3.1 General
28 - 5.3.2 Considerations
29 - 5.3.3 ‘White Powder’ response
29 - 5.3.4 Radiological hazard response
29 - 5.3.5 Courier-delivered item response
30 - 5.3.6 Postal delivered item response
30 - 5.3.7 Hoaxes and false alarms
30 - 5.3.8 When responders arrive
31 - 5.3.9 Conclusion
32 - 6 Staff training and awareness
32 - 6.1 General
32 - 6.2 Purpose of training
32 - 6.2.1 General
32 - 6.2.2 Awareness and training methods
33 - 6.2.3 Testing and validation
35 - 7 Referenced and related documents
36 - Appendix A Action Guide A: Improvised explosion device
36 - A1 General
36 - A2 Recipient/mail handler
37 - A3 Local/Area Warden (or equivalent)
38 - A4 Chief Warden (or equivalent)
38 - A5 Related policies
39 - Appendix B Action Guide B: Courier-delivered items
39 - B1 General
39 - B2 Recipient/Mail Handler
39 - B3 Local/Area Warden (or equivalent)
39 - B4 Chief Warden (or equivalent)
40 - B5 Related policies
41 - Appendix C Action Guide C: White powder
41 - C1 General
41 - C2 To protect the people
41 - C3 Recipient/mail handler
42 - C4 Local/Area Warden (or equivalent)
42 - C5 Chief Warden (or equivalent)
43 - C6 Related policies
44 - Appendix D Action Guide D: Radiological material
45 - Appendix E Action Guide E: Theft and tampering of mail and courier items
45 - E1 General
45 - E2 Mail items
46 - E3 Courier items
47 - Appendix F Action Guide F: Malicious mail
47 - F1 General
47 - F2 Recipient
47 - F3 Local/Area Warden (or equivalent)
47 - F4 Chief Warden (or equivalent)
48 - F5 Related policies
49 - Appendix G Action Guide G: Sharps
49 - G1 General
49 - G2 Recipient
49 - G3 Local/Area Warden (or equivalent)
49 - G4 Chief Warden (or equivalent)
50 - G5 Related policies

Provides information on best practice in mailroom safety and security.

This Handbook provides organisations and individuals with information on the range of threats that may affect the mail process, and the steps that should be taken to minimise the effects of such incidents.Based on a risk management framework, this Handbook provides the reader with the knowledge and tools to develop strategies, policies, procedures and training to enhance mailroom security and thereby protect the people, assets and functions of the organisation. This Handbook should be read in conjunction with AS/NZS 4360, Risk management, AS 3745, Emergency control organisation and procedures for buildings, structures and workplaces, and HB 167, Security risk management.The guidance in this Handbook is for mailroom managers, emergency managers, security managers, Chief Wardens (refer to AS 3745, Emergency control organisation and procedures for buildings, structures and workplaces), OHS managers, consultants, mailroom personnel, personal assistants and receptionists and anyone receiving and opening mail. The Handbook identifies the key risks relating to the protection of the mail process and protection from hazardous mail items and the key risk analysis and risk management considerations.The Handbook provides guidance on developing policies, procedures and physical measures to protect the organisation from hazardous mail items.Following the main text is a series of Action Guides providing step-by-step guidelines on how to deal with specific threats.

First published as HB 328 2009.