Rochester Educational Opportunity Center Mail Service Security

Security

  1. Security Coordinator:

Sharon Bertsch is the Mailroom Security Coordinator with the Evening Welcome Center Receptionist to act as the alternate in Sharon Bertsch’s absence. The security coordinator has been trained in mailroom securityand is responsible for the Emergency Response Drills explained in SafetyProcedures section to follow.

  1. Centralized Mail Facility

All incoming mail for the REOC is received and sorted in the centralizedmailroom located in the Mailroom at the Andrews Street location. Allpackages are also received through this facility. Mail and parceldelivery should only be delivered to this location. Mail and packages should not be received anywhere else. Faculty and staff should be notified via the Mail Services procedures that they are not to accept any mail or packages that haven’t beenreceived by Mail Services or Central Receiving on the Brockport Campus.

  1. Key Access

All keys pertaining to the mailroom and the equipment within are kept in a locked desk drawer. The mailroom is issued two rings of keys. These are usedfor the delivery of mail to offices that might not be open. These keys mustbe signed out and then signed back in by the mail carriers. All equipment keys are also done in the same manner. The supervisor and themail clerk are the only ones with access to the key that unlocks the box.This also pertains to the mailing machine keys. At the end of the day, alloffices equipment is turned off and locked. The box is checked for all keysand then locked. All windows and doors are securely closed and locked. The following is a list of personnel that have keys and are authorized to accept mail.

  1. Sharon Bertsch
  2. Evening Welcome Center Receptionist
  3. Security Guards
  1. Alternative Mail Processing Site

The Sibley Building has been designated as the alternative mailprocessing site in case of a disaster. The Sibley Building is located at 228 E. Main Street, 6th Floor, Rochester, New York. The facility provides ample room to sort and meter mail andalso has access for the United States Postal Service and parcel carriers.

Safety Procedures

  1. Handling Mail
  1. Protective latex gloves and filter masks are available for all Mail Serviceemployees to use when they sort mail. They are located in the mailroom in the cabinet beneath the postage machine. Mail Service employees are also informed aboutpersonal protective equipment, which in this case, they are encouraged towear long pants and long sleeved shirts to limit any possible exposurewhile handling mail. All Mail Service employees are also asked to washtheir hands with soap and water before breaks, meals and at the end of theday to prevent cross contamination of any bacteria or infectious germs.
  1. At the start of each school year all new Mail Service employees must signoff that they have read the safety and security procedures outlined in thisstandard operating procedural manual and the Mail Center SecurityGuidelines produced by the United States Postal Service. The mailroomsecurity coordinator keeps these guidelines on file and is responsibleforensuring that all employees have read them. Back-up copies of mailprocedures and guidelines are kept in the office of the Director of Business Affairs.

Identifying Suspicious Packages and Envelopes

If a package or envelope appears suspicious, DO NOT OPEN IT.

Some characteristics of suspicious packages and envelopes include the

following:

1. Inappropriate or unusual labeling

a. Excessive postage

b. Handwritten or poorly typed addresses

c. Misspellings of common words

d. Strange return address or no return address

e. Incorrect titles or title without a name

f. Not addressed to a specific person

g. Marked with restrictions, such as “Personal,” “Confidential,” or

“Do not x-ray”

h. Marked with any threatening language

i. Postmarked from a city or state that does not match the address

2. Appearance

a. Powdery substance felt through or appearing on the package orenvelope

b. Oily stains, discolorations, or odor

c. Lopsided or uneven envelope

d. Excessive packaging material such as masking tape, string, etc.

3. Other suspicious signs

a. Excessive weight

b. Ticking sound

c. Protruding wires or aluminum foil

Handling of Suspicious Package or Envelopes

1. Do not shake or empty the contents of any suspicious package orenvelope.

2. Do not carry the package or envelope to show it to others or allow othersto examine it.

3. Put the package or envelope in the isolated containment bin, located on theback wall of the mailroom next to the shredder; do not sniff, touch, taste,or look closely at it or any contents that may have spilled.

4. Notify the mailroom security coordinator of the suspicious package. Themailroom security coordinator will then validate that the mail is suspiciousin nature and will document what recognition point caused the alert, alongwith any other visible information on the mail.

5. The mailroom security coordinator will alert all others in the mailroomabout the suspicious package or envelope. He or she will then evacuatethe mailroom, close any doors, and take action toprevent others from entering the area. All Mail Service employees must

convene and remain in hallway outside of the Mail Servicesuntil Rochester Police Department arrives and assesses the situation.

6. Any employees who were handling mail will then wash their hands withsoap and water immediately, using the restrooms located on the second floor, to prevent spreading potentiallyinfectious material to face or skin.

7. The mailroom security coordinator will notify the Rochester Police Department at 911 and the Security Office at x264 and x242. The RPD will assess the threat. Based upon this assessment, other agenciesand personnel will be notified using the numbers below:

  1. ROCHESTER POLICE DEPARTMENT AT 911
  2. REOC SECURITY GUARDS (x264 AND x242)
  3. BROCKPORT UNIVERSITY POLICE – 395-2226
  4. ENVIRONMENTAL HEALTH & SAFETY DIRECTOR – 395-2005
  5. ROCHESTER FIRE DEPARTMENT – 911
  6. U.S. POSTAL INSPECTOR –(877) 876-2455
  7. FBI – (716) 856-7800
  8. ATF (Alcohol, Tobacco and Firearms) – 263-5720

8. The Rochester Police Department will immediately arrange for the evacuation of thebuilding if the item is believed to be explosive, incendiary or radioactive. If the item appears to be a chemical or biological hazard, the RPD and the mailroom security coordinator will work together to ensure that allexposed personnel are segregated from all other personnel to avoid crosscontamination. The maintenance staff will also be notified to shut down the airhandlers in the building if a powdered substance is found.

9. The mailroom security coordinator will create a list of persons who werein the room or area when this suspicious letter or package was recognizedand a list of persons who also may have handled this package or letter. This list will then be given to RPD.

10. In the event it is believed that an employee has been exposed to achemical, biological, or radioactive package; The RPD will callfor an ambulance to take the exposed employee to Strong Memorial Hospital or Rochester General Hospital.

11. The clean-up process will be completed as directed by EHS Director.

Emergency Response Drills

1. Emergency response drills will be performed each year to testpreparedness for mail threats, using a sample suspicious letter or packagecreated by the mailroom security coordinator.

2. Emergency response drills results will be documented by the mailroomsecurity coordinator using the Emergency Response Test Drill Form andreviewed for deficiencies, for which corrective action will be taken.

3. Mailroom security coordinator will document on the Emergency ResponseTest Drill form if;

  1. Mail was suspicious in nature.
  2. What specifically led to the mail being deemed suspicious on non-suspicious.
  3. Suspicious mail was taken to the isolated containment bin.
  4. All mailroom employees were evacuated from the mailroom.
  5. Rochester Police Department was notified.
  6. All employees that were handling mail washed their hands.
  7. Time it took from notice of suspicious package to evacuating themailroom and notifying Rochester Police Department
  8. List any comments and deficiencies.
  9. List corrective action taken. Examples of which are;
  • Have all employees review the REOC Mail ServiceStandard Operating Procedures along with USPS Mail Center.
  • Security Guidelines.
  • Have employees watch Mail Center Security video.
  • Discuss with employees what constitutes a “suspicious” package.
  • Review washing locations and associated procedures withemployees.
  • Review procedures for dealing with employees who are possiblycontaminated.
  • Review evacuation procedures with all staff.
  • Review phone numbers (RPD, Environmental Healthand Safety, and emergency response numbers).

Note: Procedure to be used in conjunction with SUNY Brockport Mail Room & Package Security (Internal Control) dated 8/5/04, and The College at Brockport Mail Services Guide

Rochester Educational Opportunity Center Mail Service

Emergency Response Test Drill Form

Mailroom Security Coordinator: ______

Date: ______

  1. Mail was suspicious in nature. YES ____ NO ____
  1. What were the reasons for the mail being deemed suspicious or non-suspicious?
  1. Suspicious mail was taken to the isolated containment bin. YES ____ NO ____
  1. All mailroom employees were evacuated from the mailroom. YES ____ NO ____
  1. Rochester Police Department was notified. YES ____ NO ____
  1. All employees that were handling mail washed their hands. YES ____ NO ____
  1. Time it took from notice of suspicious package to evacuatingthe mailroom and notifying Rochester Police Department _____min. ____sec.

Comments:
Deficiency Notes:
Corrective Action Taken:

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