Mailroom Security
December 20, 2017
- Mailroom entrance is authorized only for the authorized LDH staff signing for express mail or picking up mail/packages that do not fit in bins. Only written authorized staff members are permitted to pick up mail from the LDH mailroom. An authorization is obtained from the appointing authority.
- Bin keys should be used to retrieve mail at all times. An authorized bin person should never enter to retrieve mail from the inside of the LDH mailroom.
- Authorized bin person should only enter the mailroom, if they need to sign for signature mail and/or have mail that will not fit in the bin.
- How do you know if you have signature mail/packages?
- A white tab is placed on a strip of Velcro on the inside of the bin door that says “signature mail” or “bulk mail”. The authorized bin person retrieving mail from the bin should remove the white tab and bring it to the mailroom staff to sign and pick up signature mail/package(s). If there is no white tab on the bin door at the time you decide to check mail; it means there is no reason to enter the mailroom at that particular time.
- Authorized bin persons are always welcome to check their bin using the bin key at any time of the day or as many times as they would like to.
- Mailroom staff should be visible to anyone entering the mailroom while the door is unlocked or you must not enter.
- No one other than mailroom staff can retrieve mail from bins/bags/trays inside of the mailroom. All other staff will be required to wait until the mail is sorted and placed in associated bins.
- Staff should not enter the mailroom without permission from mailroom staff; to at will take items such as postal bins or go into the supply cabinet.
- Reminder: Staff should drop mail in the drop bins located outside the mailroom. One bin is for USPS mail and the other bin is for messenger/interoffice mail. If an item is oversized and cannot fit in the drop bins, please request permission at the door to bring the oversized item(s) into the mailroom and a mailroom staff person will direct you as to where to put the item(s) to be mailed.