RiskUKOctober2017

Mail Room Security Management: Systems and Procedures
essentially there are two types, specifically
conveyors and cabinets.
A conveyor machine is similar to those seen
at any airport used to scan hand luggage. It’s
an effective scanner for when the flow of mail is
constant and there are many large packages
entering the business.
Many of today’s conveyors have useful
additional optional software options that
should be considered, such as Advanced
Detection Software (ADS) and Threat Image
Projection (TIP). The former is advanced
algorithm software that works by identifying
the atomic number in explosive substances and
contraband. Explosives are highlighted to the
operator within a red box and contraband
within a yellow box, making it easier for the x-
ray machine user to identify potentially
dangerous or banned substances.
TIP technology is useful for quality control,
risk analysis and the assessment of individual
screener performance. It can show screeners
artificial, but realistic x-ray images of threats
during a routine baggage x-ray screening
operation in order to aid and also test their
security threat identification skills.
Cabinet scanners
Cabinet scanners are now also proving popular
with many end user organisations because they
create a lower carbon footprint and cost 50%
less than a conveyor machine. As if to
emphasise their popularity, every British
Embassy across the world currently uses a
cabinet scanner for security purposes.
These scanners are operated by opening the
chamber door and placing inside the items to
be scanned. A single push-button operation
then generates an image. Once the image has
been generated, the advanced feature
operating software makes the identification of
suspect items easier.
These advanced features can include
Enhanced Powder Detection for the ease of
identifying powders such as anthrax or ricin, as
well as an e-mail facility to send the picture of a
suspect package to a third party for
assessment. Other useful advanced features
can include zoom control, density alerts and
three-point colour, all of which have been
designed to help the user easily identify what’s
inside the package they’re scanning.
“The threat assessment should examine risk at entry to the
building and how visitors are screened and bags searched
at this juncture. How post is delivered and the physical
location of the mail room are further considerations”
Once any new scanning equipment is in
place, it should be regularly reviewed as part of
an ongoing threat assessment process to
ensure that it’s maintained and upgraded to
counter any new threats as required. Scanning
operators should also be tested and training
invested in to ensure that they’re up-to-date
with all the latest security Best Practice. Often,
the leading scanning machine providers will
include introductory training for operators as
part of the package when equipment is bought.
Business continuity
Once the assessment and action plan has been
put into place, organisations should then look
to consider the safety, information and
business continuity implications.
For example, it’s important that organisations
achieve and maintain full Ionising Radiations
Regulations 1999 (IRR99) compliance for staff
using x-ray scanning security equipment. This
document is aimed at the protection of the
public and the health of those staff who work
with ionising radiations and points directly at
those employers with duties under IRR99.
Organisations using x-ray security scanning
machinery fall under these regulations.
The organisation should also put in place
mechanisms to ensure that all security staff are
kept up-to-date with all current terror threats
by following the countrywide alert status set by
MI5. They should be aware of the location and
contact details for the regional Counter-
Terrorism Security Advisor should that person’s
assistance be required. An overview of groups
that may wish to target the organisation can be
identified. In addition, it’s important to consider
the lone activist, the disgruntled employee or
customers with a grudge.
A reporting schedule will need to be put into
place, recording any mail attacks and tracking
current trends and methods used by individuals
or groups which can also be used as a staff
training tool.
Finally, the host organisation should make an
assessment and ensure that it could still
operate effectively if the mail room area had to
be evacuated because of a security threat. This
can be achieved by identifying and/or
establishing a co-location either on another site
or in a different part of the building.
Implementing and continually checking on
security measures for an organisation’s mail
room can be a challenging task. As a result,
many choose to work with professional security
organisations to carry out some or all the tasks
identified. There’s no simple answer as to which
course your organisation should take, but help
is at hand should assistance be required.
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