As we consider ways to address these issues, several organizations have looked at creating buffer zones between their facilities and incoming items.

Satellite Mail Centers - This concept is not new but its use (to process and screen mail centrally before it is introduced to a corporate office) has gotten increasing attention as a security strategy. Satellite mail centers do not have to be large or require extensive staffing. Typically, items are rough-sorted and screened using Postal Inspection Agency and CDC guidelines. In some cases, mail is treated using UV devices and opened in biological containers. Once the items are screened, treated and rough-sorted, they are brought to the central mail center for final processing. The idea is to protect a main facility and its personnel during an initial screening process.

We do have a few recommendations concerning the use of these satellite mail centers:

1. Incoming material should be transported in bags, carts and containers dedicated to items that have not yet been treated. Once processed, mail should be placed in containers cleaned with an appropriate solution. Carts should also be cleaned on a regular basis and kept outside the rough sort area.
2. Employees should wear protective clothing and disposable gloves. If your organization is served by a high risk postal facilities or if you consider yourself a target of biological terroism, you should also require the use of disposable surgical masks with approciate filter ratings.
3. Satellite mail centers can benefit from the use of UV/HEPA-equipped ventilation. This equipment is relatively inexpensive and provides excellent protection from airborne particulants.
4. If mail needs to be opened, it should be done using envelopeners with milling cutters rather than traditional slitters. These openers minimize the amount of material taken from envelopes. Several clients have retrofitted their openers with HEPA vacuums to catch chaffe as items are opened.
5. All surfaces need to be cleaned throughout the day. Detergents should not be corrisive to equipment or pose health dangers to the employees.

Document Imaging – Delivery standards can suffer when screening for possible dangers requires extra handling. In addition, mail clerks are under enormous pressure to meet delivery deadlines while providing higher levels of service. Errors inevitably will result, creating even more labor and inducing additional stress.
Document imaging has been around a long time and has been used quite effectively for storing and maintaining corporate records. It has also been used in a handful of organizations to provide secure, efficient distribution of incoming documents within an organization. In some cases, organizations have used OCR and graphic scanners to record client correspondance as it is received by the mail center. Document imaging systems provide a way to process mail outside the company's facilities and deliver it electronically, which is safe and clean.

In practice, mail can be opened, scanned and delivered by e-mail to the recipient in a timely, efficient manner. The original documents can be sterilized, stored or delivered without impacting critical delivery deadlines.

Document imaging systems are currently used by several Department of Defense agencies, the State Department, pharmaceutical and financial firms. The imaging and delivery of documents can be done in-house or outsourced by experienced vendors.

These are just a few ways in which mail can be handled securely before it is introduced to a facility. As with any new mail handling procedures, we continue to learn and improve ways to make the process more efficient and beneficial.