Wherever possible, the inbound mail operation should be separate from the rest of the mail center. Consider taking the following actions, depending on the results of your security assessment and the nature and volume of your mail.		Joan Bender joan.bender@gsa.gov (202) 208-4462

	Isolate all incoming mail in an area where it can be inspected.
	If feasible, establish a separate room to open inbound mail. This isolated area should have its own ventilation system.
	Limit access for delivery personnel; deal with them at a counter. When you first handle the mail:
	If possible, acquire an x-ray machine to scan mail. All mail, regardless of carrier, should be x-rayed. If volume does not permit this, x-ray all packages or consider partnering with another organization to x-ray.
	Make personal protection equipment available for all employees, including gloves and masks. See “Employee Safety” above for additional information.
	Require employees to wear photo identification at all times.
	Staff should wash hands regularly, especially before eating.
	Instruct employees to challenge any unknown person in the facility.
	Letters and packages for senior officials should be given extra care and attention, because of their higher public visibility. Meet with representatives from the senior management of your agency (Executive Secretariat, Administrator, etc.) to establish procedures for mail and packages to that area. Consider purchasing an “Inspected By” stamp, and mark all packages and envelopes addressed to senior officials after you have screened them.

	Establish a closed-loop manifest system for all accountable letters and packages (e.g., certified mail, UPS, FedEx). Verify the delivery manifest sheet to ensure that you have received all packages listed. Accept complete shipments only.
	Make sure that someone signs for each piece of accountable mail whenever possession changes. For example, the receiving clerk should require internal couriers to sign for all packages that they will deliver.
	Always require a signature for accountable mail at the final point of delivery. Don’t leave any accountable mail at an unoccupied desk or mailbox. Have someone else in the department sign for the piece, or leave a note with directions to pick up the piece at the mail center.
	Retain copies of all accountable mail manifests.
	If possible, install an electronic manifest system to speed up the process and increase accuracy. Further, an electronic system makes it easier to conduct research on past deliveries.

In most circumstances, agency and/or facility-level policy should prohibit handling incoming or outgoing personal mail in a federal mail center. The existing federal regulation on mail management, FPMR 101-9.3(p), authorizes this policy, but it also authorizes federal mail managers, at the facility level, to make an exception where appropriate.
All employees should be notified that any mail sent to the office is considered “delivered” by the United States Postal Service and can be opened by the agency mail center.
Last Modified October, 2007

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