Things Change, Yet They Remain the Same: Mail Center Security in 2007

I am forever amazed as the more things change they seem to remain the same.  This may sound like a silly saying, but it really is true.  After the tragedy of 9/11 and the anthrax incidents that followed, many organizations were forced to go back to basics, especially in mail services operations.

Gloves and mask were new to the scene, as were some fancy posters showing what to look for in screening items in most mail centers.  Things that had been considered for many years were now being sought after with the urgency that comes with an emergency.

PC-based Receiving Systems have been around for more than 15 years.  Some organizations knew they needed such systems but the money was never in their budget. After the anthrax incidents, many organizations wanted them installed the same day. All of a sudden, everyone wanted to know what was coming into their facility; who sent it; and who was supposed to receive it.  The old manual log was not going to cut it, especially if a suspect item showed up.

Package Intercept Centers was a concept developed ten years ago. This concept helps to eliminate outside carriers and messengers from having access throughout the building and reduces the potential for unwanted items coming into a building.  Many of intercept centers were implemented in record time after 9/11, even though the concept makes sense when there is no emergency.  Under this concept, either the building management or the main tenant receives deliveries in a lobby or side entrance.  A small fee can be charged for this service.  It is almost imperative for these centers to have an automated receiving system so receiving times and delivery standards with appropriate signatures are properly recorded.

Contingency Plans for mail centers have been an issue for many years.  We have “preached” about, often with limited response.  Most organizations have contingency plans for many mission-critical functions – especially IT and telecom – but mail services centers are either excluded from the plans or their testing.  With the potential of so many possible disasters that can happen -- including floods, power outages and a whole host of other hazards -- the mail services area functions really should have a plan so that service interruptions will be prevented or at least minimized.

It took a little spore to make many organizations realize how important mail services functions are and how these areas are the front line of what enters and leaves a facility. Historically, mail services centers were usually the last part of an organization to have ample budgets for new furniture and equipment. After the anthrax incidents, budgets did not matter, as money was made available to bring certain mail services centers into the 21^st century.  In some facilities, new furniture and equipment replaced outdated items so that these front line areas could cope with the additional challenges that we all are facing.

We have recently designed and installed new furniture and equipment at a very rapid pace, with many organizations wanting these projects done in record time.  In fact, many of these projects adopted our suggestion that dark work surfaces be used so potential contaminants could be more easily seen, if any envelope should happen to have any such contents.

The frustration today is that the lessons of 9/11 have quickly fallen out of consciousness.  Many organizations have dropped their sense of urgency and preparedness even though most accept that it is unfortunately just a matter of time before something else happens.

People who took great care last year on safety issues have slipped back into complacence, figuring they can “get careful” again if something happens.  Too many organizations have either scaled back their efforts or stopped moving forward with things that are smart and prudent – especially when it comes to the health and safety of employees.

As always, the more things change, the more they stay the same.

If you would like additional information on any of the above or other topics of interest to you, please call us at (201) 329-7200 or E-Mail us at info@pc-security.com

Sal Dassaro

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