Mail Handling & Screening Suspicious Mail

SUSPICIOUS MAIL The Care & Handling of Suspicious Mail This guide is designed to provide information on the safe handling of suspicious mail. The odds of coming into contact with a suspicious package are remote. However, employees should be vigilant for any dubious letters or parcels. This guide presents the following topics: Characteristics of suspicious mail. Interdepartmental Mail. General safety precautions.

SUSPICIOUS MAIL Delivery Methods Offices receive mail and packages from a wide variety of sources every day, including: Canada Post – letter mail, oversized envelopes and parcels. Major Couriers provide end-to-end tracking. Private Courier Companies. Interdepartmental Mail – Items sent between Government offices.

SUSPICIOUS MAIL Characteristics of Suspicious Mail All pieces of mail have their own characteristics that determine the place of origin, destination and the person or business the item is addressed to. Below are some of these characteristics to be aware of: Addressed to specific individuals and may have restricted endorsements such as “PERSONAL”, “PRIVATE”, “TO BE OPENED ONLY BY” etc. Addressee’s name/title may be inaccurate or misspelled. No return address or the return address may be fictitious and/or even indecipherable.

SUSPICIOUS MAIL Characteristics of Suspicious Mail Address may be prepared with homemade labels or cut and paste lettering. May have protruding wires, aluminum foil, oil or grease stains on the wrapping. May emit a peculiar odor. Cancellation or postmark may indicate a different location than the return address or the item was mailed from a foreign country. Excessive amounts of postage using low denominations. (The sender wants to ensure the item is delivered and has enough postage applied.)

SUSPICIOUS MAIL Characteristics of Suspicious Mail Excessive wrapping, binding, taping and tying material. Maybe unprofessionally wrapped and may be endorsed “Fragile”, “Handle with Care” or “Rush-Do Not Delay.” Powdery substance visible on exterior. Parcel may be rigid or appear uneven or lopsided. Irregular shaped with soft spots or bulges. May make a buzzing or ticking noise or a sloshing sound.

SUSPICIOUS MAIL If You are Suspicious of an Item Do not open it. Do not shake or smell the item. Isolate the item and evacuate the immediate area. Do not place the item in a confined space such as a desk or filing cabinet. Contact your immediate supervisor. Contact Protective Services. (They will contact the appropriate authorities.) Anyone who may have handled the item should wash their hands with soap and water.

SUSPICIOUS MAIL Other types of Potential Threats For Biological or Chemical: Notify your supervisor. Evacuate all areas immediately. Call Local Emergency Services. For example: Anthrax – is a disease that occurs naturally in humans who may come in contact with infected animals. The disease is caused by infectious bacteria which must either be aerosolized or inhaled. While the disease can be fatal, if treated early it can usually be cured.

SUSPICIOUS MAIL Other types of Potential Threats For Radiological: Notify your supervisor. Limit exposure – do not handle. Shield yourself from item. Evacuate all areas immediately. Call Local Emergency Services.

SUSPICIOUS MAIL Interdepartmental Mail Interdepartmental Mail (IDM) is a service for Government offices to send items internally between locations. How to ensure your IDM is secure: IDM pick up and drop off sites should not be accessible to the general public. Use IDM envelopes to send your interoffice mail. Have a complete mailing address for the addressee, including room number. MDA uses secure, contracted couriers to deliver and pick up IDM.

SUSPICIOUS MAIL General Safety Precautions Never accept mail or package deliveries from unknown persons who cannot provide identification and proof of employment by a delivery organization. Be alert and report any mail and packages left unattended. Follow the safety measures in your office. If your facility requires the use of badges for guests, be sure they are wearing them at all times. Be conscious of others. If you do not see a badge on a visitor, notify your supervisor or security.

Questions? Please contact: Sherry Batenchuk Manager of Mail Services sherry.batenchuk@gov.mb.ca 204-795-6124