Enhancing the Physical Layout of Your Mail Center

Properly designing a physical layout for your mail center is in itself a preventive security measure.

TIPS FOR THE LAYOUT OF YOUR MAILROOM

• Make all work areas visible to supervisors.
• Use one-way glass, closed-circuit video surveillance cameras, or elevated supervisor stations.
• Eliminate desk drawers and similar places of concealment.
• Ensure adequate supervision of mail center staff, who may have access to thousands of dollars worth of merchandise, remittances, and company credit cards.
• Control access to your mail center and handling areas.

Use of sign-in/out sheets, card key access-control systems, and photo ID badges are all effective security procedures. Extend this control to all employees, including cleaning and maintenance staff.

• Enforce limited access to your mail center. Only authorized employees should be allowed in the working areas of your mail center.
• Use a counter or desk to separate the area where employees pick up mail from the rest of the mail center.

When developing policies and procedures for your mailroom, the key word is “prevention.”

This is a general guide to help you establish sound security protocols for your business.

CHECKLIST FOR MAIL CENTER SECURITY

• Screen mail center personnel.
• Clearly label authorized receptacles for U.S. Mail.
• Ensure that mailroom location, furniture, and mail flow provide maximum security.
• Install alarms and surveillance equipment.
• Limit mailroom access to authorized personnel.
• Eliminate mail distribution delays.
• Protect postage and meters from theft or unauthorized use.
• Lock high-value items overnight.
• Verify and secure accountable items.
• Maintain control of address labels.
• Securely fasten labels to mail items.
• Check that postage meter strips do not overlap labels.
• Ensure that labels and cartons do not identify valuable contents.
• Include a return address, and duplicate the return address label inside mailed items.
• Ensure presort and ZIP+4^® savings are taken when applicable.
• Prepare parcels to withstand transit.
• Use containers and sacks when possible.
• Do not leave mail in an unsecured area, and deliver outgoing mail directly to Postal Service custody.
• Separate employee parking from mail delivery area.
• Immediately report lost or rifled mail to Postal Inspectors.
• Ensure supervisors can see all employees and work areas.
• Screen contractors who provide delivery services.
• Eliminate any unnecessary stops by your delivery vehicles.
• Establish procedures for handling unexplained or suspicious letters and packages.
• Periodically test mail for loss and for quality control.
• Verify Postal Service receipts for meter settings against authorized amounts.
• Regularly check postage meters.