“Mail threats are so common today they don’t make the news unless they reach a high-profile target. If you wait to screen until mail terrorism threatens your company, it’s too late.”
–Amos-Leon’ Otis, SoBran Founder and CEO
To assess how organizations are protecting themselves from mail terrorism, SoBran, Inc. conducts an annual survey of security and mailroom professionals.
Why Is This Important?
Anyone can be a target. At least 25% of companies say they received threats in the mail this year. These threats can occur at any time, for any type of organization. They may come from terrorist actions, homegrown extremists, or individuals with a grievance against a particular company
Mail screening is an essential part of an overall security plan that includes physical security and cybersecurity strategies to protect an organization’s staff, assets and reputation.
Understanding how organizations included in this survey address mail security challenges can help security professionals, facilities managers, mailroom staff, and business leaders shape their own risk management practices.
How Worried Should We Be?
Each year, the FBI and US Postal Service receive thousands of reports of hazardous or threatening mail. High profile or controversial organizations are not the only ones targeted by mail terrorism.
Unfortunately, half of the companies surveyed don’t screen incoming mail at all. Those that screen typically stop at the visual inspection (69%) or X-ray (60%) leaving themselves vulnerable to threats including biological or chemical.
What are the Main Roadblocks to Mail Security?
When asked to name their biggest challenge, 40% of survey respondents indicated equipment and budget were the main issues they must constantly address for mail security and the proper screening equipment.
As the results of this survey indicate, even organizations that are aware of the threat of mail terrorism and have taken steps to address it, have gaps in their security strategies which could leave them exposed to an attack
Where Can We Improve?
The primary area for improvement is the screening location. 60% handle screening onsite on their own – potentially exposing employees and assets to harm. Moving screening offsite is the most effective way to keep
employees safe. When mail is screened in a separate location from where most employees work, the risk is minimized.
A second opportunity for improvement is a deeper emphasis on training. Organizations can increase the knowledge of mailroom staff as well as anyone who handles incoming mail with a variety of training strategies.
Basic steps to Mail Safety Include:
1. Put a plan in writing
2. Install correct equipment
3. Train employees
4. Run practice drills
If this is not possible, consider outsourcing mail screening to a third party or sending mail to a third party screening facility.
Every day, threatening letters and parcels land at corporate and government offices. Most are inconvenient. Some cause damage. A few change everything. As long as terrorists have low cost and easy access to mail, all organizations must consider comprehensive mail screening an essential part of a security program.
For more information on mail security best practices, SoBran can help.