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Suspicious Items in the Mail

U.N.E. Procedures for Handling Suspicious Mail

Background

In recent years there have been a number of security incidents in Australia involving packages or letters which have been suspected of containing hazardous material. Most of these incidents have proven to be false alarms, in other cases, fortunately, precautionary measures have been taken. It is therefore appropriate that:

• All people handling mail items in a work or business situation should be aware of the hallmarks of suspicious mail and the emergency procedures for responding to and reporting a suspicious article.
• Where possible, the sorting and processing of mail and packages should be conducted in an area that can be isolated from, and is separate to, the main work area.

The following information and procedures on how to deal with suspicious mail items or packages was provided by “Powdersafe” and The Protective Security Coordination Centre, part of the Attorney-General’s Department.

The hallmarks of suspicious mail:

• Usually but not always hand written.
• Incorrect title or address.
• Generic title - addressed to a senior "position" in the organisation. rather than the occupant of the position.
• Postcode does not match sender’s return address.
• No identifying characteristics such as name, sender’s address or any other details.
• Unusual return address.
• Excessive securing material, such as sticky tape to seal ends.
• Incorrect spelling of names or common words.
• Marked with restrictions such as "FOR RECIPIENT’S EYES ONLY", "PERSONAL", "DO NOT X-RAY", "EXPRESS DELIVERY" or "CONFIDENTIAL".
• Any item of mail that makes you feel uncomfortable.
• Staining on the envelope.
• Contents feel lumpy, uneven or move when tipped.
• Excessive postage.
• Odour.
• Hoax mail can be posted overseas.
• Unusual markings such as "skull and crossbones" - generally indicate a hoax but may contain a powder. Again, apply universal precautions and treat as a threat.

Safe work procedure for unopened suspicious mail or packages.

• Place item in a plastic bag and seal it.
• Place all items in a second plastic bag and seal that bag.
• Stay in your office or immediate work area. This also applies to co-workers in the same room.
• Prevent others from entering the area and becoming contaminated. Remember you are not in immediate danger
• Call for help by dialing the emergency No. (000) and ask for Fire HAZMAT depending on your situation.

Advise:

• Exact location of incident — street address, building floor.
• Number of people potentially exposed.
• Description of the package/device.
• Action taken eg, package covered with black coat, area isolated.
• Advise UNE Safety & Security (dial 81).
• Keep your hands away from your face to avoid contaminating your eyes, nose and mouth.
• If possible (without leaving your work area) wash your hands.
• Wait for help to arrive.

Safe work procedure for suspicious mail or packages which you have opened.

• Do not disturb the item any further do not pass it around. If any material has spilt from the item, do not try to clean it up, or brush it from your clothing.
• If possible place an object (such as a large waste bin) over the package without disturbing it.
• Stay in your office or immediate work area. This also applies to co-workers in the same room. Prevent others from entering the area and becoming contaminated. Remember you are not in immediate danger.
• Call for help by dialing the emergency No. (000) and ask for Fire HAZMAT depending on your situation.

Advise:

• Exact location of incident — street address, building floor.
• Number of people potentially exposed.
• Description of the package/device.
• Action taken eg, package covered with black coat, area isolated.
• Advise UNE Safety & Security (dial 81).
• Keep your hands away from your face to avoid contaminating your eyes, nose and mouth.
• If possible (without leaving your work area) wash your hands.
• If possible, have the building ventilation system shut down and turn off any fans or equipment that is circulating air around your workplace.
• Wait for help to arrive.

Safe Work Procedure if you suspect a package may contain an explosive device.

• Follow your normal emergency procedures
• Ring 000 and report the package
• Advise UNE Safety & Security (dial 81).
• Evacuate the area

Further information about the preparedness of Australia’s health and emergency services and information on the anthrax bacteria can be found at www.health.gov.au and about Australia’s counter terrorism preparations and planning can be found at www.sac-pav.gov.au.