Security Brief

Updated Guidelines for Mail Handling Mail

Updated March 26, 2003

In light of the recent suspicious mail received by several City departments, and during this time of international unrest, it is important that we remain vigilant in following our safety protocols when it concerns handling mail.

The City of Palmdale receives hundreds of pieces of mail each day that are essential to the work we do. These questions and answers have been developed to provide guidelines for dealing with the mail and packages you receive so that we can continue our important work with the least possible disruption.

Q. What should I know about carrying and transporting mail?
A. You should deliver the mail as usual. General guidelines for handling mail include:

Wash your hands with warm soap and water after handling the mail.
Do not eat, drink or smoke around mail.
If you see a suspicious package (see below) set it aside, and follow the instructions below. Otherwise distribute the mail as you regularly would.

Q. What should I know about opening mail?
A. You should take care in opening mail at all times. Follow these steps:

Do not eat, drink or smoke around mail.
Inspect all mail prior to opening it; setting aside any mail that may be suspicious (see below).
Open the mail in a different area of your workstation to keep it from contacting your routine papers and work.
If you come across mail you think is suspicious, then isolate it in a designated space away from your workstation and contact your supervisor.
If you come into contact with any substance contained in the envelope or package:
Do not panic; remember that almost all of these substances are likely to be harmless.
Do not shake or empty the envelope.
Do not smell or taste any suspicious substance.
Is there a protrusion of wires or do you suspect a bomb?
If so, evacuate the entire area and call the Sheriff's Department.
Put suspicious mail down and leave the immediate area. Evacuation of the entire workplace is NOT necessary at this point.
Contact your supervisor.
Wash your hands with soap and water.

Q. What is suspicious mail?
A. Suspicious mail:

Does not come from a regular source from which you normally receive mail
Is unexpected or from an agency or person unfamiliar to you
Is addressed to someone no longer with your organization.
Weighs more or less than they should given their size
Is lopsided or oddly shaped
Is marked with restrictive endorsement "hand deliver only to", confidential, personal.
Has no return address.
Shows a city or state in the postmark that doesn't match the return address
Has protruding wires, have strange stains or strong odor, are leaking powdery substances

Q. What do I do with a suspicious piece of mail?
A. Do not smell, shake or attempt to open the letter or package. Set it aside in a designated area for further evaluation. Contact the Sheriff's Department at 272-2400 or 9-911) and then your supervisor or a member of the Threat Assessment Team. If you have come in contact with a substance from the suspicious mail, wash you hands with soap and water.

Q. What do I do if I open a letter or package and get something suspicious on my hands?
A. Follow these steps:

Don't panic; remember that most substances received are harmless.
Do not smell or taste the substance.
Put the mail down and leave the immediate area.
Notify your supervisor and/or the Threat Assessment Team.
Wash your hands in soap and water.
Isolate yourself in an area away from the letter. Limit where you go and your contact with others in the building until the Sheriff's Department arrives.

Q. Should I wear a mask to handle or open the mail?
A. You do not need to wear a mask. Remember that the mail has already traveled many miles in trucks and been handled by others. It is unlikely that the outside of packages would contain anything harmful. However, if you would like to wear a mask, they will be made available to all departments.

Q. Should I wear gloves to handle or open the mail?
A. If you have open cuts or skin lesions on your hands disposable latex gloves may be appropriate. Each building has a first aid kit equipped with latex gloves. Additional gloves have been ordered.

Information for Supervisors

If one of your workers comes to you reporting that they have received or open a suspicious letter or package do the following:

Stay calm; remember that your professional and calm behavior will help reassure your staff.
Make sure the damaged or suspicious package is isolated.
Make sure that staff leaves the immediate area but keep them isolated from others until the Sheriff's Department arrives.
Make sure anyone who has come into contact with the substance washes his or her hands with soap and water.
Question the individual briefly to get the main facts - where the article is, what was in it, or why it is suspicious.
Do not allow anyone to leave the office that might have touched the envelope or package.
Call the Sheriff's Department and describe the situation (272-2400 or 9-9-1-1).
Contact your supervisor and the Threat Assessment Team.
Question the individual again and complete an incident report.
Wait for the authorities to arrive.

For more information regarding handling mail, see the following websites:

FBI website at WWW.FBI.GOV
U.S. Postal Service website http://www.usps.com/aviationsecurity/welcome.htm
California Highway Patrol Training Video and Fact Sheet: WWW.CHP.CA.GOV
Centers for Disease Control and Prevention: WWW.BT.CDC.GOV

Information Source: Los Angeles County Department of Health Services

Questions? Check with the Threat Assessment Team or your supervisor.

Prepared by: Anne Ambrose, Public Safety Administrator/Threat Assessment Team Coordinator

Threat Assessment Team Members

Anne Ambrose, Public Safety	267-5181
Matt Ditzhazy, City Attorney	267-5108
Victoria Hancock, City Clerk	267-5151
Dep. Donna Levi, Sheriff's Department	267-4336/510-6722
	City radio, channel 1, call sign 260E
Laurie Lile, Planning	267-5211
Sean O'Brien, Maintenance	267-5328
Carol Seidl, Administration	267-5104
George Upegui, Maintenance	267-5345, 816-4513 cell
Shane Walter, Building & Safety	267-5362

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Updated Guidelines for Mail Handling Mail

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