sfsmhs1 receive mail safely and securely - skills for...

SFSMHS1 Receive mail safely and securely

SFSMHS1 Receive mail safely and securely 1

Overview This standard sets out the skills, knowledge and understanding for mail handlers

receiving mail of all types, doing so safely and securely, following organisational

policies and procedures.



Performance

criteria

You must be able to:

1. follow health and safety requirements and relevant organisational procedures

at all times

2. recognise and confirm the types of mail being received

3. identify mail requiring special handling or distribution

4. monitor the flow of mail according to the requirements of the organisation

5. identify and respond appropriately to any mail that appears to present a safety

or security risk

6. place received mail in the appropriate containers ready for processing

7. record the receipt of mail in the appropriate information systems



Knowledge and

understanding

You need to know

and understand:

1. health and safety requirements, and own responsibilities for self and others

2. any relevant organisational procedures for the activities being undertaken

3. types of mail that may be received

4. types of special handling or distribution

5. problems that can be encountered

6. methods to deal with different problems

7. safety and security risks

8. indications that mail presents a safety or security risk

9. methods to deal with suspicious or dangerous mail items

10. containers to be used for different types of mail

11. information systems used in the organisation



Additional information

Scope/range

Types of mail - postal services, couriers, hand deliveries, internal, special

handling instructions



Developed by Skills for Security

Version number 1

Date approved November 2014

Indicative review

date

April 2018

Validity Current

Status Original

Originating

organisation

Skills for Security

Original URN SFSMHS1

Relevant

occupations

Elementary Occupations; Elementary Security Occupations

Suite Mail handling security

Key words Mail; handlers; safely; securely; receive

SFSMHS2 Handle mail

SFSMHS2 Handle mail 1

Overview This standard sets out the skills, knowledge and understanding for mail handlers to

handle mail at work, undertaking naturally occurring tasks. This may be collection,

processing or delivery. You will need to make sure that you protect yourself, other

people, and the mail, and that you try to maintain its condition throughout the various

processes. You also need to ensure that you can deal with any problems that might

occur while handling the mail.

SFSMHS2 Handle mail


Performance

criteria



at all times

2. identify the types of mail being handled

3. sort mail according to organisational requirement

4. use the correct equipment to assist in handling the mail

5. handle mail securely and in a way that maintains its packaging and condition

6. store the mail in the correct containers, and position it in the correct locations

7. ensure that mail is protected from any potentially harmful conditions

8. maintain the required levels of confidentiality of people sending or receiving

mail items

9. identify and respond appropriately to any handling problems with the mail

10. report any suspicious or dangerous mail items to the relevant people, and take

the appropriate actions

11. record information on the handling of mail by using the appropriate information

systems

SFSMHS2 Handle mail


Knowledge and

understanding

You need to know

and understand:



3. how different types of mail should be processed

4. equipment to handle, lift, and transfer different types of mail

5. types of packaging used with different types of mail

6. damage that can be caused to packaging from different mail handling

processes

7. containers that can be used with specific types of mail

8. locations of empty and full containers

9. fill levels for containers

10. storage conditions for mail

11. potentially harmful conditions

12. relevant organisational policy on confidentiality

13. data protection issues

14. relevant legislation relating to mail services

15. problems that can be encountered

16. methods to deal with different problems

17. safety and security risks

18. methods to deal with suspicious or dangerous mail items

19. information systems used in the organisation

SFSMHS2 Handle mail



Version number 1


Indicative review

date

April 2018

Validity Current

Status Original

Originating

organisation

Skills for Security


Relevant

occupations



Key words Handle; mail; handler; security

SFSMHS3 Screen mail

URN NOS Title 1

Overview This standard sets out the skills, knowledge and understanding for mail handlers to

screen items of mail, including letters and parcels, delivered by hand, postal services

and couriers, using technologies, techniques and processes.

You will need to ensure that the working environment and equipment is set up and

operating correctly, follow all the approved procedures for screening items and

respond correctly when unauthorised items are discovered.

SFSMHS3 Screen mail

URN NOS Title 2

Performance

criteria


1. check the work environment is fit for purpose and free of any hazards

2. check scanning equipment is set-up and operating in accordance with

manufacturer’s instructions

3. clarify items to be scanned in accordance with your organisation’s

procedures, and:

3.1 identify items not to be scanned

4. check all items requiring scanning pass through scanning process in

accordance with your organisation’s procedures

5. check those items unable to be scanned are screened by other means in

accordance with your organisation’s procedures

6. maintain vigilance throughout screening process in accordance with your

organisation’s procedures

7. take actions to investigate suspicious items in accordance with your

organisation’s procedures

8. maintain health and safety of yourself and others throughout screening

process in accordance with manufacturer’s instructions

SFSMHS3 Screen mail

URN NOS Title 3

Knowledge and

understanding

You need to know

and understand:


2. relevant legislation and organisational policies and procedures covering use of

screening equipment

3. records and reports needed

4. types of hazards and risks associated with screening processes

5. how to manage risks associated with screening equipment

6. capabilities and limitations of the screening process

7. how to check screening equipment is working correctly

8. the types of faults that occur with screening equipment

9. how to identify faults and deal with them

10. manufacturer’s instructions for use and care of screening equipment

11. procedures to follow when screening cannot be used

12. indicators of suspicious items within the processes used

13. techniques individuals may use to prevent screening measures detecting

unauthorised items

14. the types of items that can and cannot be screened using x-ray equipment,

where relevant

15. how to load and position items for screening and why this is important

16. how to analyse x-ray images and identify images that may indicate

unauthorised items are present, where relevant

17. how to use image processing controls on equipment, where relevant

18. colour identification of images on equipment, where relevant

19. procedures to follow when you suspect unauthorised items are present

20. procedures for isolating x-ray equipment in emergencies, where relevant

SFSMHS3 Screen mail

URN NOS Title 4

Additional information

Scope/range

Unauthorised items: firearms, ammunition, explosives, pyrotechnics, drugs,

knives, sharps, chemical, biological, radiological and other items considered a risk

and a threat.

SFSMHS3 Screen mail

URN NOS Title 5


Version number 1


Indicative review

date

April 2018

Validity Current

Status Original

Originating

organisation

Skills for Security


Relevant

occupations



Key words Mail; handling; security; screen

SFSMHS4 Respond to suspicious delivered item

SFSMHS4 Respond to suspicious delivered item 1

Overview This NOS sets out the skills, knowledge and understanding for mail handlers to

respond to finding suspicious mail.

This NOS covers the following activities:

1. Respond to finding suspected explosive devices

2. Respond to finding a suspected contaminant

3. Respond to finding prohibited non - explosive items



Performance

criteria

Respond to finding suspected explosive devices


You must be able to: You must be able to:

1. identify suspected explosive devices found during the screening of mail

2. maintain the integrity of a suspected explosive device in its location, until it

can be rendered safe

3. clear the area in line with your instructions

4. report the incident, in line with organisational procedures

5. maintain the health, safety and welfare of yourself and others

6. respond to any occurrence appropriately and in accordance with current

relevant legislation and your instructions

7. identify when specialist help is required

8. implement contingency plans when necessary, in line with your instructions

Respond to finding a suspected contaminant

9. identify suspected contaminant found during the screening of mail

10. isolate the item of mail ensuring that it is not opened further in line with your

instructions and the response plan

11. contain the area in line with your instructions

12. maintain a list of all persons who may have come into contact with the item

and contain them should decontamination processes be required by the

authorities







Respond to finding prohibited non - explosive items

18. identify prohibited non - explosive items found during the screening of mail

19. safely handle, store and secure prohibited non - explosive items, in a manner

which preserves its integrity



Knowledge and

understanding

Legal and organisational requirements

You need to know

and understand:

You need to know and understand:

1. current relevant legislation, regulations, codes of practice and guidelines

relating to your authority to screen mail


relating to finding suspected explosive devices during mail screening


relating to finding a suspected contaminant in mail during the screening

process


relating to finding prohibited non - explosive items during the mail screening

process

Plan and prepare to carry out response to finding suspicious mail

5. why you must have the necessary authority to implement the planned

responses to finding suspicious mail

6. the importance of briefing relevant people on the response plan

7. how to check that the equipment you need for responding to suspicious mail

is available and in effective working order

8. the types of threats, risks and safety hazards involved in responding to

suspicious mail and how to deal with them

9. the threats, risks and safety hazards from unauthorised and prohibited items

being screened for and how to deal with them

10. the importance of identifying, and recording details of your response plan in

line with your instructions

11. how and why it is important to establish and maintain public safety during a

response to a suspicious item of mail

12. where to find appropriate information on identifying suspicious mail and

responding to that information

Respond to finding suspected explosive devices



You need to know and understand: You need to know and understand:

13. the established actions on a suspected explosive find, known as the 5 C’s, of:

13.1 confirm the suspected presence of a suspected explosive

device

13.2 clear the area around the device

13.3 cordon the area

13.4 control the scene

13.5 check all actions are appropriate

14. the types of explosive devices, their components and how to identify these

15. how and why it is important to clear the area in line with your instructions and

response plan

16. to whom the relevant details relating to the find should be reported, in line

with your instructions

17. how and why it is important to maintain the integrity of a suspected explosive

device in its location, until it can be removed

18. the types of specialist help available and how to contact them

Respond to finding prohibited non - explosive items

19. what you should do when you find prohibited non - explosive items, and to

whom this should be reported, in line with your instructions and response

plan

20. how and why it is important to safely handle, store and secure prohibited non

- explosive items in a manner which preserves its integrity

21. how to retain prohibited non – explosive items safely so that they may be

used as evidence if required

22. what details of prohibited non – explosive items found during the screening of

mail should be recorded and how to record this information

23. how and why it is important to maintain the security and confidentiality of

information relating to the finding of items during mail screening



Glossary

Explosive device (Improvised or conventional) something which may explode or

ignite. An explosive device may include component parts.

Find A find constitutes the discovery or suspected discovery of any items -

terrorist or otherwise - or other evidential material.

Hazard Anything with the potential to cause harm or damage

Prohibited Any banned or excluded item specified by the organisation’s policies

and legislation.

Risk A risk is the likelihood of something occurring which leads to adverse

consequences.

Mail Screening The ability to locate specific items in mail using information

assessment, systematic procedures and appropriate detection techniques.

Mail Screening Equipment Any resource that is used to support mail screening

operations.

Threat An action or intended action to cause harm, damage or loss.




Version number 1


Indicative review

date

April 2018

Validity Current

Status Original

Originating

organisation

Skills for Security


Relevant

occupations



Key words Security; Search; Plan; Prepare; Systematic; Findings; Explosive; Non-

explosive; Respond

SFSMHS5 Assess the risk to the organisation from postal threats

SFSMHS5 Assess the risk to the organisation from postal threats 1

Overview This standard sets out the skills, knowledge and understanding for mail supervisors

or managers to assess the risk to the organisation from postal threats.

You will need to identify potential risks and the measures that can be used to

minimise safety and security risks.



Performance

criteria


1. give priority to health and safety requirements over any other relevant

organisational requirements

2. identify departments, areas and people that may be vulnerable to safety and

security risks

3. identify potential threats

4. identify the available measures that can be used to minimise safety and

security risks

5. ensure risk assessment and mitigation measures are reviewed and approved

by appropriate person

6. using available information to be able to contribute to a threat analysis of the

organisation

7. respond to changes of UK threat levels

8. contribute to recommendations to enhance and strengthen capability based on

threat analysis

9. recommend levels of training for post room staff to proactively contribute to a

safer working environment

10. ensure provision of emergency first aid is available

11. carry out emergency evacuation



Knowledge and

understanding

You need to know

and understand:

1. health and safety policy of organisation


3. own responsibilities for self and others


5. importance of prioritising health and safety

6. how health and safety might conflict with relevant organisational requirements

7. safety and security risks related to people, mail, equipment, materials, and

information

8. the types of precautions that can be applied

9. relevant organisational procedures for minimising safety and security risks

10. the types of safety and security risks in specific work environments

11. safe working practices

12. authorised visitors

13. areas that are off-limits to visitors

14. actions that could be taken to prevent harm to individuals

15. the provision of emergency first aiders

16. drills and alarms that could be used

17. what details should be recorded and how to record this information




Version number 1


Indicative review

date

April 2018

Validity Current

Status Original

Originating

organisation

Skills for Security


Relevant

occupations



Key words Mail; handling; security; risk; threat; postal

SFSMHS6 Implement mail screening and security measures commensurate with the risk

SFSMHS6 Implement mail screening and security measures commensurate with the risk 1


or managers to implement mail screening and security measures commensurate with

the risk.

You will need to screen the mail for any suspicious sign of letters or packages

containing items or materials which may constitute a security threat to the

organisation’s people and infrastructure. This will require adherence to the

processes for manual screening as well as utilising any prescribed equipment where

appropriate. On discovering such items follow the organisation’s escalation and

reporting protocols. You will need to do so whilst protecting yourself and others.



Performance

criteria



at all times

2. adhere to the organisation’s specific mail screening protocols

3. ensure equipment is in working order in line with manufacturer’s instructions

4. use the correct equipment, where appropriate, to assist in handling and

screening the mail

5. identify the key indicators of packages containing potential threats

6. ensure mail is screened promptly and the period between arrival and screening

is kept to a minimum

7. ensure the mailroom is only accessed by personnel directly involved in

screening the mail

8. escalate findings to relevant personnel and take the prescribed actions to

ensure the item is isolated in readiness for the appropriate services, on

identifying a suspicious package

9. record information on the handling of mail via the organisation’s reporting

systems

10. review process on a regular basis in line with external and internal changes

11. maintain the mail room as a safe and tidy working environment



Knowledge and

understanding

You need to know

and understand:

1. methods by which mail enters the organisation

2. health and safety requirements, and responsibilities for self and others

3. potential disruption caused by suspicious mail items

4. postal threats and the extent to which the company or organisation/site is at

risk

5. characteristics of potentially suspect items

6. appropriate use of screening equipment

7. actions required following contamination from substance leaking from a

package

8. legislation related to mail services

9. legislation related to screening equipment

10. protocols on discovering suspicious or dangerous mail items

11. information and recording systems used in the organisation




Version number 1


Indicative review

date

April 2018

Validity Current

Status Original

Originating

organisation

Skills for Security


Relevant

occupations



Key words Mail; handling; security; screening; risk; suspicious

SFSMHS7 Review mail screening and security measures

SFSMHS7 Review mail screening and security measures 1


or managers to review mail screening and security measures.

You will need to review current threats, and review the processes and procedures in

light of any problems encountered.



Performance

criteria


1. review current and possible or perceived threat, including those originating

both internally and externally

2. ensure risk assessments are carried out, addressing both the threat and other

sources of risk

3. review mail handling and screening processes, procedures, capabilities, and

their operational delivery in light of the risk assessment or any operational

problems encountered

4. review the physical security measures associated with the mail room and mail

handling

5. amend or remedy screening and security measures as appropriate, where

review identifies deficiencies

6. ensure equipment is maintained in full working order, calibrated as appropriate

7. escalate incidents when appropriate

8. secure support at all relevant levels, to implement changes when required

9. brief relevant people on the requirements and conditions for the screening

process, to include external agencies

10. ensure the correct Personal Protective Equipment (PPE) is specified, provided,

and used

11. preserve potential evidence

12. maintain confidentiality at all times



Knowledge and

understanding

You need to know

and understand:

1. legislation – codes of practice, regulations, guidelines

2. the threat context, both external and internal to the organisation

3. when to review mail screening and security measures

4. what risks the organisation’s mail screening measures are intended to mitigate,

and how this is achieved

5. when and how to escalate incidents

6. the capability and limitations of equipment and other techniques that may be

used for mail screening




Version number 1


Indicative review

date

April 2018

Validity Current

Status Original

Originating

organisation

Skills for Security


Relevant

occupations


Suite Mail Handling Operations

Key words Mail; screening; security; measures; threats; risk assessment

sfsmhs1 receive mail safely and securely - skills for...

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