Precautions and procedures for handling suspicious mail at work

The following criteria should be printed and posted where mail/packages are opened.

What procedures should I use for routine handling of mail?
Take all incoming mail to a room that is out of traffic and that has a door. Use Postal Service, Department of Public Health, and FBI criteria (see below) to evaluate each piece of mail before opening or redistribution.

What questions should I ask before I open my mail?
Evaluate before you open mail. Is this a reasonable piece of mail to receive? Does the address accurately reflect the name and address of the addressee? Do I know the sender? Can I consider this junk mail and discard? Do I really need to open this piece of mail?

What should I do if I receive suspicious mail?
Do not open it. Do not handle more than necessary. If possible, obtain the following information: A complete description of the mail in question; return address; postmark and date; addressee description—approximate size, color, and material (i.e. regular business envelope, brown paper wrapping, cardboard box, etc.). Isolate the mail piece. Notify individuals in the immediate area and call University Public Safety Office or UIHC Safety and Security (see below).

What if mail is opened and contains a threat or unexpected substance?
Isolate the mail piece, vacate and secure the room or area if possible. Notify individuals in the immediate area and move to a nearby, secure room. Avoid spreading possible contamination within the building. If a sink is available in the immediate area, wash exposed skin with soap and warm water. Notify University Public Safety at (33)5-5022. At UIHC, call Safety and Security at (35)6-2658. Be prepared to provide the following information: your name, location, and phone number; why you consider the mail suspicious (see list below); a complete description of the mail in question.

What will UI Public Safety officers do to process threat information?
Using the official FBI screening criteria, they will determine if the threat is valid. If warranted, Public Safety will respond to the location of the suspicious mail, evaluate further, and secure the area if necessary. Public Safety will assist in determining if additional assessment is needed. If the package has to be removed for evaluation, it will be destroyed as part of this process.

What general precautions should I take when opening mail?
Be observant for suspicious envelopes or packages. Open mail with a letter opener or method least likely to spread contents. Open packages/envelopes with a minimum amount of movement. Do not blow into envelopes. Do not shake and/or pour out contents. Keep hands away from nose and mouth while opening mail. Wash hands after handling.

What are the criteria for profiling suspicious packages?
(Criteria established by the U.S. Postal Service, FBI, and the Iowa Department of Public Health.)
Substance concerns include protruding wires, stains, or odors; a powdery substance on the outside; strange odors or stains. Postmark concerns include a postmark from a city or state that does not match return address; insufficient postage or excessive postage; foreign mail, air mail, and special delivery. Packaging concerns include unfamiliar packaging; unusual weight for size of package; excessive masking tape, string, twine, etc.; poor or incomplete packaging; oddly shaped or lop-sided. Address concerns include packages marked Personal or Confidential; no return address; incorrect, outdated, or misspelled address; addressed to individual(s) no longer at the work address; misspellings of common words; handwritten, incomplete, or poorly typed addresses; incorrect titles or titles but no names.

Where can I obtain additional information?
The following web sites provide more specific information on the topics listed:

Suspicious mail

• www.usps.gov/news/2001/press/pr01_1010tips.htm
• www.fbi.gov/pressrel/pressrel01/suspiciousmail.pdf
• www.osha.gov/bioterrorism/pkghandling.html

Anthrax

• www.bt.cdc.gov/Agent/Anthrax/Anthrax.asp
• www.uihealthcare.com/news/news/2001/10/22anthrax.html
• www.tallytown.com/redcross/anthrax.html

Bioterrorism

• www.idph.state.ia.us/terrorism/default.htm
• www.bt.cdc.gov
• www.cdc.gov/mmwr/preview/mmwrhtml/rr4904a1.htm