United States Postal Inspection Service Guidelines for Mail Center Security

Mail is sometimes lost or stolen from company mail centers, or while en route to or from the post office. Much of this mail is quite valuable, containing cash, jewelry and other high-value items. Needless to say, such losses are costly to the company and its investors. The following are some suggestions for improving security over your mail center operation.

• Know your employees. Don't hire anyone to work in your mail center without first determining his or her honesty.

• Secure your mail center against access by unauthorized persons. Keep it locked whenever possible, especially when no one is on duty. Maintain a sign-in sheet for persons entering and leaving the mail center, including times of arrival and departure.

• Keep registered mail separate from other mail. Document each transfer of registered mail by requiring the receiving party to sign for custody.

• Control company funds. If company funds are handled as part of the mail center operation, establish adequate controls to fix individual responsibility for any losses that may occur.

• Keep your postage meter locked when not in use. Check outgoing mail periodically to determine if employees are using metered postage for their own personal mail.

• Be sure a designated employee maintains Form 3602-A, Daily Record of Meter Register. To preclude alteration of daily readings, the form should be kept in a location accessible to designated employees only. This will help facilitate detection of unauthorized use, and aid in obtaining a refund if your meter malfunctions.

• Postal regulations require postage meter stamps be placed over the upper right corner of the address label or tag. This procedure deters theft by overlabeling, where the thief misdirects the parcel to a name and address he or she controls.

• Vary times and lines of travel between post office and plant if currency or other valuable mail is sent or received. Check periodically to see if mail messengers are making unauthorized stops or are leaving mail unattended in unlocked vehicles.

• Prosecute employees caught stealing. There is no greater deterrent to a potential thief than the fear that he or she may go to jail. The U.S. Postal Inspection Service will extend its full cooperation.

• Mail center personnel screened.
• Authorized receptacles for U.S. Mail clearly labeled.
• Location, furniture and mail flow provide for maximum security.
• Alarms/surveillance equipment installed.
• Access limited to authorized personnel.
• Distribution delays are eliminated.
• Postage and meter protected from theft/unauthorized use.
• High value items locked overnight.
• Accountable items verified and secured.
• Registered mail, Express Mail and insured services properly used.
• Control of address labels maintained.
• Labels securely fastened to mail items.
• Postage meter strips overlap labels.
• Labels and cartons do not identify valuable contents.
• Return address included and duplicate label in carton.
• Presort and ZIP+4 savings taken when applicable.
• Parcels packaged properly.
• Containers and sacks used when possible.
• Outgoing mail delivered to postal custody inside the facility.
• Employee parking separated from dock area.
• Lost and rifled mail reported to Postal Service.
• Supervisor can see all employees and work areas.
• Contract delivery services screened.
• Unnecessary stops by delivery vehicles are eliminated.
• Procedures established for handling unexplained packages.
• Periodic testing done for loss/quality control.
• Postal Service receipts for meter settings verify authorized amounts.
• Meters checked regularly: spot checks assure no personal mail.

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