SAFE MAIL PRACTICIES

In light of recent events reported in the press and some inquiries we have received, we are sending the following information on mail handling. We have no reason to believe that Massachusetts government offices are likely to receive suspicious mail any more than they have in the past. However, given the concerns expressed by many employees about mail handling practices, we issue this advisory. Should anyone have any questions about this policy, they should feel free to e-mail us at: mailadvisory@massmail.state.ma.us.

Each Agency/Location will have an assigned Mail Coordinator who will be responsible for supplying latex gloves, masks and clear plastic sealable bags (for those items determined to be suspicious) to all employees handling mail. We are not requiring employees who handle mail to wear gloves and masks, but will make them available for those who wish to utilize them. Any letters or parcels determined to be suspicious should be bagged immediately and moved to your designated holding area. Please read the guidelines below carefully.

1. Characteristics of normal mail.

1. Sender name (company or individual) is recognizable.
2. Standard postage markings.
3. Typical appearing envelope or package.
4. Mail has return address.
5. If there is uncertainty about the letter/package, contact the sender to validate the contents.

2. Letters/Packages

1. No return address, restrictive markings "Confidential", "Open only by", "Secret", and/or
2. Possibly mailed from a foreign country, excessive postage, and/or
3. Misspelled words, and/or
4. Addressed to title only or incorrect title ex. (Dir. Of Operations, Dir. Of Opurastions), and/or
5. Badly typed or written, and/or

Packages

1. Lopsided or uneven, and/or
2. Rigid or bulky, and/or
3. Strange odor, and/or
4. Oily stains, discolorations or crystallization's on wrapping, and/or
5. Excessive tape or string, and/or

 3. What if I’m uncertain or mail looks suspicious?

Place the letter/package in the designated holding area. A Department of Public

Health Employee will examine these letters/packages on a daily basis.

If you receive a suspicious letter or package:

1. Handle with care, do not shake or bump
2. Isolate and look for indicators (see above)
3. Don’t open, smell or taste
4. Immediately place the package or letter in a sealable plastic bag and move it to your designated holding area.
5. Notify your Mail Coordinator

4. IF PARCEL IS DETERMINED TO BE AN OBVIOUS THREAT – FOR

EXAMPLE LEAKING WHITE POWDER.

EVACUATE THE AREA IMMEDIATELY.

Limit exposure, do not handle. If contact was made, wash hands with soap and warm water as soon as possible.

IMMEDIATELY Call:

For the State House, and the Hurley, Lindemann, and McCormack buildings, call the Massachusetts State Police @ 617-727-2917

For all other buildings dial 911.

For more information, please read the FBI Advisory at the following website:
FBI Mail Advisory.