SFSMHS1 Receive mail safely and securely

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1 SFSMHS1 Receive mail safely and securely 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. SFSMHS1 Receive mail safely and securely 1

2 SFSMHS1 Receive mail safely and securely 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 SFSMHS1 Receive mail safely and securely 2

3 SFSMHS1 Receive mail safely and securely 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 SFSMHS1 Receive mail safely and securely 3

4 SFSMHS1 Receive mail safely and securely Additional information Scope/range Types of mail - postal services, couriers, hand deliveries, internal, special handling instructions SFSMHS1 Receive mail safely and securely 4

5 SFSMHS1 Receive mail safely and securely Developed by Skills for Security Version number 1 Date approved November 2014 Indicative review date Validity April 2018 Current Status Original Originating organisation Original URN Skills for Security SFSMHS1 Relevant occupations Suite Elementary Occupations; Elementary Security Occupations Mail handling security Key words Mail; handlers; safely; securely; receive SFSMHS1 Receive mail safely and securely 5

6 SFSMHS2 Handle mail 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 1

7 SFSMHS2 Handle mail Performance criteria You must be able to: 1. follow health and safety requirements and relevant organisational procedures 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 2

8 SFSMHS2 Handle mail 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. 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 3

9 SFSMHS2 Handle mail Developed by Skills for Security Version number 1 Date approved November 2014 Indicative review date Validity April 2018 Current Status Original Originating organisation Original URN Skills for Security SFSMHS1 Relevant occupations Suite Elementary Occupations; Elementary Security Occupations Mail handling security Key words Handle; mail; handler; security SFSMHS2 Handle mail 4

10 SFSMHS3 Screen mail 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. URN NOS Title 1

11 SFSMHS3 Screen mail Performance criteria You must be able to: 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 URN NOS Title 2

12 SFSMHS3 Screen mail Knowledge and understanding You need to know and understand: 1. health and safety requirements, and own responsibilities for self and others 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 URN NOS Title 3

13 SFSMHS3 Screen mail 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. URN NOS Title 4

14 SFSMHS3 Screen mail Developed by Skills for Security Version number 1 Date approved November 2014 Indicative review date Validity April 2018 Current Status Original Originating organisation Original URN Skills for Security SFSMHS3 Relevant occupations Suite Elementary Occupations; Elementary Security Occupations Mail handling security Key words Mail; handling; security; screen URN NOS Title 5

15 SFSMHS4 Respond to suspicious delivered item 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 SFSMHS4 Respond to suspicious delivered item 1

16 SFSMHS4 Respond to suspicious delivered item Performance criteria Respond to finding suspected explosive devices 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 You must be able to: 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 13. report the incident, in line with organisational procedures 14. maintain the health, safety and welfare of yourself and others 15. respond to any occurrence appropriately and in accordance with current relevant legislation and your instructions 16. identify when specialist help is required 17. implement contingency plans when necessary, in line with your instructions You must be able to: 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 SFSMHS4 Respond to suspicious delivered item 2

17 SFSMHS4 Respond to suspicious delivered item 20. report the incident, in line with organisational procedures 21. maintain the health, safety and welfare of yourself and others 22. respond to any occurrence appropriately and in accordance with current relevant legislation and your instructions 23. identify when specialist help is required 24. implement contingency plans when necessary, in line with your instructions SFSMHS4 Respond to suspicious delivered item 3

18 SFSMHS4 Respond to suspicious delivered item Knowledge and understanding Legal and organisational requirements You need to know and understand: 1. current relevant legislation, regulations, codes of practice and guidelines relating to your authority to screen mail 2. current relevant legislation, regulations, codes of practice and guidelines relating to finding suspected explosive devices during mail screening 3. current relevant legislation, regulations, codes of practice and guidelines relating to finding a suspected contaminant in mail during the screening process 4. current relevant legislation, regulations, codes of practice and guidelines relating to finding prohibited non - explosive items during the mail screening process Plan and prepare to carry out response to finding suspicious mail You need to know and understand: 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 SFSMHS4 Respond to suspicious delivered item 4

19 SFSMHS4 Respond to suspicious delivered item 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 You need to know and understand: 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 SFSMHS4 Respond to suspicious delivered item 5

20 SFSMHS4 Respond to suspicious delivered item 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. SFSMHS4 Respond to suspicious delivered item 6

21 SFSMHS4 Respond to suspicious delivered item Developed by Skills for Security Version number 1 Date approved November 2014 Indicative review date Validity April 2018 Current Status Original Originating organisation Original URN Skills for Security SFSMHS4 Relevant occupations Suite Elementary Occupations; Elementary Security Occupations Mail handling security Key words Security; Search; Plan; Prepare; Systematic; Findings; Explosive; Nonexplosive; Respond SFSMHS4 Respond to suspicious delivered item 7

22 SFSMHS5 Assess the risk to the organisation from postal threats 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. SFSMHS5 Assess the risk to the organisation from postal threats 1

23 SFSMHS5 Assess the risk to the organisation from postal threats Performance criteria You must be able to: 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 SFSMHS5 Assess the risk to the organisation from postal threats 2

24 SFSMHS5 Assess the risk to the organisation from postal threats Knowledge and understanding You need to know and understand: 1. health and safety policy of organisation 2. current relevant legislation, regulations, codes of practice and guidelines 3. own responsibilities for self and others 4. any relevant organisational procedures for the activities being undertaken 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 SFSMHS5 Assess the risk to the organisation from postal threats 3

25 SFSMHS5 Assess the risk to the organisation from postal threats Developed by Skills for Security Version number 1 Date approved November 2014 Indicative review date Validity April 2018 Current Status Original Originating organisation Original URN Skills for Security SFSMHS5 Relevant occupations Suite Elementary Occupations; Elementary Security Occupations Mail handling security Key words Mail; handling; security; risk; threat; postal SFSMHS5 Assess the risk to the organisation from postal threats 4

26 SFSMHS6 Implement mail screening and security measures commensurate with the risk Overview This standard sets out the skills, knowledge and understanding for mail supervisors 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. SFSMHS6 Implement mail screening and security measures commensurate with the risk 1

27 SFSMHS6 Implement mail screening and security measures commensurate with the risk Performance criteria You must be able to: 1. follow health and safety requirements and relevant organisational procedures 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 SFSMHS6 Implement mail screening and security measures commensurate with the risk 2

28 SFSMHS6 Implement mail screening and security measures commensurate with the risk 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 SFSMHS6 Implement mail screening and security measures commensurate with the risk 3

29 SFSMHS6 Implement mail screening and security measures commensurate with the risk Developed by Skills for Security Version number 1 Date approved November 2014 Indicative review date Validity April 2018 Current Status Original Originating organisation Original URN Skills for Security SFSMHS6 Relevant occupations Suite Elementary Occupations; Elementary Security Occupations Mail handling security Key words Mail; handling; security; screening; risk; suspicious SFSMHS6 Implement mail screening and security measures commensurate with the risk 4

30 SFSMHS7 Review mail screening and security measures Overview This standard sets out the skills, knowledge and understanding for mail supervisors 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. SFSMHS7 Review mail screening and security measures 1

31 SFSMHS7 Review mail screening and security measures Performance criteria You must be able to: 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 SFSMHS7 Review mail screening and security measures 2

32 SFSMHS7 Review mail screening and security measures 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 SFSMHS7 Review mail screening and security measures 3

33 SFSMHS7 Review mail screening and security measures Developed by Skills for Security Version number 1 Date approved November 2014 Indicative review date Validity April 2018 Current Status Original Originating organisation Original URN Skills for Security SFSMHS7 Relevant occupations Suite Elementary Occupations; Elementary Security Occupations Mail Handling Operations Key words Mail; screening; security; measures; threats; risk assessment SFSMHS7 Review mail screening and security measures 4

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