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Mail Handling Procedures: Oklahoma Department of Labor

The document provides guidelines for handling mail at the Oklahoma Department of Labor. It instructs employees to separate mail into familiar/source-known and source-unknown/suspicious categories. For suspicious mail, employees should isolate the item and contact the addressee or supervisor. The document lists signs of suspicious mail and cautions against opening mail from unknown sources. It provides step-by-step instructions for safely opening suspicious mail if necessary and actions to take if unusual substances are discovered.

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Nana Lautner
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70 views

Mail Handling Procedures: Oklahoma Department of Labor

The document provides guidelines for handling mail at the Oklahoma Department of Labor. It instructs employees to separate mail into familiar/source-known and source-unknown/suspicious categories. For suspicious mail, employees should isolate the item and contact the addressee or supervisor. The document lists signs of suspicious mail and cautions against opening mail from unknown sources. It provides step-by-step instructions for safely opening suspicious mail if necessary and actions to take if unusual substances are discovered.

Uploaded by

Nana Lautner
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Oklahoma Department of Labor

Mark Costello
COMMISSIONER OF LABOR


Mail Handling Procedures

1. Separate mail into two categories: a) Familiar or source-known
b) Source-unknown or suspicious

Familiar or source-known mail: Source-unknown or suspicious mail:
Routine handling and distribution Isolate item, contact addressee or supervisor

2. Avoid opening unnecessary mail, such as Ajunk@ mail or mail from an unidentified or
unknown source. Especially avoid opening mail that is suspicious in appearance. Such
indications might include:

$ Marked with restrictive endorsements, such as APersonal@ or AConfidential@
$ Shows a city or state in the postmark that does not match the return address
$ No return address
$ Excessive postage or mailed from a foreign country
$ Addressed to title only or incorrect title
$ Lopsided or bulky packages
$ Strange odor
$ Badly typed or written
$ Misspelling of common words
$ Oily stains, discolorations or crystallization on wrapper
$ Excessive wrapping tape or string

3. Mail that fits any of the above categories and has not been opened should be more closely
evaluated before opening or discarding in the regular trash.

4. In the event mail from an unknown or uncertain source must be opened, follow these
procedures:

$ Have the addressee or supervisor decide whether or not to open this piece of mail
$ If the mail need not be opened, discard of it in the regular trash
$ Open the mail as far away from the face as is comfortably possible
$ Open the mail over a clean, debris-free table or counter top
$ Use gloves and mask if available
$ The envelope should be opened carefully (e.g. with a letter opener) and the contents
removed carefully to avoid dispersing any unusual substance that might be present
$ After opening the envelope or package, inspect the inside for any unusual substance
before removing the contents



Mail Handling Procedures - Page 2

5. If any unusual material is present take the following steps:

$ STOP and STAY CALM.
$ Do not shake or empty the contents
$ If no spillage occurs, seal the envelope in a plastic bag or similar container
$ If no container is available, cover the item with anything available (clothing, paper, etc.)
$ If spillage occurs, DO NOT try to clean it up; cover contents immediately and no not
remove the cover
$ Isolate the area
$ Turn off fans/close vents
$ Exit room and close the door
$ Wash hands with soap and water
$ Notify supervisor, building security and local law enforcement
$ If outer clothing is contaminated, remove clothing as soon as possible and place in a
plastic bag or some other container that can be sealed. DO NOT clean or dispose of
clothing until the results of laboratory testing on th email contents are known
$ Make a list of all persons who contacted the letter or package or were in the vicinity.
Provide the list to public health and law enforcement investigators
$ Shower with soap and water as soon as possible

6. The area should be left undisturbed and the clean-up should be delayed until preliminary
testing of the mail item and contents have been completed.

If the test is negative:
$ Cover the contaminated area with a common household disinfectant or a 1:10 dilution
of household bleach and let soak for five minutes before cleaning up
$ Wipe area clean with a damp sponge or cloth
$ Dry area with a disposable towel
$ Discard all cleaning materials in the regular trash
$ Wash hands thoroughly with soap and water
$ Clothing that has been previously bagged can be removed and routinely laundered

If the test is positive:
The cleanup will be performed by authorities trained in hazardous material procedures. A
criminal and epidemiologic investigation will be initiated. Medical recommendations for
persons potentially exposed will be made at this time.

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