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SFSMHS1 Receive mail safely and securely
SFSMHS1 Receive mail safely and securely 1
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
SFSMHS1 Receive mail safely and securely 2
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
SFSMHS1 Receive mail safely and securely 3
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
SFSMHS1 Receive mail safely and securely 4
Additional information
Scope/range
Types of mail - postal services, couriers, hand deliveries, internal, special
handling instructions
SFSMHS1 Receive mail safely and securely
SFSMHS1 Receive mail safely and securely 5
Developed by Skills for Security
Version number 1
Date approved November 2014
Indicative review
date
April 2018
Validity Current
Status Original
Originating
organisation
Skills for Security
Original URN SFSMHS1
Relevant
occupations
Elementary Occupations; Elementary Security Occupations
Suite Mail handling security
Key words Mail; handlers; safely; securely; receive
SFSMHS2 Handle mail
SFSMHS2 Handle mail 1
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
SFSMHS2 Handle mail 2
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
SFSMHS2 Handle mail 3
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
SFSMHS2 Handle mail 4
Developed by Skills for Security
Version number 1
Date approved November 2014
Indicative review
date
April 2018
Validity Current
Status Original
Originating
organisation
Skills for Security
Original URN SFSMHS1
Relevant
occupations
Elementary Occupations; Elementary Security Occupations
Suite Mail handling security
Key words Handle; mail; handler; security
SFSMHS3 Screen mail
URN NOS Title 1
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.
SFSMHS3 Screen mail
URN NOS Title 2
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
SFSMHS3 Screen mail
URN NOS Title 3
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
SFSMHS3 Screen mail
URN NOS Title 4
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.
SFSMHS3 Screen mail
URN NOS Title 5
Developed by Skills for Security
Version number 1
Date approved November 2014
Indicative review
date
April 2018
Validity Current
Status Original
Originating
organisation
Skills for Security
Original URN SFSMHS3
Relevant
occupations
Elementary Occupations; Elementary Security Occupations
Suite Mail handling security
Key words Mail; handling; security; screen
SFSMHS4 Respond to suspicious delivered item
SFSMHS4 Respond to suspicious delivered item 1
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
SFSMHS4 Respond to suspicious delivered item 2
Performance
criteria
Respond to finding suspected explosive devices
You must be able to:
You must be able to: 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
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
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
SFSMHS4 Respond to suspicious delivered item 3
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
SFSMHS4 Respond to suspicious delivered item 4
Knowledge and
understanding
Legal and organisational requirements
You need to know
and understand:
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
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
SFSMHS4 Respond to suspicious delivered item 5
You need to know and understand: 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
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
SFSMHS4 Respond to suspicious delivered item 6
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
SFSMHS4 Respond to suspicious delivered item 7
Developed by Skills for Security
Version number 1
Date approved November 2014
Indicative review
date
April 2018
Validity Current
Status Original
Originating
organisation
Skills for Security
Original URN SFSMHS4
Relevant
occupations
Elementary Occupations; Elementary Security Occupations
Suite Mail handling security
Key words Security; Search; Plan; Prepare; Systematic; Findings; Explosive; Non-
explosive; Respond
SFSMHS5 Assess the risk to the organisation from postal threats
SFSMHS5 Assess the risk to the organisation from postal threats 1
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
SFSMHS5 Assess the risk to the organisation from postal threats 2
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
SFSMHS5 Assess the risk to the organisation from postal threats 3
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
SFSMHS5 Assess the risk to the organisation from postal threats 4
Developed by Skills for Security
Version number 1
Date approved November 2014
Indicative review
date
April 2018
Validity Current
Status Original
Originating
organisation
Skills for Security
Original URN SFSMHS5
Relevant
occupations
Elementary Occupations; Elementary Security Occupations
Suite Mail handling security
Key words Mail; handling; security; risk; threat; postal
SFSMHS6 Implement mail screening and security measures commensurate with the risk
SFSMHS6 Implement mail screening and security measures commensurate with the risk 1
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
SFSMHS6 Implement mail screening and security measures commensurate with the risk 2
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
SFSMHS6 Implement mail screening and security measures commensurate with the risk 3
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
SFSMHS6 Implement mail screening and security measures commensurate with the risk 4
Developed by Skills for Security
Version number 1
Date approved November 2014
Indicative review
date
April 2018
Validity Current
Status Original
Originating
organisation
Skills for Security
Original URN SFSMHS6
Relevant
occupations
Elementary Occupations; Elementary Security Occupations
Suite Mail handling security
Key words Mail; handling; security; screening; risk; suspicious
SFSMHS7 Review mail screening and security measures
SFSMHS7 Review mail screening and security measures 1
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
SFSMHS7 Review mail screening and security measures 2
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
SFSMHS7 Review mail screening and security measures 3
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
SFSMHS7 Review mail screening and security measures 4
Developed by Skills for Security
Version number 1
Date approved November 2014
Indicative review
date
April 2018
Validity Current
Status Original
Originating
organisation
Skills for Security
Original URN SFSMHS7
Relevant
occupations
Elementary Occupations; Elementary Security Occupations
Suite Mail Handling Operations
Key words Mail; screening; security; measures; threats; risk assessment