Mail security has become a high profile issue since the anthrax scare in 2001. Concern for mail security at the state level covers a much broader scope than just biological threats. The Commonwealth has had to implement a more modern and improved process for safeguarding its citizens and state employees from the threat of mail bombings, lowering or eliminating thefts within its mail centers, establishing consistency in continuity of operations planning, and enhancing overall comprehensive security management. The Secure Virginia Panel’s 2002 Report identified mail security as a major goal and the Governor’s 2004 Executive Directive identified efficiency and safety as two major objectives. The 2006 Virginia Acts of Assembly charged DGS State Mail Services with the task of enhancing and implementing a more uniformed mail security program within state government.
As a result of these reports, studies, and directives as well as the current security scares, the SMS has made mail security its top priority. SMS utilizes modern mail security processes and equipment to enhance mail security and to better protect state employees and state property. All mail routed through the SMS mail center, including inter-agency mail, is scanned by X-ray machines. SMS staff will continue to receive security training to stay current with the latest mail security programs and trends. It is mandatory that SMS conduct pre-employment background checks as well as administer loss prevention training for all incoming SMS staff.
Please refer to the SMS Mail Security Guide for details on how to safely process mail. Please contact SMS if you have any questions regarding mail security.
Commonwealth Mail Security Guidelines
Download the Mail Security Guide
This Guide provides standard procedures for all employees of the Commonwealth. The first chapter has been geared towards state employees and the second chapter provides information for Commonwealth mail centers. This Guide maybe supplemented as necessary to meet the needs of your office. A strong plan for mail security, accompanied by regular training, rehearsals, and reviews will help to create a culture that emphasizes the importance of security.
Download the SMS Suspicious Mail Poster
Download the SMS Mail Emergency Contact Sheet
For offices at Capitol Square in Richmond:
Download the SMS Mail Emergency Contact Sheet for Capitol Square