Piney Bowes Mail Security Question & Answer

Q. If I come in contact with a suspicious substance at my site, my customer's policy states I should stay within the area where I found the substance. The customer believes this is necessary for security personnel to gather samples for testing. PBMS' Secure Mail Handling Procedures state I should immediately wash my hands, which would require me to leave the affected area. Which guidelines should I follow?

A. While PBMS respects the policies our customers establish, our highest priority is the health and safety of our employees. PBMS employees should immediately wash their hands if they come in contact with a suspicious substance. Testing samples can be gathered by the proper authorities from the object (letter, parcels, accountable mail, etc.) which contains the substance. Remember, you should try to secure the room with the suspicious substance so others do not enter the area.

Q. Does PBMS intend to conduct regular Anthrax screening for all its employees working in customer mailrooms?

A. No, not at this time. PBMS is conducting screenings, which now include a questionnaire and brief physical exam where there is either suspicion of contamination or for those sites where we have received confirmed information regarding Anthrax contamination. We will provide screening for employees as we have reason to believe there is possible Anthrax exposure. Employees from affected areas are offered a course of antibiotic treatment based on the screening. We encourage any employee who is experiencing possible symptoms to see their personal physician immediately. The CDC is no longer recommending nasal swabs.

Q. When using automatic letter opening machines, how should they be cleaned to ensure safety?

A. Employees should not use compressed air to clean automatic letter openers or any other incoming mailing equipment. All sites that clean equipment by compressed air, should suspend that activity and should get GM approval to secure a HEPA vacuum. It is not recommended that sites that routinely brush out outgoing mailing machines would be candidates for HEPA vacuums.

Q. Should bleach (or another cleansing substance) be used to sanitize work tables in high volume mail processing areas?

A. Bleach is an acceptable substance to clean and sanitize work tables in high volume mail processing areas. However, one must be very careful when using a powerful substance like bleach.

• The user must ensure there is proper ventilation to dispense potentially hazardous bleach fumes
  
  
• The user must NOT use bleach directly on mail processing equipment
  
  
• The user must NOT allow bleach to come in contact with a mail piece as it will seriously damage the piece

Q. If mail is delivered to my site in large mail bags, what is the safest way to remove the mail from the mail bag?

A. Whenever possible, use mail trays, which keeps envelopes more organized and easier to handle, rather than large mail bags. If mail bags must be used, place the full bag on its side on a table. Then gently remove mail pieces in small amounts. Do not simply turn the bag upside down so mail pours onto the table.

Q. Are antibacterial hand sanitizing gels recommended for employees handling mail?

A. Antibacterial hand sanitizing gels containing isopropyl alcohol is the second choice to hand washing. It should be used only if soap and water is not available. If an employee does use a hand cleanser, he/she should also wash his/her hands at the first opportunity.

Q. What is PBMS' policy on the use of gloves and masks for protection in a mail room?

A. PBMS maintains its policy that gloves can be obtained at the employee's request. The employee should request gloves directly from the on-site Customer Service Manager who, in turn, will contact the ASC in Tampa to obtain the gloves. We are not supplying masks at this time.

Q. Will PBMS be supplying respirators?

A. Yes, but there is much information that needs to be covered about their proper use. The risk of exposure to Anthrax in the mail stream is extremely low. The use of a respirator requires more consideration because of the added stress on a person's respiratory system. Their use would provide an increased level of protection in the unlikely event of an exposure, but usage is voluntary, not mandatory.

Site managers should provide employees respirators upon request. The N95 type respirator is recommended and can be ordered from our vendor Safety Today, Inc. through the ASC in Tampa by managers.

The following recommendations and requirements apply to each site using respiratory protection:

1. An employee's voluntary use of respiratory protection is limited to the N95 type available from our Safety Today supply vendor. NO OTHER TYPE OF RESPIRATOR IS APPROVED AT THIS TIME.
   
   
2. Facial hair obstructs the face-to-respirator seal, causing the respirator to leak, defeating the purpose of wearing a respirator.
   
   
3. Each employee using a respirator voluntarily must receive a copy of VOLUNTARY RESPIRATOR INFORMATION FORM from his/her manager. This form must also be posted in the immediate work area.
   
   
4. Employees must receive, understand and follow all instructions provided by the manufacturer on use, maintenance, cleaning, care and warnings regarding the respirator's limitations.
   
   
5. Under normal conditions, the average useful life of an N95 respirator is approximately 5-days.
   
   
6. Respirators shall not be shared.
   
   
7. Each employee must initial, date and keep track of his or her own respirator.
   
   
8. Respirators come in varying types. For this issue, we are recommending the N95 type.
   
   
9. If an employee experiences breathing discomfort or distress while wearing a respirator, the employee should contact his/her physician. If an employee has a medical condition that would preclude him/her from wearing a respirator, such as emphasima, congestive heart failure, asthma, dermetologic problems of the face or inhaler therapy, he/she should not use a respirator. These employees should be instructed not to wear a respirator until approved by Corporate Medical. Employees can also call 203-356-5115 for a medical assessment.

Q. Are dry wash soaps considered a viable option for hand cleansing when working with mail pieces?

A. No, dry wash soaps are not a viable option, even if they are labeled antibacterial. A hand gel cleanser containing isopropyl alcohol is a safe and acceptable method for cleansing hands when working with mail pieces. The best method is to wash hands with warm, soapy water.

Q. Are there special gloves to use and are they mandatory?

A. Gloves are not mandatory, but we are making them available to employees who request them.

1. The recommended protective glove materials for Anthrax include nitrile or vinyl.
   
   
2. Avoid using latex gloves because of the potential for skin sensitization reactions.
   
   
3. Additional considerations include glove size, thickness, comfort and durability.
   
   
4. Disposable nitrile or vinyl gloves are thin and can be worn alone or under heavy work gloves.
   
   
5. Thin cotton gloves can be worn underneath nitrile or vinyl gloves to prevent skin irritation.
   
   
6. Gloves must be provided in a range of sizes.
   
   
7. Gloves should not be used if they present an additional hazard (e.g., hazard of being caught in machinery).
   
   
8. Gloves must be replaced if they are damaged or visibly worn.
   
   
9. Used or damaged gloves can be disposed of in the normal trash (unless the wearer has come in contact with a suspicious substance - See above section on "How to Handle a Suspicious Package or Letter").
   
   
10. Employees must be given and follow the manufacturer's guidelines on the proper use, limitations and maintenance of the protective gloves.
    
    
11. Hands should be washed with soap and water after gloves are removed, before eating, and when replacing worn or damaged gloves.
    
    
12. For additional protection from skin exposure, employees may use long-sleeve clothing. Aprons and chemical splash goggles are options.
    
    
13. The site manager should provide the gloves at no cost to the employee.

Q. How does one safely remove gloves worn when handling mail pieces?

A. To remove the gloves during work, be careful to minimize the contamination of the wrist and hand. First grip the cuff of one glove and pull it toward the tips of the fingers being careful to turn the glove inside out as you go. While the loosened first glove is still on your hand, grasp the second glove by the cuff and turn it inside out as you pull it toward fingertips. Don't touch the insides of the gloves. Handle them by touching the outsides only. People should wash hands after using the gloves, after handling mail, before eating, before touching hair or face. Gloves should be changed if any hole or rips are apparent.

Q. What is the disposal process for used protective gloves and masks?

A. At this point in time, there is no reason to assume the used PPE (personal protective equipment), as worn by employees at a Pitney Bowes site or PBMS customer location, is contaminated. The equipment provides an increased level of protection from a potential hazard that has not been confirmed to be present in the work environment. A reasonable and appropriate action is to place used gloves and respirators in a plastic bag and tie, or otherwise seal the opening, and dispose in the regular trash.

Q. How do I store my used gloves and respirators in between uses?

A: Consider using a plastic, zip lock bag as a storage device for each. You can place these with your other personal belongings.

Q. Where should we refer PBMS customers interested in finding private companies who conduct environmental testing?

A. Advise customers of the following source for nationwide coverage of indoor air quality and environmental testing services: The American Industrial Hygiene Association AIHA.org located in Arlington, VA. They, in turn, can provide a list of board-certified industrial hygiene consultants in the geographic regions for which the customer may have a need. In areas where postal facilities have been directly affected, we are working with customers to assist their process.

Q: How should we be cleaning mailing equipment?

A: Equipment maintenance and housekeeping procedures should be conducted to control the amount of generated airborne dust. This is especially important when cleaning paper dust associated with incoming mail automated sorting and processing equipment. Minimize airborne dust by:

1. Avoid the use of compressed air when cleaning mail-processing equipment.
   
   
2. Use an industrial vacuum fitted with a HEPA-type filter to first remove paper dust associated with incoming mail processing. This equipment is used in some refurbishing centers and is available through your local industrial supply center.
   
   
3. Avoid dry sweeping and dusting. Instead, use wet cleaning and HEPA vacuum cleaners. This apparatus should be available through your local industrial supply center.