Health & Safety Guidance

Health & Safety Guidance

London Borough of

Tower Hamlets

Corporate Safety &

Civil Protection Unit

Guidance Note:

FOR DEALING

WITH SUSPECTED CHEMICAL OR BIOLOGICAL THREATS RECEIVED VIA THE POST

CONTENTS

  1. INTRODUCTION
  1. MESSAGE FROM THE HEALTH & SAFETY EXECUTIVE
  1. HANDLING AND OPENING MAIL - WHAT TO LOOK FOR
  1. IF YOU HAVE SERIOUS CONCERNS OR DOUBTS ABOUT THE ENVELOPE OR PACKAGE
  1. WHAT TO DO IF YOU BELIEVE THAT ONCE OPENED, THE LETTER OR PACKAGE CONTAINTS A CONTAMINANT (OR AN EXPLOSIVE DEVICE).
  1. WHAT TO DO IF YOU FIND A SUSPECT ENVELOPE OR PACKAGE OUTSIDE THE BUILDING:
  1. WHAT TO DO IF YOU BELIEVE YOU HAVE BEEN EXPOSED TO A BIOLOGICAL / CHEMICAL SUBSTANCE:
  1. MANAGERS DUTIES (CONTINGENCY PLANS & RISK ASSESSMENTS):

1.INTRODUCTION

1.1 The following guidance is based on the latest government guidance on dealing with suspected biological and chemical threats by post. The guidance is also based on the experience gained following actual incidents involving suspect mail in Council buildings. The Corporate Safety and Civil Protection Unit acknowledges the Health & Safety Executive as the authoritative source of the majority of the information used in this guidance.

1.2 The guidance has been prepared to assist line managers who as part of their duties, line manage staff who open mail. Managers must ensure that they need to complete a formal written risk-assessment for the activity or activities. Please note, this guidance is not a substitute for completing a formal, written risk assessment, but is intended to assist managers in completing them.

1.3 Further advice and guidance on completing risk assessments can be obtained from your Directorate Safety Advisor, or the Corporate Safety and Civil Protection Unit. The Corporate Safety & Civil Protection Unit can be contacted on 020 7364 4171 / 4291.

2.MESSAGE FROM THE HEALTH & SAFETY EXECUTIVE

2.1 The Government does not believe that the overall level of threat to UK businesses has increased following the heightened levels of terrorist threat that exists throughout the world post September 11th. However, all employers should be aware that they should take simple, practical steps to ensure that suitable arrangements are in place to prevent employees exposure to any suspected chemical (e.g. harmful, corrosive or irritant substance) or biological (e.g. anthrax) source that could possibly be received via the post.

3.HANDLING OR OPENING MAIL - WHAT TO LOOK FOR

In general be aware of the following:

3.1 Look out for suspicious envelopes or packages - see below for some of the things that might trigger suspicion.

3.2 If possible, open all mail with a letter opener or by hand (see also Section 4), this is least likely to disturb the contents of the envelope or package. If an automatic opening machine is used, post should be carefully examined by hand before being placed in the machine. Any suspicious letters or packages which appear unusually bulky, or appear to contain substances that move or shift inside the envelope or package when the envelope is carefully examined, should be placed to one side and then opened very carefully by hand.

3.3 Opening suspicious envelopes or packages by hand:

  • Before opening any mail by hand you should ensure that you are wearing disposable gloves.
  • Any suspicious envelopes or package should be opened directly inside a container with a lid so that it can be sealed if necessary. In the event that the envelope or package can be seen to contain a substance, the envelope or package should be left inside the container and the container sealed to reduce any further spread of the suspected contaminant. A clear plastic container, rectangular in shape, of sufficient size and depth, with a lid that can be sealed, should be provided for this. This type of container is widely available from all good hardware and household goods shops.
  • Open the envelope or package with the minimum amount of movement.
  • Do not blow into the envelope or package.
  • If a substance is seen to be present inside the envelope or package, do not shake or pour out the contents.
  • Keep your hands away from your nose or mouth whilst opening the mail.
  • In the event that a suspected contaminant is found in the envelope or package, place the mail inside the container, carefully remove your disposable gloves and place alongside the mail and seal the mail and gloves within the box. You should then immediately alert your manager.

4.IF YOU HAVE SERIOUS CONCERNS OR DOUBTS ABOUT THE ENVELOPE OR PACKAGE

4.1 IF YOU HAVE ANY DOUBT ABOUT AN ENVELOPE OR PACKAGE, DO NOT TOUCH IT; MOVE IT, OR OPEN IT! IMMEDIATELY INFORM YOUR LINE MANAGER OR SUPERVISOR, WHO WILL THEN CALL THE POLICE USING THE 999 TELEPHONE SYSTEM.

4.2 Indications that might trigger suspicion:

  • Discolouration of the envelope or package, crystals on surface, strange odours, oily stains, or the smell of machine oil (in the event of the receipt of a suspected explosive device - see Corporate Safety & Civil Protection Unit Guidance on ‘Dealing with Terrorist Threats’ 2005 edition).
  • Envelope or package covered with powder, or a powder-like residue.
  • Excessive tape or string around the package
  • Home made envelopes, or packaging materials
  • Unusual size or weight of the envelope or package to those normally received.
  • Lop-sided, or oddly shaped envelope or package.
  • Postmark that does not match the return address.
  • An unusual use of a restrictive endorsement-such as envelopes or packages received that are addressed as ‘personal’ or ‘private and confidential’, which normally would not be the case.
  • Excessive postage on the envelope or package (too many stamps etc.)
  • Hand-written, block-printed, or poorly-typed addresses
  • Incorrect address, or personal titles, or department title.
  • Title, but no name
  • Misspellings of common words
  • No return address
  • Addressed to an individual no longer with the organisation.
  • Visible wiring inside the envelope or package
  • Envelope or package is unusually heavy
  • Envelope or package has rigid contents inside.

5. GENERAL MAIL HANDLING-WHAT TO DO IF YOU BELIEVE THAT YOU HAVE RECEIVED A CONTAMINATED PACKAGE (INCLUDING LINE MANAGER’S / SUPERVISORS DUTIES):

5.1General: Do not touch or disturb the envelope / package or its contents any further, or move it to another location. Place the envelope or package inside the container available, remove your disposable gloves, and place your gloves inside the container beside the package. Place the lid on the container and seal the container to reduce any further airborne spread of the substance or contaminant. Leave the room and shut the door. Report the matter immediately to your line manager or supervisor, who will notify the Police immediately using the 999-telephone system. The line manager supervisor must comply with any instructions given by the Police.

5.2 Suspected harmful Substances or contaminants: In the event of a receiving a suspected harmful substance, the line manager / supervisor will ensure, so far as is practicable, that staff remain calm and stay inside the outer room until Police arrive and investigate.

5.3 Suspected postal bombs: In the event of receiving a suspected postal bomb, leave the envelope or package inside the room, close the door and notify your line manager, who will notify the Police and act on any instructions given. On the advice of the Police, you may need to evacuate the office or area (see the more comprehensive Corporate Safety & Civil Protection Unit guidance on ‘Dealing with Terrorist Threats’ 2005 edition). The line manager supervisor will then inform the premise facilities manager of the incident. The Premises Manager will evacuate the premises, but only if instructed to do so by the Police. In the event of an evacuation, staff should be instructed to assemble a safe distance well away from the premises (see Corporate Safety & Civil Protection Unit Guidance on ‘Dealing with Terrorist Threats’ 2005 edition).

5.4 Suspected harmful substances or contaminants: The line manager / supervisor will ensure that as part of the evacuation routine, windows and doors are closed to the room where the post is opened and that any localised extractor fans installed in the room or area are also switched-off.

5.5 Suspected harmful substances or contaminants: The line manager / supervisor must ensure that his / her staff keep together and remain separate from other persons on the floor or area to prevent any possible spread of the contaminant via personal contact.

5.6 Suspected harmful substances or contaminants: The line manager / supervisor must then immediately notify the building / facilities manager, who will IMMEDIATELY ARRANGE FOR THE AIR-CONDITIONING SYSTEM TO BE SWITCHED OFF, if air conditioning is installed in the building.

5.7 Suspected harmful substances and contaminants:

THE BUILDING / FACILITIES MANAGER SHOULD:

  • Arrange for all fire doors within the building to be closed
  • Arrange for all windows to be closed (if possible).
  • Ensure that any air-conditioning system installed in the room or area has definitely been switched off.
  • If it is suspected that staff in the post room have been exposed to a suspected contaminant, ensure that all other staff are immediately evacuated from the floor or immediate area as soon as possible.
  • Await the arrival of the Police and other emergency services, inform them of the nature of the alert and assist them as required.
  • Report the incident as soon as possible to the Corporate Safety & Civil Protection Unit - telephone: 020 7364 4171 / 4181 / 4291.
  • If there has been a suspected chemical incident ensure that personnel leave the room as quickly as possible. Possible signs that people have been exposed to a chemical substance will be streaming eyes, coughs, irritated skin etc. Seek immediate medical assistance - e.g. phone the London Ambulance Service using the 999-telephone system.
  • Immediately following the incident, complete an accident / incident report form and send a copy to the Corporate Safety & Civil Protection Unit, based on the Ground Floor, Town Hall, Mulberry Place.

6.WHAT TO DO IF YOU FIND A SUSPECT ENVELOPE OR PACKAGE OUTSIDE THE BUILDING

  • Do not touch or move it
  • Inform your building / facilities manager that you have found a suspect package and where it is located.

The building / facilities manager should:

  • Notify the Police immediately using the 999-telephone system.
  • If installed, switch-off the building air conditioning system.
  • Move people away from the hazard and await instructions from the Police or other emergency services.
  • Report the matter to the Corporate Safety & Civil Protection Unit.

7.WHAT TO DO IF YOU BELIEVE YOU HAVE BEEN EXPOSED TO A HARMFUL SUBSTANCE

  • Remain calm
  • Try not to touch your eyes, nose, mouth or any other part of the body
  • Wash your hands with soap and warm water where such facilities are provided, but staff movement outside of areas that can be contained should be avoided as much as possible.
  • Do not eat or drink
  • If eyes are affected, use an emergency eyewash station (if available within the office or location) or fresh tap water.
  • Notify the Police and Ambulance Service immediately using the 999-telephone system.
  • Keep all persons exposed to the substance separate from others and available for medical attention.
  • All other staff / visitors should be directed to assemble at a safe distance from the location of the incident and act on the directions or advice given by the Police and / or the other emergency services.

8.MANAGERS DUTIES (CONTINGENCY PLANS & RISK ASSESSMENTS)

8.1 Consider what arrangements you have in place now and whether your risk assessment needs to be revised in light of this guidance.

8.2 Consider the arrangements currently in place for handling and opening mail and consider what additional arrangements need to be put into place to deal with suspect mail / packages.

8.3 Ensure that your contingency plans and the control measures in the risk assessment are regularly rehearsed and reviewed.

Please Note: Health and safety at work legislation, including the Biological Agents Directive, clearly state that when selecting preventative measures to control risks to workers and others, employers must select from a ‘hierarchy of measures’, these are set out below:

  • The first step is to ensure that departmental risk assessments are reviewed and the control measures for handling incoming mail are scrutinised as part of the assessment. When doing so, consider the possibility, however small, of receiving suspect packages.
  • As part of any contingency planning, you will need to have measures in place to quickly trace a suspect letter or parcel back through the mail handling system. This will enable you to identify anyone in the workplace who may have been exposed to a risk to their health & safety, so they can be examined and treated quickly.
  • When undertaking risk assessments in the workplace and deciding on control measures, you must involve employees and their Trade Union representatives in the risk assessment process. And provide them with relevant information on what the risks are, the steps that have already been taken, and any other action that will be taken to ensure that risks are adequately controlled.

The hierarchy of control measures that need to be considered are:

  • Prevention of exposure (e.g. restricting the number of employees handling and opening incoming mail).
  • Engineering controls, such as filters on machinery and air-extraction systems in the room (if applicable).
  • Good housekeeping measures
  • Lastly, the provision and use of personal protective equipment (PPE)-such as disposable gloves.

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Procedure for dealing with suspected Chemical / biological material received via the post / updated July 2005/CS&CPU/Doc.

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