Scanna makes a case for businesses of all sizes to adopt a multi-layered approach to mail security.

Recent incidents involving improvised postal incendiary devices igniting within the logistics system have emphasised the continued importance of vigilance and robust screening methods for mail and parcels delivered to our businesses and for some, their residences.

This new heightened risk is further complicated by global events like the Middle East conflict, which has raised threat levels for institutions and individuals associated with sensitive political or religious affiliations.

Today’s threats demand a multi-layered mail security approach, combining visual inspection, electronic detection, X-ray imaging and explosive/narcotic trace detection (ETD) to provide thorough screening and response capabilities.  

The costs to businesses from disruption and evacuations due to suspect packages and mail threats can be substantial, both financially and operationally.

Productivity is lost when employees are evacuated or operations are halted resulting in delays affecting workflows, deadlines and output.

Each time a business evacuates for a suspected mail threat or white powder hoax can cost around £10-£20,000 for smaller businesses and more than £50,000 for large businesses for hours lost to productivity, overtime for resuming operations and additional security measures.  

Frequent disruptions can affect a company’s reputation particularly if disruptions are highly publicised which could lead to a loss of customer trust.

Repeated incidents may lead to higher risk associated with the company which could affect general liability and property insurance costs with a single incident adding thousands to annual premiums. 

The modern mail threat landscape  

Mailrooms are no longer simply logistical hubs; they are the first line of defence against a wide array of threats.

The latest data from the US, reveals that fentanyl, in particular, has overtaken the fear of anthrax as a significant risk in the mail.

Fentanyl-laced envelopes have been sent to election offices, religious organisations and corporate headquarters, often as a political statement or a means to intimidate.

This hazardous powder represents a severe health risk to mailroom personnel and recipients, as exposure can lead to serious health effects, including respiratory distress, unconsciousness and, in severe cases, death​.  

High profile campaigns such as those involving the concealed IIDs – Improvised Incendiary devices, containing magnesium hidden within electronic massagers and liquid containers, and introduced legitimately into the DHL system, have brought new focus on mail security screening capabilities and techniques. 

These novel threats underscore how individuals and groups, often ideologically or politically motivated, can easily make use of the postal system to intimidate, harm, or disrupt operations.

Unlike direct physical attacks, mail attacks can bypass traditional security perimeters, reaching corporate offices, government agencies, private residences and symbolic locations like foreign embassies.

The result is a critical need for a multi-layered approach to mail security.  

Investing in proactive measures like mail screening equipment, security protocols and employee training can reduce disruptions to business ultimately saving businesses from the significant financial impact of handling mail threats reactively.  

At the same time, companies need to move beyond basic mail handling procedures to develop comprehensive mail screening programs that protect staff, infrastructure and sensitive information.

For many, this shift requires investments in technology, the adoption of specialised training and clearly defined protocols for isolating and responding to suspicious items.  

Common threats concealed in postal items include improvised explosive devices (IEDs), hazardous biological or chemical agents, incendiaries, offensive materials and booby-trap devices containing sharps and weapons.

These can arrive via traditional mail, courier services, last mile services, or even inter-office delivery.

Unlike co-ordinated physical politically motivated terrorist attacks, mail-based threats are often indiscriminate, random, and targeted toward a far more diverse set of recipients, and posing an almost daily exposure to risk.  

Detecting incendiary devices in packages poses several logistical challenges.

The devices can be cleverly disguised within electronic consumer goods items that are commonplace in today’s world of online shopping and returns, making them hard to distinguish from legitimate items on routine scans.

Some high speed security scanners that are perfect for finding bulk explosives, might not always detect low metal, low density content incendiary components, especially when they are hidden amongst complex electronic parts.   

The need for a multi-layered mail screening approach  

Effective mail security requires multiple layers of screening, where each layer provides unique detection capabilities.

A comprehensive, multi-layered mail screening program should incorporate the following elements:  

• Initial awareness and visual inspection: Awareness is the foundation of mail security. Mailroom staff need to be trained to visually identify suspicious signs, such as unexpected packages, unusual return addresses, or items that emit strange odours. Posters, bulletins and regular briefings can reinforce staff awareness of potential threats and common characteristics of dangerous mail items.  

• Electronic metal detection: Discriminatory metal detection is an effective, non-invasive tool that can identify metallic components such as batteries, circuitry, detonators blades, or other weaponised metallic material hidden within packages. Devices like the Scanmail 10K from Scanna provide mailroom-friendly metal detection solutions will bypass ordinary office metal such as paperclips, staples and spiral binders and help staff detect potentially dangerous objects early in the process. 

• High-resolution X-Ray imaging: X-ray imaging offers a crucial layer of security that allows for the detailed examination of packaged contents without physical contact. Compact X-ray systems, such as the Scanmax 225, provide clear, high-resolution images, enabling operators to detect concealed weapons, explosives and other hazardous items within dense or layered packaging.  

• Conveyor-based screening for high-traffic locations: For multi-tenant buildings or facilities with high mail volumes, conveyor-based X-ray systems provide an efficient solution for centralised, high-throughput screening. By situating these systems at goods in entry points, building management can ensure that all incoming mail undergoes rigorous scrutiny, safeguarding everyone within the premises.  

• Trace detection: Trace equipment is a specialised tool that can identify residues from explosive materials as well as hazardous narcotics such as fentanyl with some dual mode variants. This layer is particularly important in environments threats is high, such as foreign embassies or the residences of high-profile individuals. Trace detectors serve as an added precautionary measure and for swabbing oversized parcels, ensuring thorough screening for a broader range of potential dangers.  

Benefits of a multi-layered approach  

The integration of these technologies within a multi-layered approach provides significant benefits:  

• Increased detection accuracy: Multiple layers help reduce the risk of missing potential threats, as each layer addresses different types of hazards, from metallic items to chemical residues.  

• Reduced overreaction and panic: By implementing robust security protocols, businesses can avoid unnecessary evacuations or costly disruptions due to suspicious items. A well-trained team, supported by reliable detection tools, can quickly differentiate between genuine threats and false alarms, minimising fear and maintaining productivity.  

• Improved morale and confidence: Visible security measures reassure employees that their safety is a priority, helping to reduce stress and build trust within the organisation. In high-profile environments like embassies or corporate headquarters, a secure mailroom also serves as a visible demonstration of the organisation’s commitment to staff welfare.  

AI automated detection technology  

New advancements in the x-ray technology sector is AI detection software which can be trained to detect a range of threat items within screened items. There are number of ways that AI will be able to help in detecting suspicious mail in the future including:  

• Image recognition: AI algorithms can be trained on images from X-ray scans to identify unusual shapes, densities, or materials that may indicate a threat, such as explosives, sharp objects, or suspicious powders.  

• Pattern recognition: AI can analyse data to detect patterns associated with threats, such as envelope weight, size, shape, or labelling that matches known suspicious profiles. 

• Behavioural and anomaly detection: AI can analyse factors like sender and recipient addresses, postal markings and weight-to-volume ratios. If the characteristics deviate from normal postal traffic, the AI could flag the item for further inspection. 

• Real-time threat updates: AI could be adapted to integrate with databases of known threats and continuously update profiles based on the latest intelligence. This would allow the x-ray systems to respond dynamically to new types of threats, evolving their detection criteria as new trends emerge.  

• Automated response and escalation: AI can prioritise the risk level of suspicious packages based on certain criteria and automatically alert security teams, ensuring faster response times.  

The first line of defence  

In a world where mail-based threats are escalating, the mailroom must transform from a simple operational unit to a well-equipped, security-focused frontline defence.

A multi-layered approach, combined with robust isolation and emergency protocols, will empower mailroom staff to identify and manage risks effectively.

This type of proactive stance is essential for enhancing the safety of employees but also bolsters organisational resilience, ensuring business continuity and operational stability, in the face of the evolving threat picture.  

This article was originally published in the December Edition of Security Journal UK. To read your FREE digital edition, click here.