This eBook contains workflows that help any mail center or facility operate during the COVID-19 pandemic
Package and Mail Handling Procedures During COVID-19
FAQs: Q: Should you be worried about COVID-19 being transmitted on mail and packages? A: According to the CDC, there is likely minimal risk of spread from mail/packages that shipped over days or weeks at ambient temperatures (1). While COVID-19 can last up to 24 hours on paper and cardboard products, some studies have found it can last up to 3 days on plastic products (2). Q: Does that mean you should worry about any packages received in plastic bags or bubble wrap? A: No. The concern of this virus traveling on packages was summed up by well by Dr. Amesh A. Adalja, Senior Scholar, Johns Hopkins Center for Health Security: "there's no way that coronavirus could infect a package and no reason to worry. The temperature of the air surrounding the packages and projects during shipping is not considered conducive to viral viability" (3). Q: How do I protect my campus logistics system? A: Ensure your employees are following the CDC guidelines by washing their hands often with hot water and soap for 20+ seconds or using hand sanitizer that contains at least 60% alcohol. You should clean frequently touched surfaces and objects daily (e.g., tables, counter-tops, light switches, doorknobs, cabinet handles, hand trucks/carts, and delivery vehicle interior) using regular household detergent and hot water (4).
1. Social Distancing
Wait for packages/mail to be left a safe distance away before collecting.
2. Wear Gloves
Wear gloves when handling, avoid touching your face.
3. 24-Hour Quarantine
Dedicate an area to quarantine mail and packages received for 24 hours to allow any trace of the virus to die.
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4. Open Outside
Open mail and packages outside to discard of envelopes/packaging before reentering your facility/home.
5. Wash Your Hands
Immediately wash your hands for 20 seconds after the handling of any mail and/or packages.
Works Cited: (1) https://www.cdc.gov/coronavirus/2019-ncov/faq.html (2) https://www.cleveland.com/news/2020/03/coronavirus-update-vi-
***Regardless of your package/mail disinfecting, the CDC and WHO recommends washing your hands for at least 20 seconds, refrain from touching your face, keep informed of shelter in place and social distancing protocols, and stay at home for 14 days if you experience any flu-like symptoms or have come in contact with anyone with these symptoms.***
► 24 Hour Package Quarantine – hold packages in a secured area for 24 hours. Send an email notification/text when the package is loaded into the locker ► Maintain Social Distancing – protect your staff by minimizing human to human contact ► 24/7 Package Access - locker banks accommodate all employee schedules ► Avoid Waiting in Line - receive an email/text containing the locker location and pass code/barcode when your package is ready for pick-up ► Integrate Lockers Into Many Workflows – use intelligent lockers for tech recycle, desk hoteling, print/copy drop-off and delivery to minimize human to human contact
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Advanced Address Forwarding ► 24 Hour Package Quarantine – hold packages in a secured area for 24 hours and then prep them for outbound shipment ► Maintain Receiving Operations – continue to ship and receive packages for your company despite staff working remotely ► Continue Business as Usual – continue to process interoffice shipments and print/copy jobs despite offices being closed
► Centralize Package Retrieval & Shipment Delivery – compare carrier services and select the best, most cost-effective shipping method for required delivery date, destination and package characteristics ► Complete Visibility – easily track shipments with email notifications ► Continue to Meet Delivery Requirements – continue to meet the needs of employees without over spending ► Flexible Look-Ups – track packages based on traveler number or barcode number
Digital Mail ► 24 Hour Mail Quarantine – hold mail in a secured area for 24 hours and then process ► Maintain Mailroom Operations – employees can continue to receive mail despite working remotely (maybe even faster) ► Minimize Physical Contact – give employees the option to scan, pick-up, deliver, or recycle all incoming mail all while maintaining social distancing
► Make Your Users Self-Sufficient – online portal gives users the ability to request temporary workspaces (i.e., desk space, meeting facilities, conference rooms) ► Oversee Workspace Requests – from workspace type down to specific seat, view all incoming requests and make assignments based on social distancing guidelines ► Workspaces Are Equipped & Ready To Use – real-time workspace audits allow you to set-up and sanitize the workspace in-between requesters
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Asset Logistics ► Quickly Request An Asset – remote users can request assets (i.e., desk, lab book, laptop) through an intuitive online portal ► Complete Asset Visibility – asset history is stored so you know who, what, when, and where assets are at any given point ► All your information is in one place – all asset touch-points are stored in the database ► Real-time utilization analysis – generate reports based on when assets expire, need service, or need to be disposed ► Corporate asset forecasting – analyze and recommend purchase and allocation of assets based on workspace reports generated in the Intra platform