Records Management Association of Australasia (RMAA) highlights the importance of enforced records management procedures and skilled staff

In light of the recent  and unprovoked Biological attack  on the Indonesian embassy  in the ACT, the Records Management Association of Australasia (RMAA)  wishes to highlight the importance of  enforced records  management  procedures and skilled staff  particularly at the first point of contact for an organisation at its mail processing .    It is crucial that organisations should have policies and procedures in place relating to how mail should be handled and in the event of possible tampering the processes that should be undertaken to reduce the risk to personnel. Complacency, poor or no procedures and a lack of trained records management staff will mean organisations are at risk to this type and severity of threat.

Safety Guidelines

 As a minimum, the following safety guidelines should be  documented and practiced by all staff opening the mail in effort to reduce the risks associated with an anthrax or similar biological attack as perpetrated against the Indonesian Embassy and its staff :

1. OPEN mail in preferably a self contained room.

2. WEAR plastic or surgical gloves whilst opening the mail.

3. DO NOT SHAKE or empty the contents of any suspicious envelope or package.

4. PLACE the envelope or package in a plastic bag or some other type of container (which has no holes) to prevent leakage of contents. Seal the bag or container and put it in an outer plastic bag and seal it. A plastic bag can be sealed by twisting and knotting it - test it first.

5. If you do not have any container, then COVER the envelope or package with anything (e.g., clothing, paper, rubbish bin, etc.) and do not remove this cover.

6. Then LEAVE the room and CLOSE the door, or section off the area to prevent others from entering (i.e., keep others away).

7. WASH your hands with soap and water to prevent spreading any powder, dust, or other contents to your face.

8. What to do next…

• If you are at HOME, you must immediately report the incident to the local police.
• If you are at WORK, then notify your supervisor and report the incident to local police.

9.     LIST all people who were in the room or area when this suspicious letter or package was recognised. Give this list to both the local health authorities and police for follow-up medical investigations and advice.

In the event an ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE

1. DO NOT try to CLEAN UP the powder. COVER the spilled contents immediately with anything (e.g., clothing, paper, rubbish bin, etc.) and do not remove this cover!

2. Turn off local fans or ventilation units in the area.

3. SHUT down air conditioning handling system in the building, if possible.

4. Then LEAVE the room and CLOSE the door, or section off the area to prevent others from entering (i.e., keep others away).

5. WASH your hands with soap and water to prevent spreading any powder to your face.

6. What to do next…

• If you are at HOME, you must immediately report the incident to the local police.
• If you are at WORK, then notify your supervisor and report the incident to local police.

7. REMOVE contaminated clothing as soon as possible and place in a plastic bag, or some other container that can be sealed. This clothing bag should be given to the emergency responders for proper handling.

8. SHOWER with soap and water as soon as possible. Do Not Use Bleach Or Other Disinfectant On Your Skin.

9. LIST all people who were in the room or area when this suspicious letter or package was recognised. Give this list to both the local health authorities and police for follow-up medical investigations and advice. 

 

Kemal Hasandedic

National Vice President
Records Management Association of Australasia