Jason Wakefield, Sales Director, Todd Research discusses how advanced mail screening technology, training and procedures are essential to keeping organisations secure in today’s fast-paced threat landscape.
In today’s fast-paced security environment, the mailroom needs more attention.
While much of the focus is on digital threats, physical mail still requires careful handling to maintain smooth and secure operations.
At Todd Research, we’ve spent decades helping organisations strengthen their mail-handling processes, using proven screening solutions to ensure that every envelope and parcel is managed efficiently and responsibly.
Even with the rise of email and cloud-based communication, millions of physical letters and packages continue to be sent and processed every day.
The reliability and widespread use of the postal system means that organisations handle a variety of mail daily, from routine correspondence to important parcels.
While most mail is harmless, implementing mail screening helps organisations manage potential risks efficiently and maintain smooth operations.
Whether for government offices, corporate environments, or research facilities, having the right screening processes in place ensures both staff and property are well-protected and workflows remain uninterrupted.
Before implementing screening measures, organisations should carry out a thorough threat and risk assessment.
This involves evaluating the volume and types of mail received, identifying sources that may require closer attention and assessing the overall importance and sensitivity of the site.
Different organisations have varying levels of exposure and priorities, which should guide the design of their mail screening processes.
When planning mail screening, organisations must consider practical factors such as available space, staffing levels and workflow.
These considerations determine the type and scale of X-ray screening that can be implemented.
Todd Research offers flexible X-ray solutions designed to fit a variety of operational environments, ensuring efficient and effective mail inspection regardless of space or staffing constraints.
Modern mail screening depends on a layered approach, combining technology, process and human oversight.
At Todd Research, our range of cabinet X-ray scanners – including the TR15 and TR40 series – provide fast, reliable imaging for a wide variety of mail types.
These systems are designed to detect concealed threats such as weapons, powders, batteries or electronic components without opening the package.
Advanced features like Enhanced Powder Detection (EPD) enable operators to identify powdered substances and provide a heightened ability to identify potential threats from powder-based elements.
High-resolution touch-screen interfaces and image-enhancement tools make interpretation intuitive, even for less experienced staff.
Importantly, our systems comply with the Ionising Radiation Regulations (IRR2017), ensuring the highest standards of radiation safety while maintaining excellent performance.
In addition to X-ray screening, many organisations enhance their mail security by incorporating explosive trace detection (ETD) technology.
This additional layer of protection offers a greater defence against explosive materials for any larger parcels that may not be fit inside an x-ray machine.
By combining these complementary screening methods, organisations can greatly improve their ability to detect and intercept potential dangers before they reach their destination.
Technology is only one part of the equation. The effectiveness of any mail screening operation depends heavily on well-trained personnel.
Operators must understand not only how to use the equipment, but also how to identify suspicious indicators before items reach the scanner.
Training should include:
Todd Research provides postal screening training aligned with CPNI and PAS97 standards, ensuring operators are fully equipped to respond correctly and confidently.
Regular refresher courses help sustain vigilance and proficiency over time.
Every mailroom needs clearly defined standard operating procedures (SOPs) to guide staff.
These should cover calibration of scanners, an audit trail of screened items, quarantine area of suspect packages and tested communication protocols with security and emergency services.
Equally important is maintaining accurate records of scans for at least 12 months, operator sessions and incidents.
This traceability also allows organisations to analyse trends and continually improve.
Implementing mail screening can seem daunting, especially for organisations new to it.
Common challenges include limited space, high mail volumes or concerns about cost.
Fortunately, compact scanners such as the TR15 and modular workflows make it possible to establish effective screening even in small mailrooms.
An effective mail screening programme should be reviewed and refined regularly.
Tracking key performance indicators – such as throughput, false alarm rates such as TIP on the new TR15 CT5 and incident response times – helps measure effectiveness.
Conducting mock drills and unannounced tests ensures staff remain alert and procedures stay relevant.
Technology should continue to evolve alongside new security challenges.
When available, software updates help keep systems current and effective, while regular servicing of the x-ray scanner ensures equipment maintains optimal performance.
Periodic audits also help confirm that processes remain compliant and reliable.
Todd Research supports customers beyond the point of purchase, offering maintenance, servicing and technical assistance to ensure every screening solution continues to operate safely and efficiently.
Mail screening is about prevention, not reaction.
A single unchecked item can disrupt operations, cause injury or damage reputation.
By investing in the right equipment, training and processes, organisations create a secure, efficient mail-handling environment that protects employees and maintains business continuity.
At Todd Research, our mission is simple: To make mailrooms safer.
From compact X-ray scanners to comprehensive operator training, we support organisations in every sector to identify risks early and act with confidence.
This article was originally published in the December edition of Security Journal UK. To read your FREE digital edition, clickhere.
