Using Barcode Tracking Software to Ensure Mailroom Security
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Strict procedures are being implemented to ensure every process within an organization is secure, including the handling of mail and packages. Learn how leading organizations are using barcode package tracking solutions to safeguard their internal mail stream.
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Using Barcode Tracking Software to Ensure Mailroom Security
- 1. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 Course #: SS259 Title: Using Barcode Tracking Software to Ensure Mail/Distribution Security Scheduled For: Monday, April 29, 2013, Round Five, 2:15-3:15 pm Presented By: Bruce E. Little, Vice President, SCLogic MAILCOM Conference
- 2. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 • Speaker Background • Typical Mailroom Safeguards • How a Tracking Solution Can Ensure Safeguards are Met • Secure Software • Organization Examples Agenda
- 3. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 • 20+ Years in software and mailing industry • Joined SCLogic in 1999 • Tireless advocate for improving accountability and leveraging technology Speaker Background
- 4. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 • Bomb Detection • X-Ray • K-9 Unit • Safe Air Room • Surveillance Cameras • Chemical Detection • Notification & Confirmation Typical Mailroom Safeguards
- 5. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 • Statuses • Flag Feature • Item Variables • Physical Location Scans • Signatures • Email/Text Notifications • Image Capture • Visitor Tracking Tracking Solution
- 6. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 • Statuses • Flag Feature Tracking Solution
- 7. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 • Item Variables • Physical Location Scans • Signatures Tracking Solution
- 8. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 • Email/Text Notifications • Image Capture • Visitor Tracking Tracking Solution
- 9. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 All Solutions Today Must Offer End-to-End Security • Desktop and Database Security – Session application layering vs. local security – Multiple authentication methods – Data-in-transit should already be secure in today’s organizations – IT will demand certain minimums • Mobile Devices – Data-at-rest vs. data-in-transit security – Protection against stolen and rogue devices Secure Software
- 10. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 University Example • Hazardous materials storage • Hazardous materials removal • Item variables • Custom reports
- 11. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 • Receive packages at an off-site location • Inspected for hazardous materials • Pick-up via mobile devices Corporation Examples
- 12. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 • Receive packages at an off-site location • Physical quarantine area • Enforce business rules • Email notifications Government Examples
- 13. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 Questions • It’s all about leveraging technology
- 14. MAILCOM 2013 - Atlantic City, NJ. - April 28-May 1 Speaker Contact Information • Bruce E. Little • Vice President, SCLogic • Phone: 1.888.700.7027
Editor's Notes
- Colorado State University at Boulder: Hazardous Materials transportation/documentation. They transport both HazMats non-HazMat materials. We created an extended relationship that when they enter a particular stored value into an Item Variable it automatically populates several other fields and designates whether the item is a HazMat item or not. They use Intra to track the movement of all transported goods, but also have a customized Crystal Report that generates a shipping form that is keyed off the HazMat Item Variable, which meets US DOT regulations. The form contains the type of HazMat, class, weight, etc. for those regulations. Additionally, they run a Crystal Report we created which provides them data on the numbers of items they transport (hazardous or not) and gives them totals on weights of all items transported each month, in addition to other reporting areas.
- Since 9-11, many financial institution have started receiving packages at an offsite location. They are inspected/scanned for hazardous materials. Once cleared, they are picked up by an internal carrier and then sent out for delivery. The use of the mobile devices makes this step possible.
- All packages are received at an offsite location where they are inspected, x-rayed, etc. They go through a physical quarantine area before they are released to be “sorted.” Packages cannot be sorted until they have been through this process. Packages are given a different colored label to prove that they have been through the quarantine area (business rules). If recipients receive a package without a notification email/text they are able to check the color of the label to tell if it has been properly processed. They call also call to check the status of the package to make sure it meets all regulations set in place.