A.05.01 Mail and Delivery Access

Procedure Standard

The management of mail to and from prisoners meets legal requirements

Requirements:

R1 Mail Between Prisoners & Official Agencies, Mail between Prisoners & Members of Parliament & Mail between Prisoners and their Legal Advisers
R2 Restrictions: Opening, Reading, Withholding & Copying Mail
R3 Collection and Distribution of Mail (Local Procedure).

Procedures

Reasonable quantities of materials for writing letters must be readily available to prisoners.
The prison must pay the postage of up to 3 standard letters per week sent by each prisoner within New Zealand. The prison may pay the postage of any mail sent by a prisoner in excess of this limit if the manager of the prison so decides.
The prison must pay the postage for up to 3 standard letters per week sent by a prisoner to an Inspector or an Ombudsman. The prison may pay the postage of any mail sent by a prisoner in excess of this limit if the manager of the prison so decides.
Each prison has written procedures on the collection and delivery of mail, access to withheld or duplicated mail, and a record of withheld or duplicated mail.
Prisoners' inward and outward mail is collected, held securely and distributed each working day in accordance with local procedures.
Any mail to or from a prisoner that is to be opened or examined must be opened or examined by an officer authorised by the Prison Manager in the presence of one other authorised officer.
Gloves are to be worn by staff when opening mail.
Do not shake or empty content of envelopes or packages.
Articles enclosed with mail are dealt with according to the relevant procedures for prisoner property and trust accounts, including recording phone cards in the inward remittance book, and prisoners are informed of any enclosures.
A decision to read, withhold and or copy a prisoner’s inward or outward mail is made by the Prison Manager where there is justification in accordance with the requirements. (A.05.01.R2).
Prisoners are informed when their mail is withheld, unless it is to be forwarded to the Police, and withheld items are placed with the prisoner’s property then either returned to the sender, or disposed of in the same manner as exhibits.
Access to withheld or duplicated mail is approved by the relevant officer and permitted only to those with bona fide reasons for access.

Procedure for dealing with bio security risk items received through the mail

If mail is received into prison which contains items that could be considered a bio security risk other than potential high level biological or chemical threats, then the package is to be immediately resealed (no items are to be removed) and double bagged in two plastic bags and taped securely closed.
Ministry of Agriculture and Fisheries must be contacted on the 0800 80 99 66, and report the findings, they will provide instructions on what to do next.
The area immediately around the item is to be cleaned with a strong disinfectant to eliminate any contaminants that may have fallen from the package.
The bio security risk item is to be entered onto the Prisoner property register stating that MAF will collect the item on a specified date and destroyed.
The item will be placed in a secure location within the Property office or mail room until it is uplifted by a MAF officer.
The prisoner is to be notified that the package has been confiscated by MAF bio security for environmental concerns and will be destroyed. (Note: If the Police are confiscating the item then the prisoner will not be informed that it is being withheld).
When MAF confirm a pickup date and time, notify the Gate House staff so they can contact the Property / Administration Office when the MAF officer arrives on site to uplift the package.
Printout the completed property item report form for the MAF officer to sign to acknowledge receipt of the item to be destroyed.
The completed Property item report to be placed on the prisoner’s file.
If mail is received into prison that could be considered a biological or chemical threat, then the Prison Manager and the Police must be contacted.
If the envelope or package has yet to be opened, then place the envelope or package into a plastic bag (double bagged) along with the protective gloves that the person handling the package is wearing.
If the package has already been opened and possible biological or chemical substances are suspected, then follow the same procedures for unopened envelopes or packages.
If the content of package is spilled then don’t clean up or wipe the spilt contents.
Evacuate the immediate area which may only require the room to be cleared and secured.
If applicable, turn off air conditioning in the room/building.
Any article of clothing that may come into contact are to be placed into a plastic bag.
Jumpsuit (Overalls) to be provided if required to remove all personal clothing.
Any part of the body that comes into contact will need to be washed with soap and hot water.
Seek medical attention and return home if approved by the Manager.

Procedure implemented for dealing with possible high level biological or chemical substances received through the mail: (i.e. Cyanide, Anthrax).

Gloves are to be worn when opening mail. If you suspect a letter or package is suspicious prior to opening it then:

Place the envelope or package into two plastic bags (double bagged).
Place protective gloves that you are wearing into the same bags, tape the bag securely closed and wash any part of your body that has come into contact with the envelope or package.
Contact your manager to report findings and call the Police.

If you are dealing with a suspicious letter or package that you have already opened then:

Use the same procedures for unopened letters and packages (above), and also:
Place opened letter/package into two plastic bags (double bagged). Contact your manager and the Police.
If contents spilled then don't clean up or wipe spilt contents.
Clear everyone from the area and switch off air conditioning if applicable.
Wash hands with soap and hot water.
If contents have spilt on clothing then change into a jump suit which should be provided in places where mail is opened on a regular basis.
Place clothing into a plastic bag for analysis, shower with soap and water.
Seek medical attention if required and return home.

Key Roles and Responsibilities

Prison Manager

Authorises Mail Procedures A.05.02 (local).
Authorises officers to open and read mail.
Approves reading, withholding and duplicating of mail.
Makes rules relating to electronic messages to and from prisoners.

Officer Authorised by the Prison Manager

Documents all read, withheld or duplicated mail.
Authorises required access to withheld or duplicated mail.

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