Third Branch eNews

The Safety and Security Spotlight returns for its second month as a recurring feature in The Third Branch newsletter. The series highlights practical safety and security guidance for court staff statewide. This month’s Safety and Security Spotlight focuses on mail handling awareness and is provided by the Wisconsin State Capitol Police Court Protection Unit.

Mail continues to be one of the most common avenues for threats directed at courts, judges, and other public officials. While most correspondence received by Wisconsin courthouses is routine, security officials emphasize that every piece of mail should be handled with deliberate awareness.

Mail continues to be one of the most common avenues for threats directed at courts, judges, and other public officials. While most correspondence received by Wisconsin courthouses is routine, security officials emphasize that every piece of mail should be handled with deliberate awareness.

Centralized mail handling

Whenever possible, mail should be received and opened at a central location rather than in chambers or individual offices. Centralized handling limits exposure and allows trained personnel to identify potential concerns early.

Judges’ chambers and other restricted offices should avoid directly receiving unsolicited mail whenever possible. In courthouses with dedicated mailrooms, limiting access to mail-handling areas and ensuring staff are trained in threat recognition are considered best practices. Where screening equipment is available, the Court Protective Unit may assist with screening mail or packages.

Warning signs to watch

Staff should pause before opening mail and conduct a brief visual assessment. Indicators of concern may include excessive or missing postage, handwritten or incomplete addresses, no return address, unusual labeling, threatening language, or other irregular markings.

Physical warning signs can include oily stains, powders, crystallization, protruding wires, excessive tape, rigid or lopsided packaging, crushed or improperly sealed envelopes, or items addressed to someone not expecting mail or to a former employee. An envelope that feels as though it contains something other than paper warrants additional caution.

If something feels unusual, staff are encouraged to trust that instinct and seek guidance.

Safe mail-opening practices

Mail should not be opened while distracted or rushed. Using a letter opener or scissors rather than hands, opening items away from the face and body, and avoiding bending, shaking, or sniffing mail are recommended precautions.

Washing hands after handling mail, particularly bulk or unsolicited items, is advised. Wearing gloves and, where appropriate, a mask and opening mail in a closed area can further reduce exposure. Staff should ensure they have access to a working phone and understand who to contact if concerns arise.

Responding to suspicious mail

If an item appears suspicious, it should not be opened. The item should be isolated, and courthouse security or law enforcement should be notified immediately. Depending on the circumstances, evacuating the immediate area may be appropriate.

Established hazardous material or bomb-threat protocols should be followed, and the incident documented once it is safe to do so.

If a powder or unknown substance is discovered, individuals should avoid touching or attempting to clean it. Fans or HVAC systems near the item should not be activated. Anyone who had direct contact should remain nearby and wash exposed skin with soap and water only while awaiting instructions from emergency responders.

Training and awareness

Mail security should remain part of annual courthouse security refreshers, and new employees should receive guidance during onboarding. Judges and clerks are reminded that routine exposure to mail can create complacency over time.

Security officials note that a single reminder can help prevent a serious incident. Mail and packages often enter courthouses without screening. Slowing down, taking a second look, and reporting anything unusual helps protect everyone working in and visiting Wisconsin’s courts.