Physical mail is often overlooked when thinking about information security, yet it remains a vital concern, especially for small businesses that send and receive sensitive information.

The United States Postal Service (USPS) handles about 129.2 billion pieces of mail annually. They mostly deliver that mail to insecure tin boxes along the side of the road, making mail a prime target for theft and fraud.

Here’s how you can safeguard your business mail effectively.

1. Work Hard to Eliminate the Use of Physical Mail. Stop!

• It’s nostalgic (read: naive) to think of a mail carrier putting a stack of confidential papers into an unsecured box and think everyone’s acting on their best behavior not to take them. That’s not how the world works, so get over it: stop using USPS.

• Sending confidential info through the USPS jeopardizes you and your customers. This isn’t to say we can’t trust the USPS; they have a secure process to route mail. However, when mail leaves USPS custody by leaving the mail in a mailbox or on a doorstep, it invites somebody to take it. Stop pretending or lying to yourself. This is a ridiculous practice.

• Anything considered sensitive shouldn’t be sent via USPS, period. Bills, remittances, and checks should move to electronic billing and statement retrieval. Ever. As you can’t guarantee secure delivery, stop using it.

2. Use USPS Secure Services. If you have no other option, opt for secure services like Certified Mail, which provides proof of mailing and delivery, or Registered Mail, which offers the highest level of security with locked containers and chain of custody documentation. These services not only deter theft but also help you track your mail at every step in delivery.

3. Implement a Mail Pickup Routine: If you have no other option, avoid leaving mail in your mailbox overnight. Arrange for mail pickup towards the end of your business day. If possible, personally collect important parcels from your local post office. This minimizes the risk of theft from unmonitored mailboxes.

4. Install a Lockable Mailbox: Again, nostalgia, but if you must own a mailbox, choose a sturdy, lockable mailbox that can be a simple yet effective barrier against mail theft. Ensure it is USPS-approved and placed in a well-lit, visible area to deter potential thieves.

5. Subscribe to a PO Box or Box Service. If you must send and receive physical mail, the smartest option for receiving physical mail is to have your mail delivered to a secure building in a secure box. Your deliveries and mail are looked after and monitored; access is controlled after the USPS delivery occurs.

Again, smart consumers opt for less friction in their lives. Stop receiving anything insecurely. Stop putting yourself and others at risk.

By incorporating these practices, small businesses can significantly enhance the security of their mail and protect themselves from potential losses and fraud.