CHRISTMAS ARRANGEMENTS 2008 - HEALTH & SAFETY ASPECTS:

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LTB 916/08 MATERIALS HANDLING CONTAINERISATION UPDATE & CHRISTMAS ARRANGEMENTS 2008 - HEALTH & SAFETY ASPECTS:

No. 916/08


Ref C25


Date: 25 November 2008



To: All Postal Branches





Dear Colleagues



MATERIALS HANDLING CONTAINERISATION UPDATE & CHRISTMAS ARRANGEMENTS 2008 - HEALTH & SAFETY ASPECTS:

Further to our previous reports, below is a summary update on MH containerisation arrangements for the 2008 Christmas period. The contents of this LTB have been discussed and agreed with Royal Mail HQ, Central Postal Control:-

1. York Containers

Royal Mail have purchased an additional 28,700 new York Containers and 22,000 Yorks were held in storage. To date, 12,800 stored Yorks and 6,125 new Yorks have been released into the Network. A total of over 50,000 units will have been released into the system by Christmas. Royal Mail will be looking for Yorks to be filled with the maximum 7 layers of 4 trays (28 Max), wherever possible subject to safe systems of work, weight constraints of the Container and subsequently the vehicle weight limits on to which they will be loaded so as to comply with Safe Systems of Work and Road Traffic Act Legislation. York Containers primarily carry mainly trays, mailbags and packets in ALP (Auto-Level Packet) Sleeves. They do have other uses, referred to below.

Included in the purchase are 25,700 of the 'new design' lighter York Containers. These are 10kg lighter than the Mk1 & Mk2 Yorks. A detailed description and photographs of the new design “lightweight” York Container can be seen attached (Appendix 1.). Information is also available on the Royal Mail News section of the RM Intranet.

2. RSCs (Rigid Steel/Stackable Cage/ Containers)

Due to the massive increase in the price of steel, Royal Mail have not purchased any additional RSC Containers but have purchased an increased number of cardboard RSCs instead and targeted the recovery of misused RSCs. 2,300 were held in storage and to date 1,667 have already been released. RSCs must on no account be despatched to delivery offices. Mail centres have been instructed to send RSCs back to the RDCs immediately they are emptied on the next available service and NOT hold on to them.

RSCs (Rigid Steel/Stackable Cage/ Containers) - Were originally designed for mailbags. However, RSCs have become carrier of "all and sundry" if there is not enough Yorks. The RSCs SSOW states that RSCs with fully removable gates in good repair can be used for the following loads: mailbags, trays, strapped bundles, stackable, bulky light packets/parcels, and boxes. RSCs are unsuitable and not designed for sorting loose loaded flats and packets from them. This results in bad Manual Handling practice. Royal Mail's own Ergonomists have concluded that RSCs are not suitable to sort loose items from.

RSCs were not originally intended to go inside mail centres and delivery offices and are primarily for the Distribution Centres network and warehouse environments where there is sufficient space and risk assessment and Safe Systems of Work requirements apply in respect of workplace transport hazards from FLTs and crush hazards etc and specific PPE Regulations requirements also apply e.g. high visibility clothing and protective footwear. RSCs may only be used risk controlled working environments as per the Safe Systems of Work.

3. Tray Dollies

Tray Dollies have been used for transporting trayed Mail between Mail Centres and Delivery Offices. 9,300 have been purchased in the last two years as they had the potential of freeing up thousands of Yorks and saving space in Offices.

* The Tray Dolly is a metal framed wheeled ‘dolly’ or platform designed to carry Royal Mail Letter Trays - up to 28 full trays of Mail.
* They may be used for: 1. Trayed Mail flows from MCs to Dos, 2. Trayed Mail between MC indoor areas such as CFC to Mech / Manual areas, 3. Storage of 2C Mail to alleviate Yorks and 4. Specific customer collection from Mail Centres and RDCs.
* They may NOT be used for rail or road flows other than between an MC and it’s DOs and a few specific customers (which may feed into MCs or RDCs.)
* Mixed vehicle loads of Yorks and Tray Dollies are allowed.

The Tray Dolly national trials proved to be very productive with a number of issues being identified following feedback which in turn lead to modifications and design improvements which have included things such as a new version lid and new securing mechanism and this also enables stacking. A new retracting steel cable securing system, improved brakes. Improved handle which locks on both sides rather than just one and a simpler, safer and effortless release system. A handle carrier device to carry and transport spare Dolly handles was also designed.

A number of offices have been using the Tray Dolly for various operations and returned favourable reports whilst other offices have preferred alternative equipment. Tray Dollies are currently in use at around 18 mail centres and their delivery offices.

Other sites may use the Tray Dolly in the future. On the basis of assurances given by Royal Mail we are now happy for offices to introduce them on the basis of mail centre managers discussing with our ASRs proposals to use the Tray Dollies locally, ensuring suitability, subject to full ASR involvement, application of the Safe System Of Work, training of staff operating the equipment and joint monitoring of the equipment's performance on the selected operations and cessation if not suitable.


4. Cardboard RSCs

As reported in LTB 632/05 and successfully utilised during Christmas pressure in 2005, 2006 and 2007, Cardboard RSCs were introduced to provide additional storage for Mailsort Christmas deferred mailings, empty bags and empty trays. These are used primarily in the RDC Network over the Christmas period and are being introduced for the storage of empty bags, empty trays and Mailsort 3 Christmas deferred mailing items during the Christmas pressure period. They will subsequently be sent out to mail centres with the deferred mail.

Royal Mail amended the Safe System of Work (SSOW) for the Cardboard RSC last year to show usage at customer premises. In essence, these will only be used to supply customers mainly during Xmas pressure periods and only with customers who have sufficient inside storage to protect the RSCs, and only for bagged mails. (The SSOW is available separately)

In view of the increase in the price of steel, 20,000 Cardboard RSCs have been purchased and are being introduced to the Network this year, plus existing units released from storage. They are intended to successfully fill a gap in the current system and supplement the existing stock of steel RSCs.

These are folding, heavy duty cardboard based containers with the base fixed to a standard wooden pallet.

Cardboard RSCs are supplied as an additional container during the Christmas peak period and intended:

* For use for Deferred Mailings during the Christmas peak period.
* For use anywhere in Royal Mail’s network and at customer premises.
* For storage of empty bags and trays to release RSCs into the network.
* For conveyance of empty Bags to customers.
* For empty Bags, empty Trays and Bags of Mail.

Cardboard RSCs are intended to be:

* A reusable container
* Used indoors and in the RDC network, but NOT for external storage where they may get wet.
* Folded flat when being stored empty.

Cardboard RSCs are:

* NOT compatible with the standard Steel RSC and must not be stacked with any other container type.
* NOT to be used for Bundled / strapexed mail, Trayed Mail, loose packets or any heavy items.

Cardboard RSCs are produced by 2 different suppliers, 'DS Smith' and 'Boxes & Packaging'. They are constructed of triple ply corrugated cardboard and are approx 1.2m wide x 1m deep x 950mm High. They consist of 3 parts: A cardboard tray mounted on a standard 1200 x 1000 mm wooden pallet. A folding sleeve which folds to fit inside the base tray and can be assembled to construct the Pallet Box. A Cardboard lid which fits over the sleeve when assembled and over the Base Tray when the sleeve is folded flat inside the Base Tray. They have a carrying capacity of 650kg as a single or double stack. The Approx weight filled with empty trays 85 kg - filled with bags of mail 340 kg.

Cardboard RSCs may only be stacked as follows:

* 3 high when assembled and loaded with empty bags and empty trays.
* 2 high when assembled and loaded with mail.
* IF IN DOUBT OF THE CONTENTS - ONLY STACK 2 HIGH.
* 10 high when delivered new, strapped and unused.
* 8 high when empty and folded flat.

Cardboard RSCs may be moved by:

* MHE stacked 2 high assembled and 8 high when empty and folded flat.
* Using a Forklift, a Powered or a Hand Pallet Lifter.

Cardboard RSCs may be secured and moved by vehicle.

Version 7 of the Cardboard RSC is the current version and a copy is attached as (Appendix 2.) (This is currently being reviewed and an update will be issued to Branches and Safety Reps in due course).

5. Hired Rental Roll Cages for Mail Storage

Further to LTBs 838/06 and 840/06, a supermarket type "Rental Roll Cage" with the same intention as Cardboard RSCs has been arranged by Royal Mail Group Procurement Operational Equipment Team from companies "J W Boylin" and “K Hartwall”.

* There are two main types - 'Full Security' with lid and lockable door and 'Non Full Security'.
* They are fitted with 2 front independent foot operated castor brakes.
* Risk assessments have been carried out and Safe Systems of Work documents are available for each type of cage (These will be circulated separately).
* All units are to be off hired and returned to the supplier after the Christmas period.

These containers are:

* NOT for network use and may
* NOT be used for mail - except for static storage of mail to release Yorks, and must
* NOT be used for transporting items by road or rail.

They are a basic low-cost solution to on-site storage needs during the Christmas pressure period to enable Royal Mail York roll cages to be freed up for the Network.

6. York Container - Cardboard Sleeves

I can report to Branches and Safety Reps that Royal Mail Letters have reaffirmed the agreed policy that Cardboard Sleeves remain withdrawn from "general use" and instructions have once again been issued to area general managers and mail centre managers to act accordingly. This removes a high risk method of work. Cardboard Sleeves may only be used for the agreed:

* Amazon Book Contract,
* The QVC Contract at Crewe,
* For last resort emergency situations, with the false base and cross member fitted to improve the lifting height of the packets from the sleeves and so reduce the risk of injury. (Clearance from CPC will be required in every such situation during the Xmas period and at all other times.)

I would draw your attention to Letter to Branches (LTB) 735/06 dated 3 November 2006 (copy attached – Appendix 3). You will see from the correspondence with Royal Mail HQ, following further discussions and correspondence with the Royal Mail Safety Steering Group Chair and Territorial Director Tony Fox, he responded that the agreed Policy to remove Cardboard Sleeves remains in place and Royal Mail will stick to its commitment that cardboard sleeved York Containers will no longer be routinely used for the distribution of packets within the mail centre network. The instructions to AGMs and MCMs stated clearly - No Post Code Areas are "exempt" from the removal of Cardboard Sleeves irrespective of what may be said by some local managers. Previous LTBs are LTB 569/05 dated 21 November 2005 and LTB 601/05 dated 5 December 2005.

The grounds for withdrawal of Cardboard Sleeves were set out by Central Postal Control (CPC) in the instructions sent to Area General Managers (AGMs) and Mail Centre Managers (MCMs) as follows:

* The use of Cardboard Sleeves for packet traffic was having an adverse affect on the network,
* Safe Systems of Work were not being followed,
* Increased York Container demands,
* Reduced vehicle utilisation and
* large amounts of unwanted, waste cardboard requiring repatriation.

Cardboard sleeves in Yorks for loose loaded packet and other traffic instead of the ALP (Auto Level Packet) sleeves leads to poor lifting technique encouraged by using these sleeves combined with increased requirements of bending lifting, reaching and twisting, greatly increases the risk of musculoskeletal injuries and disorders (MSDs) when sorting loose items from the bottom of cardboard sleeves. From a productivity point of view it additionally slows down the sorting process. These findings were reflected in an ergonomic study of cardboard sleeve use carried out at Swindon Mail Centre.

* Clear instructions have been issued to MCMs not to purchase further Cardboard Sleeves for routine use.

§ Opsflash - CPC (2008) No 167. entitled “Use of cardboard sleeves in Yorks - Urgent action required” has been issued on 18 November 2008 instructing all managers within processing, distribution and delivery functions that Cardboard York Inserts are not to be used for Outward Despatches by any site without prior permission from CPC, this will only be given in ’exceptional circumstances’ and that Packets should be despatched bagged or using ALP Sleeves. Having insufficient ALP sleeves does not constitute an exceptional circumstance, so in this instance, there should be contingency plans in place to bag Packets.


(Copy of Royal Mail Opsflash - CPC (2008) No 167 attached Appendix 4).

7. Shrink-Wrap/Cling-Film

The existing agreed national policy remains as follows "There is no agreement what-so-ever to use "Shrink-Wrap/Cling-Film" on York Containers under any circumstances. Also, Opsflash - CPC (2008) No 167 instructs all sites that have received new trays delivered on pallets and shrink wrapped to remove and dispose of the shrink wrap immediately. There are NO circumstances where the Shrink-Wrapping of Yorks is
acceptable. This practice must not be allowed at any RM site.

8. Mail Order Returned (MOR) Traffic (Warrington Rail Terminal)

The MOR (Mail Order Returns) site at Warrington Rail Terminal receives Mail Order Returns traffic in Yorks with Red (Auto Level Packet) Sleeves and this is a mandatory requirement of the service. The Red ALPS will be repatriated to donor offices on a 1 for 1 basis. CPC has instructed all mail centres to ensure staff who despatch MOR Traffic that it should only be sent in York Containers fitted with ALP Sleeves. Cardboard Sleeves are not to be used for MOR traffic.


10. Folding Steel Containers

There is no intention to use Folding Steel Containers this year and all have been returned to storage.

11. Loose Loading of Mail Bags - Xmas 2008

Further to enquiries and concerns raised by Branches and Area Safety Reps in previous years regarding possible loose loading, Royal Mail have confirmed they will be taking a number of steps to ensure that loose loading of mail should only take place in exceptional circumstances.

If loose loading has to occur, local CWU Reps will be consulted and the Manual Handling/Loose Loading SSOW will be adhered to.

Clear instructions have been issued by Royal Mail HQ CPC that should any service which is normally containerised, have to be loose loaded then the despatching unit must inform the receiving unit in advance so that they can provide any additional staff resources and working arrangements which may be necessary to ensure health and safety standards are maintained.

Extract from Loose loading Core Risk Assessment:-

It is a Royal Mail goal that no manual handling task will exceed risk level 2. Mail Bags average 7kg, Maximum gross weight 11kg. Lifting frequency up to 7 bags/min over a 30 min period (then rest). Vehicle doors are adequately maintained and are in good working order. Priority Services bags could exceed 11kgs but they should be clearly labelled with the weight so that special consideration can be given to lifting. NB: No Priority Services bag exceeding 11kgs should contain more than 1 item. All equipment is used in accordance with the appropriate Safe System of Work. All staff to have received manual handling training and instruction or refresher during the past 3 years. All staff to understand and operate the appropriate Safe System of Work. If there is any tasks under your control that are not listed consult your safety team for further advice. No pregnant worker or person under 18 should undertake tasks greater than risk level 1.

12. Plastic Letter Trays

A total of one million new Letter Trays have been purchased so far this year. All requests from Mail Centres for trays are expected to be fulfilled by 5th December 2008. Any further requests will be dealt with as quickly as possible.

13. New Blue Bags for International Dispatches.

1.9 million new blue bags for international dispatches have been purchased this year and are being fed into the system.

14. Repair of Faulty & Damaged Containers

All damaged containers must be withdrawn, repaired and brought back into service on a regular basis. The following instructions relate to the repair of the individual containers:

(a) Letter Trays

* Royal Mail has an agreement with AAC Ltd for the recycling of RM Letter Trays, for which Royal Mail receives payment. For this to be cost effective AAC Ltd will only accept complete trailer loads of trays, equating to 5200 trays. This process describes the use of a collection point to ensure that trays are recycled and do not build up in offices.
* Trays must be removed from use if damaged and not suitable for use if, for example:

There are any obvious physical defects such as breakages or holes (other than those designed).

The trays sides or bottom are split.

The handle is damaged (e.g. split).

The label holder is damaged in such a way as to render it unusable.

* The tray is NOT deemed damaged if only:

The barcode or barcode clip is missing.

The tray bottom is bowed.

Only the corners are chipped and then only if the break does not leave a jagged or pointed edge.

* Ensure the damage sustained to trays meets the criteria described above.
All Mail Centres and Delivery Offices should have a process for identifying damaged trays and for isolating them from operational use. Delivery Offices should label the trays as damaged and send them to their local Mail Centre for consolidation and recycling.
* All damaged trays should be loaded to RSCs. The trays should be nested, where possible 8 to a layer and 9 layers high, where the height of the trays does not exceed the height of the RSC sides.
RSCs of damaged trays should be labelled as shown below and then sent to the local RDC for onward movement to NDC. Spare capacity on existing runs only should be utilised.

DAMAGED TRAYS

Send to AAC

via NDC

* NDC consolidate the RSCs of damaged trays and, when a trailer is loaded to capacity, forwards them to AAC Ltd.


(b) York Containers

Examples of damage:

· Sharp, jagged or pointed hazards.

· Anything, which prevents proper assembly.

· Anything, which prevents proper movement.

· Temporary or amateur repairs.

· Broken welds.

· Excessive corrosion.

· Damaged or missing wheels.

· Missing wheel retaining nuts, pins or clips.

· Poor brake operation.

· Damaged or defective towing arrangements.

· Missing or damaged straps or clips.


The repair process is as follows:

· A number of sites have been nominated to receive a scheduled visit by a York repair team from an outside contractor.

· Some sites also act as a consolidation site looking after a catchment area of other offices. For example SDC in Wishaw receives all of the damaged / strapless Yorks in Scotland and Northern Ireland.

· A contact at each site has been developed and a location for the storage and repair of Yorks identified.

· Each Thursday a count of damaged Yorks is submitted by each site to the royalmail mhe_cpc e-mail inbox and the figures are used to plan a schedule for the following week’s site visits. Some offices may have a team that visits every day whilst others will be visited by mobile teams as required. The minimum requirement is that there be 50 Yorks needing repair on site.

· A repairer can replace anything up to 100 straps per day but, if there are structural repairs also needing to be done, the overall number can reduce substantially. The repairer will check each damaged York for other possible problems and does not solely rely on the fault noted by Royal Mail staff.

Damaged Yorks may be moved, on existing services, from non-repairing sites to a consolidation site (see repair process above) to await repair. Damaged Yorks should be labelled accordingly so that the receiving site is aware.

Damaged Yorks must not, however, be used to form part of a movement order to another site and should never be sent to a customer. Neither should damaged Yorks knowingly be used to convey mail through the Network.

Some straps have given the appearance of loosing their elasticity but tests have been carried out at the manufacturers and replicated by our engineers in Swindon and the results show that this does not affect load retention or the safety of the York. It is not, therefore, necessary to replace such straps.

(c) Rigid Stackable Containers

* Examples of damage to an RSC are as follows;

Sharp, jagged or pointed hazards

Anything which prevents proper assembly or movement.

Temporary or amateur repairs.

Broken welds.

Broken side wires bent inwards or outwards.

Excessive corrosion.

Mis-aligned feet or spigots which hinder stacking.

* In these circumstances, an Out of Service label must be attached and the nature of the problem noted on the label.

* Damaged RSCs should be moved to a designated area to await repair. They may only be stacked if the uprights are intact and make contact with the RSC above at all 4 corners. They may not be stacked if to do so would leave an unstable stack. If in doubt - DO NOT STACK.
* Damaged RSCs must be forwarded to NDC for onward movement to Containexx for repair (apart from NHCDC who move RSCs direct to Containexx). Movements of damaged RSCs should be agreed with the local Container Equipment Manager beforehand.

(d) Auto Levelling Packet Sleeves

* A minimum of 25 sleeves will be presented for repair in a single consignment. Sleeves are to be packed in Rigid Stackable Containers (each containing 25 sleeves).
* No more than 200 sleeves awaiting repair will be allowed to accumulate at any Royal Mail operational or storage site.

· When a consignment of sleeves is available for repair, the Royal Mail operational or storage site shall contact Jacon, by telephoning 01747 825858, to arrange collection. The site must raise a purchase order to support the request. Collection and delivery costs are included within the cost of repair.

* Upon contact, Jacon must arrange to collect the sleeves within 14 days. Any re-usable sleeves will be returned to the site following repair. Those that cannot be repaired will be disposed of. Purchase of replacement sleeves must be made via the ES / FS system

(e) Cardboard Sleeves

* Cardboard Sleeves are not repairable. Any damaged sleeves must be disposed of by local arrangement.
* Any re-usable parts of cardboard sleeves must be returned to Amazon; whether by direct transfer or via NDC \ PRDC \ Other.
* Cardboard inserts to be stored \ transferred in Yorks only.
* If held \ stored onsite ahead of transfer they must be kept undercover or protected from the weather.
* All component parts must be in good order (certainly not water damaged or torn) and ready to use. Any not meeting this criteria should be disposed of locally.
* Yorks must be individually packed i.e no mixed component parts please. Yorks to separately contain X Member \ Sides \ Bases which must be stacked neatly.
* Any transfers arriving at Amazon that do not meet this criteria may be refused by the Amazon Team.

(f) Cardboard RSCs

Any damage needs to be checked. The following damage would render the Cardboard RSC unusable:

· Water damaged / wet cardboard.

· Tears greater than 25% / ¼ of the length of any one side or along any seam.

· Tears in 2 adjoining corners of the tray or lid.

· Staples in the seam undone with exposed points.

· Broken Pallet Base such that the wooden planks are broken or the corner blocks are damaged such that they would not support a load.

· The following would not necessarily render the Cardboard RSC unusable:

Small holes in the side walls, for example made by fork lift tines.

Small tears, i.e. less than 25% / ¼ of the length of any one side or along any
seam.

One tear in the corner of the tray or lid.

If there is any doubt as to the safe condition of the Cardboard RSC, then it must be considered damaged. Any Damage which renders the sleeve unusable needs to be reported and the damaged part (i.e. the lid, sleeve or tray) marked with a cross from a thick marker pen. Only the damaged part needs be marked as the undamaged parts may be used as spares.

Transport and transfer equipment must meet the receiving customer’s safety requirements.

(g) Call and Collect Cages

Local arrangements for removal from service

· An Out of Service label must be attached and the nature of the problem noted on the label. The container should be returned the customer for repair or disposal.

· Contact the Royal Mail helpline on 07889 051868 for any problems regarding the containers or spare parts boxes.

(h) Wheeled Container Repair Process (Other than York & Mini-York Containers)

The following process should be used to keep wheeled containers functional:

* 1. When a wheeled container (other than a York or Mini York) is found to be faulty, remove it from operational service and label it accordingly.
* 2. Log the fault with the Properties & Facilities Helpdesk on 0870 850 1000, who will give a reference number. The helpdesk will then contact Romec, who allocates the work to the local coordinator. A Romec engineer then plans and completes the repair.
* 3. If the repair is not economical, the engineer condemns the equipment and advises the Unit Manager. The Unit Manager then decides if they want it replaced, and completes a Requisition Form ECF01 and sends it to the Asset Support Team.
* 4. When the repair is completed, Romec invoice through the Inter Business Agreement, which is funded from the central assets budget. Area budgets are not affected.

(h) General note on containers:

If there are any surplus containers on site that are not damaged and you are unsure of where to send them, you should consult your local Container Control Manager for Yorks, trays and sleeves or your Container Equipment Manager for RSCs.

17. RML Christmas 2008/New Year 2009 Container Control Arrangement Guidance Document.

See copy of the above document issued by RML Central Postal Control attached (Appendix 5).

18. Contacts & Phone Numbers

Should area safety representatives wish to discuss any issues or questions in relation to Container Control or Container Equipment, the following CPC field managers can be contacted - Container Control Manager (Yorks) or Container Equipment Manager (RSCs):-

CONTAINER CONTROL MANAGERS

Peter Holmes Eastern Territory Tel: 07736786762

Iain Calder Northern Territory Tel: 07885776048

Neil Hayes Western Territory Tel: 07753 833395

CONTAINER EQUIPMENT MANAGERS

Lee Pullen Eastern Territory Tel: 07801091985

Dave Palmer Northern Territory Tel: 01924244024

David Ferris Western Territory Tel: 01454 634334

19. Health & Safety Processes

From a H&S point of view the HS&E Dept will proceed to continue our joint work with Mike Eady Royal Mail Head of Central Postal Control, Mr Mark Wythe Royal Mail's National Container Control Manager and Dr Paul Beattie Principal RME Project Manager.

20. IR Aspects

The IR aspects of the Xmas pressure period are dealt with by Assistant Secretaries Martin Collins Indoor Dept, Bob Gibson Outdoor, Terry Pullinger P&E Depts and Andy Furey C&CS Dept.

21. Health & Safety Enquiries

All Health & Safety enquiries only in relation to the above should be addressed to Dave Joyce National Health, Safety & Environment Officer quoting reference No. C25. All Operational enquiries should be addressed to the appropriate Operational Officers as appropriate.



Yours Sincerely



Dave Joyce

National Health, Safety & Environment Officer