SECURITY RULES FOR DRIVERS

[brothermagrew]

SECURITY RULES FOR DRIVERS

Background

Under the Universal Service Provider (U.S.P.) Licence, Royal Mail has a specific commitment to protect Mail throughout its operational pipeline.

Our Licence Conditions actually require that Royal Mail to be able to demonstrate that it is: "minimising the exposure of mail to the risk of loss, theft, damage and/or interference" (para.1.1).

In order to meet aspects of the security accountability placed on the Licensee, the Licence Condition also says that Licensees must establish, maintain and adhere to such other policies and procedures as may be reasonably be necessary to facilitate achievement of the Mail Integrity Objectives in particular, in relation to the security of relevant premises, and the use of vehicles and equipment in the collection, conveyance or delivery of Code Postal Packets. (para.6.1).

Therefore Royal Mail has provided guidelines for all of its employees involved in driving duties relating to movement of mail, these guidelines are known as the "Security Rules For Drivers" as contained in Appendix 1 of the Drivers Manual. Adherence to these guidelines will ensure that Royal Mail is compliant to its licence obligations.

Drivers are required to read and sign these rules on a six monthly basis in order to demonstrate that they are aware of, understand, and will adhere to these rules in all practical circumstances. Royal Mail Managers responsible for vehicles are required to carry out Driver Licence checks for all Drivers under their control, and will conduct the "Security Rules For Drivers" re-sign at the same time.

Appendix 1: security rules for drivers

Deliveries
A. Lock ALL value items into the security box. If there is no security box, ensure value items are carried in the rear of the vehicle, just behind the partition if fitted.
B. Load ALL mail into the rear of the vehicle and ensure the door is locked. (see also point L).
C. Drive with the doors locked and, where possible, windows closed.
D. Keep to your scheduled route.
E. Only stop where you are required to do so to perform your duty. Be extremely wary of accidents, broken-down vehicles, people trying to flag you down, etc. (see notes in 'On the road - security of mail' section).
F. Park as close to your delivery point as possible and try to ensure that your vehicle is in sight at all times.
G. Before getting out of your vehicle check that the passenger door and all windows are locked. Have a good look around for anything suspicious or unusual, especially people loitering or sitting in parked cars, etc. Always ensure that no mail is left on view when you are away from the vehicle, this is a temptation to the opportunist thief. If you are uncertain, remain locked in your vehicle for a minute or two. If there is no change or if someone approaches you, drive round the block and review the situation when you return. If you are still concerned, you should drive to the nearest Royal Mail premises and contact your manager or return to your office if there is no alternative. Under no circumstances should you put yourself at risk.
H. Lock your door immediately when you get out, also set alarms where fitted.
I. Before opening the rear door, check again to see if there is anything suspicious.
J. It is advisable to use a delivery pouch to carry mail to the delivery point.
K. Special Delivery or value items must always be carried in a delivery pouch or inside a mailbag. If you need to make a number of trips to the delivery point, the value items should be delivered first.
L. Do not drive with mail on the dashboard or in containers on the passenger seat. Ordinary mail for immediate delivery may be stored in a passenger footwell in a covered condition but Special Delivery items must always be in the rear of the vehicle, as per point A.
M. Ensure the rear door is locked before leaving the vehicle on each occasion and re-check the area before unlocking when returning to your vehicle.

Collections
A. Ensure you have an adequate supply of empty mailbags of the relevant type before setting off.
B. Drive with doors locked and, where possible, the windows closed.
C. Keep to your scheduled route.
D. Only stop where you are required to do so, to perform your duty. Be extremely wary of accidents, broken-down vehicles, people trying to flag you down etc. (See notes in 'On the road - security of mail' section).
E. Park as close to your collection point as is safe and reasonable and try to ensure that your vehicle is in sight at all times.
F. Before getting out of your vehicle check that the passenger door and all windows are locked. Have a good look around for anything suspicious or unusual, especially people loitering or sitting in parked cars, etc. If you are uncertain, remain locked in your vehicle for a minute or two. If there is no change or if soeone approaches you, drive round the block and review the situation when you return. If you are still concerned, you should drive to the nearest Royal Mail premises and contact your manager or return to your office if there is no alternative. Under no circumstances should you put yourself at risk
G. Lock your door immediately when you get out and set the alarm where appropriate.
H. Take an appropriate number of empty mailbags with you to the collection point. All items should be placed in mailbags. Special Delivery items should be in a seperate mailbag to ordinary items.
I. Before returning to your vehicle, check the area to ensure that your route is clear and that there is nothing suspicious. Take extra care when unlocking the vehicle.
J. If you have to make more than one trip, bags of ordinary mail should be taken first, one at a time and the bag of value items should be left until your last trip. Check the area before each trip and ensure that the rear door is locked before returning for the rest of the mail.
K. Value items should be locked in the security box (if fitted). If there is no security box, the bag containing the value items should be place directly in the rear of the vehicle and the rear doors locked. If your vehicle has a partition door the bag containing the value items should be taken into the cab with you and as soon as you have locked the cab door, it should be placed in the rear of the vehicle via the partition door, this should then be locked.
L. On your return to the office, transfer the value items in accordance with local instructions, with due regard to maintaining security.
M. If the amount of Special Delivery items you are being asked to collect is in excess of Special Delivery Conveyance Standards for your vehicle you should inform your manager immediately, who will advise you of the appropriate course of action. Unless specifically authorised to do so, amounts in excess of those laid down should not be collected. A copy of the standard is available from your manager.

On the road - security of mail
Officials having the legal authority to stop vehicles on the road include Police officers in uniform, traffic wardens and school crossing patrol attendants. In addition, most Police authorities throughout the country have granted 'Power to stop' to accredited vehicle inspectors working for the Vehicle & Operator Services Agency (VOSA).

VOSA officers operate all of the fixed vehicle inspection check-in points in mainland Britain, as well as temporary check-points set up to examine vehicles at random. VOSA officers are always in uniform, and carry specific identity cards. VOSA officers can also be identified by the vehicles they drive and official random vehicle check-points are sign-posted in a very specific manner.

It should be noted that, if a person obstructs a VOSA authorised examiner in the course of his duty, they are guilty of an offence and can be charged in the sam way as with a Police officer. This could ultimately result in a prosecution for both the driver of a vehicle and/or his/her manager. Information on how to identify VOSA officers and official random inspection check-in points is included in Appendix 7 (power to stop).

If VOSA has set up a vehicle check-point, a uniformed Police officer or a uniformed accredited VOSA officer (stopper) must be in attendance. They have the authority to stop you and ask you to travel up to five miles off route to check your vehicle, where they think a roadworthiness fault is present.

However, vehicles have been stolen or robbed by criminals using this system, so take care when deciding what to do.

If you are stopped by a Police officer or VOSA officer and asked to leave the vehicle you should consider:
* are the officers properly uniformed and is the site properly identified?
* are other vehicles being checked?
* does the situation appear normal?

If you are in any doubt you should politely say your instructions forbid you to leave your vehicle.

If the person concerned does not accept this explanation you should offer to:
* drive the vehicle to the nearest Police station so contact can be made with your manager.
* drive to the nearest Royal Mail site.
* stay in your vehicle until your manager arrives.
* call the Police if you believe the check is suspicious.
* in circumstances where you feel threatened or in danger, you should display the mails security card (Appendix 12), which will provide an adequate response to anyone with a legitimate reason to ask you to leave your vehicle.

Under no circumstances put yourself at risk. Ensure you do not open the door and only open the window a fraction so you can talk. In certain parts of the country, local councils conduct tests to examine the exhaust emissions of vehicles in and around city centres. You should follow local Royal Mail instructions regarding local council officials conducting exhaust tests.


NOTE: Above info may stem from a slightly older version of Security Rules For Drivers, to be compliant it would be best to ask your RM Manager for a copy of the latest version RM Security Rules for Drivers.

[PhilthyPhil]

M. If the amount of Special Delivery items you are being asked to collect is in excess of Special Delivery Conveyance Standards for your vehicle you should inform your manager immediately, who will advise you of the appropriate course of action. Unless specifically authorised to do so, amounts in excess of those laid down should not be collected. A copy of the standard is available from your manager.

Anyone know what these are for combo and transit, I asked my manager about this the last time we had to sign these forms but got the usual "I'll get back to you" bs. I regularly collect around 20 sealed bags on collections so would like to know if this would be considered a security risk.

[pinstripe]

So many of the above points require you to phone your manager, I can see a problem straight away.

[TeeferTiger]

Aren't the limits for specials in vans 16 where they are consider high value items such as those for jewellers or those that might contain foreign currency.

We've never had anymore than 21 for one round anyway so can't tell you the complete top limit...

I personally do drive with nothing in the front of the van, doors and windows locked etc but in the heights of summer it's just not feasible to drive with the windows shut as the vans don't have a/c. You then add so much more time opening and shutting windows. I know that's what they want us to do so that's what I does! If I then don't have time to do it all then so be it.

[DGP1]

If you don't bring in your licence do they have to ban you from driving

[Pinky 1]

If you don't bring in your licence do they have to ban you from driving

Technically yes, 'cause your not complying with their insurance. But then again, it is THEIR insurance .....they could alter the rules as they're going along.
Now that would be a first ....

[dave7634]

If you don't bring in your licence do they have to ban you from driving

Managers at our office state that if you fail to bring in your licence for checks then, after the 2 week check you could end up back walking.

After all in fairness you could have been banned and yet still drive for Royal Mail without managers knowing a thing!

[gazzer]

I did my RM driving assessment in a Vauxhall Combo and now I am being asked to drive an LDV(what a machine !!--Ive owned and driven some crap cars in the past but this thing is an absolute disgrace!!)-I've argued that I don't think I am covered on RM insurance but am told that I am,does anyone know if I am or not ?

[Stormproof]

I did my RM driving assessment in a Vauxhall Combo and now I am being asked to drive an LDV(what a machine !!--Ive owned and driven some crap cars in the past but this thing is an absolute disgrace!!)-I've argued that I don't think I am covered on RM insurance but am told that I am,does anyone know if I am or not ?

I think you have to do a change over, the Vauxhall Combo is a small van so you will have to do another assessment in the LDV.
Got locked in the back of my LDV today, good job I had a lighter so I could see to get out

[POSTMAN]

Special Delivery or value items must always be carried in a delivery pouch or inside a mailbag.

Never been told that!

[Stormproof]

* in circumstances where you feel threatened or in danger, you should display the mails security card (Appendix 12), which will provide an adequate response to anyone with a legitimate reason to ask you to leave your vehicle.

Can someone elaborate on this? What is a Mail Security Card?

[DGP1]

* in circumstances where you feel threatened or in danger, you should display the mails security card (Appendix 12), which will provide an adequate response to anyone with a legitimate reason to ask you to leave your vehicle.

Can someone elaborate on this? What is a Mail Security Card?

Royal Mail is very good at making procedures and writing them down but whenever it comes to the actual implementation the managers just ignore the rules in order to get the mail out by any means. You try going back to your DO with half a van of mail and telling them that there was someone outside the van and you felt that it was unsafe to get out of the van and watch them doing you for wilful delay.

[celerycelery]

I did all those on wednesday when doing my duty. Worked from back of van and didnt once have any mail in the front passenger seat. Got back an hour over my usual time and manager hauled me in office after i claimed the hour to find out why. Told them what i did and they said i could have had my next bundle in the glove box to save time. I then said glove box was full of wipes, de-icer and my PDA (which is where we were told to store it if getting out of vehicle without it). Apparently they will be checking my walk now

[brothermagrew]

* in circumstances where you feel threatened or in danger, you should display the mails security card (Appendix 12), which will provide an adequate response to anyone with a legitimate reason to ask you to leave your vehicle.

Can someone elaborate on this? What is a Mail Security Card?

Royal Mail is very good at making procedures and writing them down but whenever it comes to the actual implementation the managers just ignore the rules in order to get the mail out by any means. You try going back to your DO with half a van of mail and telling them that there was someone outside the van and you felt that it was unsafe to get out of the van and watch them doing you for wilful delay.

That's how I see it as well, but having said that, surely their own policy or procedure could be used as a mitigating defence, in the event of anyone being done as you have suggested above for wilful delay. They make the policy or procedure, ask us to sign that we fully understand it, so in essence we implement what they require us to do.

[brothermagrew]

Special Delivery or value items must always be carried in a delivery pouch or inside a mailbag.

Never been told that!

Recently acquired a more updated version and this version says that:

Special Delivery items must always be carried in a delivery pouch or inside a mailbag. If you need to make a number of trips to the delivery point, the Special Delivery items should be delivered first.

Other omissions that I can see from first posting are:
Note: where a window is left partially open it is the drivers' responsibility to ensure that unauthorised access to street furniture keys or scanning devices is prevented.

And

Vehicle keys should remain with the driver at all times.