Royal Mail Letters Safty & Health Policy

[Geezer]

Royal Mail Letters safety and health policy

As part of the Royal Mail Group of companies, Royal Mail Letters is committed to
supporting and maintaining the requirements of the Royal Mail Group Safety Policy
(16/01/09). Royal Mail Letters will ensure that safety and health remain core values
and is committed to achieving and maintaining an incident-free work environment
everywhere at all times, with no damage to property and equipment and where
everyone is safe, healthy and secure.
We require everyone:
• to promote and comply with this safety and health policy and lead through personal example
• to be responsible for their personal safety and health and for those they work with and impact
through their activities
• whether directly employed by Royal Mail Letters or working in our facilities to work responsibly to our safety
and health standards while complying with applicable laws. regulations and good industry practice
• to identify hazards and assess and manage risks so that we perform our work safely
• to report every incident which causes. or near-miss event which could have caused. an injury,
occupational illness or damage to equipment
• to share good practice and safety alert information and support continual improvement.
This policy is maintained through:
• safety and health being the responsibility of line management. supported by all Employees and the safety function
• an effective safety management system containing the appropriate safety tools, procedures and framework
for setting and reviewing safety objectives
• the monitoring, development and review of safety and health performance indicators and regular audit
of the safety management system
• the provision of the necessary resources, time. information. instruction. training and effective communication
to ensure the appropriate level of attention and competence is available to enable safe operations
• consultation with our Employees and their representatives.
Mark Higson
Managing Director. Royal Mail Letters
June 2009

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let's talkabout...
Protecting the mail (in deliveries)

key messages
• It's a condition of our operating licence that we minimise loss, theft, damage and
interference with the mail.
• Our customers must be confident our premises are safe and secure and that we are
protecting their mail while it is out on the streets.
• Protecting mail means we build trust with our customers. retain business and reduce
compensation payments.
Royal Mail has six Security pipeline standards for everyone:
1. Mail is never left unattended or insecure at any time
2. All people display an appropriate level of security awareness
3. Unauthorised access to Royal Mail sites is prevented.
4. Special Delivery and high-risk mails are afforded appropriate protection
5. Supervisory checks to safeguard mail are effectively deployed
6. Equipment used to convey mail provides the appropriate level of security at all times
So, what does this mean in deliveries?
Mails are never left unattended or insecure at any time
• Never leave mailbags unattended or insecure at any time
• Keep the delivery pouch you are using. with you at all times
• Never leave mail at an unauthorised safe drop location
• Secure and lock vehicles every time you leave the vehicle.
• Use the delivery equipment you are provided with in accordance with the RM Delivery
Equipment Security Procedure. if unsure ask your manager for guidance.

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• Don't leave bags of collected mail lying unattended.
• Never "doorstep" mail - e.g. leaving mail insecure at a delivery point. leaving mail hanging
out of letterboxes, (unless the mail product allows for this, e.g. Safeplace). If the item
requires a signature or is too big for the letterbox and no-one answers at the address.
use the P739 process.
All employees display an appropriate level of security awareness
• Our people know how to contact the Royal Mail security team (the Help Desk contact
number is on the next page).
• All drivers are aware of their responsibilities for securing their vehicles and the mail held
within, and have read and signed the security rules for drivers within the last six months
• Delivery people know the relevant security rules to safeguard mail. and how to use
delivery equipment in accordance with the Delivery Equipment Security Procedure.
• All our people are reminded annually of their personal responsibility for protecting the
mail
Unauthorised access to Royal Mail sites is prevented
• Display your official photo 10 at all times.
• Politely challenge anyone in your work place not wearing a visitor's pass or official photo
10 or immediately inform your line manager
• Immediately report lost access cards or photo 10
• Keep entrances / exits / fire doors closed when not in use - never prop them open.
Special Delivery and high-risk mail is afforded appropriate protection
• Never put Special Delivery items in extra delivery pouches
• Special Delivery items must remain with the delivery officer at all times unless they are
secured in the load carrying compartment of an OMV
• Always load and carry Special Delivery items in the load-carrying compartment of an
OMV (and inside a secure box where fitted)
• Special Delivery dispatches must be kept secure until loading to a vehicle.
• Ensure that access to the Special Delivery locker is strictly controlled.
Supervisory checks to safeguard mail are effectively deployed
• Sorting checks with an appropriate focus on security are carried out. as a minimum once
a week
• Delivery pouch checks are carried out. as a minimum once a week
• Security checks of vehicles (including private cars) are carried out. as a minimum once a
week
• Building Perimeter checks are carried out as a minimum once a week.
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• Security checks of the work areas are carried out to ensure they are free from personal
bags and holdalls
Equipment used to convey mail is secure and fit for purpose
• Vehicles used are appropriate to the volumes of SO traffic.
• All keys used during the delivery of mail, i.e. pouch boxes. safedrops. vehicles, delivery
equipment are protected by access control measures.
• Use the delivery equipment you are provided with in accordance with the RM Delivery
Equipment Security Procedure. which are also available as a walklog insert
What are the likely issues?
Question 1: What is Mail Integrity?
Answer 1: Minimising risk to mail of loss, theft damage and interference. We need
everyone. everywhere. everyday to do everything that they can to ensure we
minimise this risk.
Question 2: What should I do if mail is stolen from me on delivery?
Answer 2: You must report it to your line manager. However. first make sure you are
safe. Then. make a record of affected addresses/roads/major customers, how
much mail has been stolen (and what type of mail and where for. etc.), what
were the circumstances. where was the mail stolen from and what else has
been stolen - pouch, cycle. trolley. vehicle. etc. Try and write down a
description of offenders or vehicles and see if there are any witnesses.
Your manager will report this to the Security Helpdesk on Postline 5474
6655 (020 7239 6655).
Lastly. the Delivery Office Manager must report the theft of mail on delivery
as a delivery failure (of US0) via DOOR
Managers should also be aware of the Security section of the Operational
homepage on the intranet.
Please print this discussion guide and hand out to people in your team who may not easily understand what you are
saying to them. ie. they are hearing impaired. Remember. you can contact the Accessibility Resource Centre on 0800
028 6142 to get advice so all people are included in your workplace.
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[steven100]

What about our health and safety, ie weight of bags......?

[Geezer]

When have you ever seen a manager do any of the safty checks on the list.I have been a postman for 14 years and have never seen any of these checks carried out in my office.
I WONDER WHY............

[Dee Plish]

No problem. I comply with the instructions given by Mr Higson at all times. What a shame some of his line managers don't for purposes of expediency.