Introduction of Photo ID Building Access Cards

[TrueBlueTerrier]

Agreed Guidelines
Introduction of Photo ID Building Access Cards
1. Introduction
The Royal Mail business policy is to provide all employees with photo ID access cards
and whenever current access control systems become obsolete or need to be reviewed
they will be replaced with a system that is compatible with Corporate 1000. The
primary initial drivers behind this are:
• The heightened threat of terrorism activity.
• Commercial best practice and the expectations of our customers dictate the need for
personalised ID which can be confirmed by phoning a central point.
• Photo ID badges could effectively replace the existing Front-line postal badges, at
reduced cost.
• Provides the necessary security where the wearing of uniform is not mandatory.
The Corporate 100 system once installed will provide the photographic identity
combined with a proximity/smart card element to allow access to the site. These agreed
guidelines detail the arrangements to facilitate the introduction of this new system.
2. The Building Access Cards
All employees will be required to replace their current building access card with a new
photo ID card. The photo ID cards are for building access purposes and to increase the
security of the Royal Mail site.
• At the outset of the installation of the new system in a Unit all current employees
will be required to complete the application form contained at Annex 1.
• The photo ID cards will carry the Forename and Surname and in addition a
photograph of the employee. The card will also carry a barcode that will be read by
proximity readers to allow access to authorised employees.
• No other information or personal details of employees will be contained on the
card. If, in future, Royal Mail wishes to add any further information to the card or
expand their use e.g. to allow drivers to draw fuel, this will be subject to separate
discussions with the CWU at national level.
• The image and information supplied for the ID card will be stored on a secure
database and will not be used for any reason other than the issues and retrieval of an
Identity Card. Management of the database will be in accordance of the Data
Protection Act.
• Photo ID building access cards will be issued to all employees within the Unit (both
permanent and temporary contract holders) with the exception of casuals. Royal
Mail will make separate arrangements for authorising/allowing access to the Unit
for casuals. 2 FV 02.08.06
• New employees and where individuals need ID cards to allow them to have access
to neighbouring Units which they have to visit in the course of their duty will
complete the application form at Annex 2.
• Royal Mail will ensure that a robust system is in place for the retrieval of or
deactivation of photo ID cards where employees leave the business for whatever
reason.
3. Wearing of Photo ID Cards in the Workplace
It is agreed there is no requirement for employees to display photo ID cards but whilst
at work everyone must have on visual permanent display one or the other of the sides of
the card in the holder provided in line with the terms of the Name Badge Agreement.
• The name badges will be supplied with a holder and chain or suitable clip.
• Employees will not be able to wear their card on a chain for Health and Safety
reasons where they are working on machinery, performing driving duties or in a
work area where it would be considered a risk.
• It is agreed, that on request, employees may have their Forename or commonly
known Nickname (provided this is not offensive) only on the reverse of their card to
allow them to display this rather than the photo ID.
4. Access to the Site for Emergency Services
The new control system will not limit the access to the Unit for emergency services.
5. Lost and Malfunctioning Cards
It is recognised that there will be an initial cost to the business to introduce the new
photo ID cards/system therefore losses should be kept to a minimum and all employees
have a responsibility to achieve this aim.
• Royal Mail will meet the full costs of the initial issue of photo ID cards.
• If a card subsequently malfunctions for any reason then this will be replaced at no
cost to the employee.
• If an employee looses their card this will also normally be replaced by the business
at no cost to the employee but the business may informally counsel an employee on
the need to keep replacement cards secure.
• Where there is a delay in issuing the individual’s replacement card Royal Mail will
have an emergency access card for the employee to use. 3 FV 02.08.06
6. Implementation/Review
The intention is that the Corporate 1000 system will be introduced on a phased basis as
outlined in the introduction therefore the guidelines will become applicable as
appropriate to the Unit. Both parties will monitor the introduction and formally review
the guidelines jointly on a quarterly basis to see if any adjustments are required.

[doorstepped]

and of course will allow clocking in and out times to be collected.

[Cut Off King]

and of course will allow clocking in and out times to be collected.

Only a problem if your a runner making time

[glenfiddich]

we've had these for years they expire in october will be interesting to see if they renew them as we only use them to log onto the pda's

[maisymoo04]

What the f@@@ ???????????? Haven't a clue av got a badge now

[TrueBlueTerrier]

What the f@@@ ???????????? Haven't a clue av got a badge now

Its information in case anyone asks a question

[General Mannerheim]

Are these ID badges and details going to be passed on to the reptilians again?