So much for RM having top regards for H&S.
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Cardboard Sleeves
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zaphod
- MAIL CENTRES/PROCESSING
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Cardboard Sleeves
Outlawed - for want of a better phrase - since Novemebr 2006, was your MC using Cardboard Sleeves this Christmas Pressure?
So much for RM having top regards for H&S.
So much for RM having top regards for H&S.
Semi-retired, former long-serving CWU Health and Safety Representative
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TrueBlueTerrier
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LTB 1002/07 YORK CONTAINERS - MISUSE OF CARDBOARD SLEEVES -
LTB 1002/07 YORK CONTAINERS - MISUSE OF CARDBOARD SLEEVES - NATIONAL SURVEY RESULTS:
16 November 2007
Issuing officer(s): Dave Joyce
To view this download, please click here.
No. 1002/ 07
Ref C25
Date: 16 November 2007
To: All Postal Branches
Dear Colleagues
YORK CONTAINERS - MISUSE OF CARDBOARD SLEEVES - NATIONAL SURVEY RESULTS:
I would refer you to LTBs 928/07, 896/07 and 799/07, a national survey of all Mail Centres has been completed to determine where the misuse of Cardboard Sleeves in York Containers is taking place. Responses from Area Representatives and Branch Secretaries covering all 69 Mail Centres are finally showing that 48 Mail Centres are misusing them to a greater or lesser degree and 21 Mail Centres are not using them.
The results have now been passed to Mark Wythe Royal Mail Letters National Container Control Manager who has agreed to take the appropriate action and communicate with the MCMs of the Offices misusing the Cardboard Sleeves to remind them of their health and safety obligations and that the agreed Policy is to remove Cardboard Sleeves and that cardboard sleeved York Containers are not to be routinely used for the distribution of packets within the Mail Centre network. Cardboard Sleeves are not to be considered for use unless cleared by CPC in strictly controlled emergency circumstances.
It had been agreed with the Royal Mail Letters National Container Control Manager that I would undertake the national survey of Mail Centres via our Area Representatives in order that a clear national picture could be obtained and a complete list of offending Mail Centres presented to him and the Head of Central Postal Control Mike Eady for appropriate action to be taken.
Finally, I would once again draw Branches and Area Reps attention to Letter To Branches (LTB) 735/06 dated 3 November 2006 which detailed the agreed position with Royal Mail Letters 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 with the aim being complete withdrawal. Cardboard Sleeves can only continue in use for the Amazon Book Contract and additionally for "emergency use" only which needs to be cleared by Central Postal Control (CPC) and would require the use of "false bases" and "cross member supports" to improve the lifting height of packets from the Sleeves and so reduce the risk of injury.
Instructions to this effect have been issued by Mike Eady Royal Mail HQ Head of Central Postal Control (CPC), Cathy Way Royal Mail HQ Head of Network Design, Tony Fox Director and Mark Wythe National Containerisation Control Manager. No Post Code Area is "exempt" from the removal of Cardboard Sleeves.
An LTB on Materials Handling Containerisation and Christmas Arrangements 2007, health and safety aspects will be issued shortly. In the mean time refer to LTB 845/06.
Yours sincerely
Dave Joyce
National Health, Safety & Environment Officer
16 November 2007
Issuing officer(s): Dave Joyce
To view this download, please click here.
No. 1002/ 07
Ref C25
Date: 16 November 2007
To: All Postal Branches
Dear Colleagues
YORK CONTAINERS - MISUSE OF CARDBOARD SLEEVES - NATIONAL SURVEY RESULTS:
I would refer you to LTBs 928/07, 896/07 and 799/07, a national survey of all Mail Centres has been completed to determine where the misuse of Cardboard Sleeves in York Containers is taking place. Responses from Area Representatives and Branch Secretaries covering all 69 Mail Centres are finally showing that 48 Mail Centres are misusing them to a greater or lesser degree and 21 Mail Centres are not using them.
The results have now been passed to Mark Wythe Royal Mail Letters National Container Control Manager who has agreed to take the appropriate action and communicate with the MCMs of the Offices misusing the Cardboard Sleeves to remind them of their health and safety obligations and that the agreed Policy is to remove Cardboard Sleeves and that cardboard sleeved York Containers are not to be routinely used for the distribution of packets within the Mail Centre network. Cardboard Sleeves are not to be considered for use unless cleared by CPC in strictly controlled emergency circumstances.
It had been agreed with the Royal Mail Letters National Container Control Manager that I would undertake the national survey of Mail Centres via our Area Representatives in order that a clear national picture could be obtained and a complete list of offending Mail Centres presented to him and the Head of Central Postal Control Mike Eady for appropriate action to be taken.
Finally, I would once again draw Branches and Area Reps attention to Letter To Branches (LTB) 735/06 dated 3 November 2006 which detailed the agreed position with Royal Mail Letters 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 with the aim being complete withdrawal. Cardboard Sleeves can only continue in use for the Amazon Book Contract and additionally for "emergency use" only which needs to be cleared by Central Postal Control (CPC) and would require the use of "false bases" and "cross member supports" to improve the lifting height of packets from the Sleeves and so reduce the risk of injury.
Instructions to this effect have been issued by Mike Eady Royal Mail HQ Head of Central Postal Control (CPC), Cathy Way Royal Mail HQ Head of Network Design, Tony Fox Director and Mark Wythe National Containerisation Control Manager. No Post Code Area is "exempt" from the removal of Cardboard Sleeves.
An LTB on Materials Handling Containerisation and Christmas Arrangements 2007, health and safety aspects will be issued shortly. In the mean time refer to LTB 845/06.
Yours sincerely
Dave Joyce
National Health, Safety & Environment Officer
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Retired
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TrueBlueTerrier
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LTB 1082/07 MATERIALS HANDLING CONTAINERISATION UPDATE
LTB 1082/07 MATERIALS HANDLING CONTAINERISATION UPDATE & CHRISTMAS ARRANGEMENTS 2007 - HEALTH & SAFETY ASPECTS:
11 December 2007
Issuing officer(s): Dave Joyce
To view this download, please click here.
No. 1082/07
Ref C25
Date: 11 December 2007
To: All Postal Branches
Dear Colleagues
MATERIALS HANDLING CONTAINERISATION UPDATE & CHRISTMAS ARRANGEMENTS 2007 - HEALTH & SAFETY ASPECTS:
Further to our previous reports, below is a summary update on MH containerisation arrangements for the 2007 Xmas 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 18,700 new York Containers and 18,000 Yorks were held in storage. To date, all stored Yorks and 7,000 new Yorks have been released into the Network: therefore, a total of 36,700 units will be 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.
Additionally, 500 'new design' lighter York Containers will be introduced for Trial Purposes.
2. RSCs (Rigid Steel/Stackable Cage/ Containers)
Royal Mail have purchased an additional 6,500 new RSC Containers for imminent delivery. All RSCs that had been held in storage 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: Mail bags, Trays, Strapped bundles, Stackable, bulky light packets/parcels, 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. However, RSCs may be used in Mail Centres and certain Delivery Offices provided that the Safe Systems of Work are followed.
3. Tray Dollies.
Following reports prior to Xmas 2005 in LTBs 566/05 and 643/05 and Xmas 2006 in LTB 845/06, trials of Tray Dolly units were successfully completed. 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 a MC and it’s DOs and a few specific Customers (which may feed into MCs or RDCs.
* Mixed vehicle loads of Yorks and Tray Dollys 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 over Xmas 2005 and 2006, Cardboard RSCs were introduced for use during Xmas only 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 have amended the Safe System of Work (SSOW) for the Cardboard RSC this 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 will be circulated separately)
Royal Mail have informed us also that Dover OE will also be using Cardboard RSCs this Xmas for despatches within the RM network, due to RSC shortages in the SE, and only for bagged mails.
12,000 have been purchased and introduced to the Network this year plus existing units released from storage. They are intended to successfully fill a gap in the current system.
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.
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 the company "Simons Reeve".
* 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 following further recent discussions, Royal Mail have again confirmed the agreed policy that Cardboard Sleeves remain withdrawn from "general use" and instructions have been issued to Area General Managers to act accordingly. This removes a high risk method of work. They will only continue to be used for the agreed:
* Amazon Book Contract,
* The QVC Contract at Crewe,
* For the new TNT "downstream access" Amazon DSA retail packets trial and
* 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 other times.)
I would draw your attention to Letter To Branches (LTB) 735/06 dated 3 November 2006. You will see from the correspondence with Royal Mail HQ, following further discussions and correspondence with 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 York's 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 (MSD's) 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.
NOTE: The 2007 Industrial backlog has caused particular problems this year with container shortages and an increased trend for MCMs to purchase and use Cardboard Sleeves as was confirmed by the Health, Safety & Environment Department's survey showing that 47 of the 69 Mail Centres were using Cardboard Sleeves to varying degree. The CWU HS&E department and CPC will meet after the Xmas Peak Period to review the position on how best to rid the network of Cardboard Sleeves. We will of course depend on Branches and Area Reps support.
7. Shrink-Wrap/Cling-Film use on York Containers
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.
8. York Containers – Cardboard Sleeves – New TNT Downstream Access – Amazon DSA Retail Packets Trial
Further to BOB 044/07, paragraph 565, I can report that following discussions with Royal Mail involving both the National Indoor Officer and the National Health, Safety & Environment Officer a resolution of the problem was reached.
As previously reported CWU/HQ discovered that Royal Mail had agreed with TNT Post for a trial whereby TNT Post can use Cardboard Sleeved Yorks for downstream access packets. No prior-consultation with CWU/HQ had taken place at that stage for which Royal Mail subsequently apologised.
Royal Mail explained that due to an increase in the amount of packets posted downstream, particularly by TNT Post, an issue that has arisen is that some of the packets, although light and weighing less than the 2kg maximum weight, are too big for the minimum of five items per standard mail bag requirement which in turn causes problems with the standard tariff and retail specification. Royal Mail therefore agreed this trial whereby TNT Post can use sleeved Yorks as a proxy for a bag where the number of items will exceed the bag dimensions. Royal Mail had agreed for 17 Mail Centres to take part in the trial. This is described as a very short term solution and in the longer term solution they are looking at a bigger bag, similar to the size of the bags that have been used by Parcelforce. The Mail Centres involved in the cardboard sleeved York trial are the following:
Norwich MC, Ipswich MC, Romford MC, Southend MC, Chelmsford MC, Dartford MC, Maidstone MC, Tonbridge MC, Canterbury MC, London East MC, London South MC, London Central MC, London West MC, Greenford MC, Croydon MC, Gatwick MC, Jubilee MC.
The point was strongly made regarding health and safety implications of this trial stressing that at a time when discussions are progressing in relation to a fresh and concerted effort to rid the Royal Mail Network of York Container Cardboard Sleeves (because of increased requirements on staff to bend, lift, reach and twist, greatly exposing sorters to the risk of musculoskeletal injuries and disorders (MSDs) when sorting and retrieving mail repetitively from the bottom of the Cardboard Sleeves) at the same time another part of Royal Mail is issuing instructions to 17 Mail Centres to start using Cardboard Sleeves again on this new TNT Trial Contract and Royal Mail are effectively facing both ways.
We have told Royal Mail to ensure that all the involved MCMs consult our CWU Area Safety Reps on how to safely overcome the problem that has been created by this trial and that Mail Centres should quickly arrange for the traffic to be moved to the correct equipment – ALP Sleeves or Bags, ensuring that if the traffic is to be bagged off then Mail Centres have the correct equipment and drop bag fittings for these new bags mentioned.
The following 6 points were agreed as below:-
* York containers with Cardboard sleeves used by TNT for this trial must have false bases fitted.
* If York containers from TNT arrive at the 17 listed Mail Centres without false bases they will not be processed and will be refused and returned to TNT Mail for repacking.
* Once the packets have been removed from the sleeved Yorks for inward sorting, the cardboard sleeved Yorks should either be returned to TNT Post as part of the normal one for one York swap or the cardboard removed and disposed of.
* York containers with Cardboard sleeves from TNT must not be used for onward distribution of packet traffic to Delivery Offices or for the despatching of mail into the Royal Mail network.
9. Mail Order Returned (MOR) Traffic (Warrington Rail Terminal
The MOR (Mail Order Returns) site at Warrington Rail Terminal is scheduled to receive 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 FSCs Trial
As reported in 2005 in LTB 578/05 and 2006, the Folding Stackable (Steel) Container have been subject to ongoing Trials in a closed loop between NDC and NHCDC over the last 3 years and various improved versions have been produced. The FSC is simply a folding version of the standard RSC and the aim has been to trial and test the suitability of the FSC as a possible replacement or addition to the currently used RSC. The FSC has benefits in terms of storage and transportation when empty as when folded 3 may be carried instead of 1 standard RSC. The concept will allow loading of 130 empty containers on a trailer instead of the standard 44 (RSCs) empty. Testing and development of the early versions of the containers have been carried out to improve the units further. Although this trial piece of equipment will not feature as a national solution for Xmas 2007 FSCs may be deployed in HWDC Outhouse operations for internal use only. It is intended for storage and sortation within the outhouse only during the Christmas operational period.
11. Loose Loading of Mail Bags - Xmas 2007
Further to a number of enquiries and concerns raised by Branches and Area Safety Reps regarding possible increased use of loose loading this Xmas as the traffic increase leads to container shortages, representations have again been made to Royal Mail. Discussions have taken place and 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.
LAMU (London Airport Mail Unit) - Mount Pleasant:
We have been notified that there will be 14 loose trailers running between LAMU and Mount Pleasant during the Xmas Peak period and after strongly challenging the practice we received the following explanation; The volume of import ULDs (aircraft containers) increases to around 400 on a daily basis during Xmas and this year there is an expected increased volumes of Parcelforce traffic and the numbers may well exceed 400. The maximum capacity at LAMU is for around 270 bins on a daily basis and LAMU could not operate without having an outhouse or out-station to cope with the substantial increased volume.
The only area of that the landlord (BAA) can provide on the Airport property is airside, which is strictly controlled by BAA, for all access including personnel and equipment, with airside passes etc required. It would not be practicable to have York Containers or other containers to be fed to and from the site, therefore loose loading of trailers, for both Royal Mail and Parcelforce traffic is the only option. The mail is loaded directly onto the trailers, via 'boom conveyors'. The Health and Safety aspects will be cleared locally in consultation with the CWU Area Safety Rep as in previous years and a "joint risk assessment" will be carried out. LAMU and Mount Pleasant will be operating in the exactly same way as last year, which was almost identical to the previous outhouse operations. In the circumstances, the use of loose loading in this instance are unavoidable, but CPC will check that a local risk assessment is concluded.
(Copies of the Core Risk Assessment Form and Safe System of Work will be circulated separately).
12. York Containers Brake Bar Fault & Modifications
Further to LTB 783/06, Branches will be aware that Royal Mail identified a manufacturing fault with the new styled York Container Brake Bar Handle (These Yorks are easily identified as those with the yellow oval shaped plastic brake handle mounted into grey plastic end pieces) which has been the subject of modifications to prevent the brakes failing. The Union has been assured by Royal Mail's National Container Control Manager that the chances of this occurring are very slight with only one incident reported so far. However, a National refit modification has been completed during 2007 with the fitting of a simple green split tube or 'Brake Bar Cover' which prevents the components separating and in turn prevents brake failure. The green Brake Bar Cover will enable offices to identify which York Containers have and have not been corrected.
100,000 Brake Bar Covers fixing kits were produced and were distributed and 80,000 Yorks have now been fixed. Any remaining Yorks will be modified by the York repair teams and all Yorks going into storage will also be checked. The remaining supply has been made available to the repair contractor and any Yorks that do not have this fitting are attended to during maintenance. Royal Mail have assured us that it is safe to continue using the unmodified Yorks whilst awaiting the modifications to be completed.
13. Plastic Letter Trays
A total of 495,000 new Letter Trays have been purchased so far this year and all are expected to be released into the network by week commencing 17th December 2007.
14. Cardboard Letter Trays
In order to alleviate Tray shortages this Xmas, 200,000 Cardboard Trays have been purchased for use within RML. The Cardboard Letter Tray is intended to be used as an additional, reusable, container to supplement the Plastic Letter Tray for use within Royal Mail and by certain Customers. (A copy of the Safe System of Work (SSoW) is being circulated seperately).
These Trays will be supplied to a number of Mail Centres, mainly for despatching mails from MCs to DOs only and all Trays must be repatriated from DO to MC daily. They are not intended for despatch into the network. They should be Filled to a maximum weight to be no more then 10kg. The Trays will arrive flatpacked and will need to be constructed on site. They are constructed of single ply corrugated cardboard and consist of a Tray (box) and separate Lid.
They must be used with the lids supplied to ensure rigidity. Yorks may be loaded to a maximum of 28 Cardboard Trays, 7 high, providing the weight limit is not exceeded. Plastic Trays should not be placed on top of Cardboard Trays. Mixing of the two Tray types (Plastic and Cardboard) should be avoided. They can be used in York Containers, RSCs, Tray Dollies and Palletised. They are for use with letters and flats, in non-mechanised operations. They can be used for Letters and Flats BUT NOT Mechanised operations and Not for use with Machines and automated processes where tray handling is automated such as Flat Sorting Machines.
Trays will also to be used for customers on bespoke (tailored) services whereby they may need to use trays over an extended period to print, store. For example Tesco want to produce a mailing in which they will want Royal Mail to store and have access to in order to extract mail from the trays at a later date and before delivery. They are looking at using approx 40,000 trays. In 2011 the National Census would use 250,000 - 350,000 trays and likewise would want to keep the completed census mail posted back for scanning.
The Tray Is designed to be stacked as follows:
- 5 high when free standing or stacked in RSCs, Card RSCs or on pallets
- 7 high when stacked in Yorks
- 7 high when stacked in Tray Dollies
15. New Blue Bags For International Despatches.
900,000 new blue bags for international despatches have been purchased this year and are being fed into the system.
16. 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.
(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, ie 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 (ie 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. Health & Safety Processes
From a H&S point of view the HS&E Dept will proceed to continue our joint work with Ian McDonnell RM National CEM, Mike Eady Royal Mail Head of Central Postal Control, Mr Mark Wythe Royal Mail's National Container Control Manager and Dr Paul Beattie Senior Engineer Materials Handling.
18. 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.
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
11 December 2007
Issuing officer(s): Dave Joyce
To view this download, please click here.
No. 1082/07
Ref C25
Date: 11 December 2007
To: All Postal Branches
Dear Colleagues
MATERIALS HANDLING CONTAINERISATION UPDATE & CHRISTMAS ARRANGEMENTS 2007 - HEALTH & SAFETY ASPECTS:
Further to our previous reports, below is a summary update on MH containerisation arrangements for the 2007 Xmas 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 18,700 new York Containers and 18,000 Yorks were held in storage. To date, all stored Yorks and 7,000 new Yorks have been released into the Network: therefore, a total of 36,700 units will be 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.
Additionally, 500 'new design' lighter York Containers will be introduced for Trial Purposes.
2. RSCs (Rigid Steel/Stackable Cage/ Containers)
Royal Mail have purchased an additional 6,500 new RSC Containers for imminent delivery. All RSCs that had been held in storage 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: Mail bags, Trays, Strapped bundles, Stackable, bulky light packets/parcels, 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. However, RSCs may be used in Mail Centres and certain Delivery Offices provided that the Safe Systems of Work are followed.
3. Tray Dollies.
Following reports prior to Xmas 2005 in LTBs 566/05 and 643/05 and Xmas 2006 in LTB 845/06, trials of Tray Dolly units were successfully completed. 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 a MC and it’s DOs and a few specific Customers (which may feed into MCs or RDCs.
* Mixed vehicle loads of Yorks and Tray Dollys 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 over Xmas 2005 and 2006, Cardboard RSCs were introduced for use during Xmas only 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 have amended the Safe System of Work (SSOW) for the Cardboard RSC this 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 will be circulated separately)
Royal Mail have informed us also that Dover OE will also be using Cardboard RSCs this Xmas for despatches within the RM network, due to RSC shortages in the SE, and only for bagged mails.
12,000 have been purchased and introduced to the Network this year plus existing units released from storage. They are intended to successfully fill a gap in the current system.
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.
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 the company "Simons Reeve".
* 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 following further recent discussions, Royal Mail have again confirmed the agreed policy that Cardboard Sleeves remain withdrawn from "general use" and instructions have been issued to Area General Managers to act accordingly. This removes a high risk method of work. They will only continue to be used for the agreed:
* Amazon Book Contract,
* The QVC Contract at Crewe,
* For the new TNT "downstream access" Amazon DSA retail packets trial and
* 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 other times.)
I would draw your attention to Letter To Branches (LTB) 735/06 dated 3 November 2006. You will see from the correspondence with Royal Mail HQ, following further discussions and correspondence with 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 York's 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 (MSD's) 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.
NOTE: The 2007 Industrial backlog has caused particular problems this year with container shortages and an increased trend for MCMs to purchase and use Cardboard Sleeves as was confirmed by the Health, Safety & Environment Department's survey showing that 47 of the 69 Mail Centres were using Cardboard Sleeves to varying degree. The CWU HS&E department and CPC will meet after the Xmas Peak Period to review the position on how best to rid the network of Cardboard Sleeves. We will of course depend on Branches and Area Reps support.
7. Shrink-Wrap/Cling-Film use on York Containers
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.
8. York Containers – Cardboard Sleeves – New TNT Downstream Access – Amazon DSA Retail Packets Trial
Further to BOB 044/07, paragraph 565, I can report that following discussions with Royal Mail involving both the National Indoor Officer and the National Health, Safety & Environment Officer a resolution of the problem was reached.
As previously reported CWU/HQ discovered that Royal Mail had agreed with TNT Post for a trial whereby TNT Post can use Cardboard Sleeved Yorks for downstream access packets. No prior-consultation with CWU/HQ had taken place at that stage for which Royal Mail subsequently apologised.
Royal Mail explained that due to an increase in the amount of packets posted downstream, particularly by TNT Post, an issue that has arisen is that some of the packets, although light and weighing less than the 2kg maximum weight, are too big for the minimum of five items per standard mail bag requirement which in turn causes problems with the standard tariff and retail specification. Royal Mail therefore agreed this trial whereby TNT Post can use sleeved Yorks as a proxy for a bag where the number of items will exceed the bag dimensions. Royal Mail had agreed for 17 Mail Centres to take part in the trial. This is described as a very short term solution and in the longer term solution they are looking at a bigger bag, similar to the size of the bags that have been used by Parcelforce. The Mail Centres involved in the cardboard sleeved York trial are the following:
Norwich MC, Ipswich MC, Romford MC, Southend MC, Chelmsford MC, Dartford MC, Maidstone MC, Tonbridge MC, Canterbury MC, London East MC, London South MC, London Central MC, London West MC, Greenford MC, Croydon MC, Gatwick MC, Jubilee MC.
The point was strongly made regarding health and safety implications of this trial stressing that at a time when discussions are progressing in relation to a fresh and concerted effort to rid the Royal Mail Network of York Container Cardboard Sleeves (because of increased requirements on staff to bend, lift, reach and twist, greatly exposing sorters to the risk of musculoskeletal injuries and disorders (MSDs) when sorting and retrieving mail repetitively from the bottom of the Cardboard Sleeves) at the same time another part of Royal Mail is issuing instructions to 17 Mail Centres to start using Cardboard Sleeves again on this new TNT Trial Contract and Royal Mail are effectively facing both ways.
We have told Royal Mail to ensure that all the involved MCMs consult our CWU Area Safety Reps on how to safely overcome the problem that has been created by this trial and that Mail Centres should quickly arrange for the traffic to be moved to the correct equipment – ALP Sleeves or Bags, ensuring that if the traffic is to be bagged off then Mail Centres have the correct equipment and drop bag fittings for these new bags mentioned.
The following 6 points were agreed as below:-
* York containers with Cardboard sleeves used by TNT for this trial must have false bases fitted.
* If York containers from TNT arrive at the 17 listed Mail Centres without false bases they will not be processed and will be refused and returned to TNT Mail for repacking.
* Once the packets have been removed from the sleeved Yorks for inward sorting, the cardboard sleeved Yorks should either be returned to TNT Post as part of the normal one for one York swap or the cardboard removed and disposed of.
* York containers with Cardboard sleeves from TNT must not be used for onward distribution of packet traffic to Delivery Offices or for the despatching of mail into the Royal Mail network.
9. Mail Order Returned (MOR) Traffic (Warrington Rail Terminal
The MOR (Mail Order Returns) site at Warrington Rail Terminal is scheduled to receive 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 FSCs Trial
As reported in 2005 in LTB 578/05 and 2006, the Folding Stackable (Steel) Container have been subject to ongoing Trials in a closed loop between NDC and NHCDC over the last 3 years and various improved versions have been produced. The FSC is simply a folding version of the standard RSC and the aim has been to trial and test the suitability of the FSC as a possible replacement or addition to the currently used RSC. The FSC has benefits in terms of storage and transportation when empty as when folded 3 may be carried instead of 1 standard RSC. The concept will allow loading of 130 empty containers on a trailer instead of the standard 44 (RSCs) empty. Testing and development of the early versions of the containers have been carried out to improve the units further. Although this trial piece of equipment will not feature as a national solution for Xmas 2007 FSCs may be deployed in HWDC Outhouse operations for internal use only. It is intended for storage and sortation within the outhouse only during the Christmas operational period.
11. Loose Loading of Mail Bags - Xmas 2007
Further to a number of enquiries and concerns raised by Branches and Area Safety Reps regarding possible increased use of loose loading this Xmas as the traffic increase leads to container shortages, representations have again been made to Royal Mail. Discussions have taken place and 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.
LAMU (London Airport Mail Unit) - Mount Pleasant:
We have been notified that there will be 14 loose trailers running between LAMU and Mount Pleasant during the Xmas Peak period and after strongly challenging the practice we received the following explanation; The volume of import ULDs (aircraft containers) increases to around 400 on a daily basis during Xmas and this year there is an expected increased volumes of Parcelforce traffic and the numbers may well exceed 400. The maximum capacity at LAMU is for around 270 bins on a daily basis and LAMU could not operate without having an outhouse or out-station to cope with the substantial increased volume.
The only area of that the landlord (BAA) can provide on the Airport property is airside, which is strictly controlled by BAA, for all access including personnel and equipment, with airside passes etc required. It would not be practicable to have York Containers or other containers to be fed to and from the site, therefore loose loading of trailers, for both Royal Mail and Parcelforce traffic is the only option. The mail is loaded directly onto the trailers, via 'boom conveyors'. The Health and Safety aspects will be cleared locally in consultation with the CWU Area Safety Rep as in previous years and a "joint risk assessment" will be carried out. LAMU and Mount Pleasant will be operating in the exactly same way as last year, which was almost identical to the previous outhouse operations. In the circumstances, the use of loose loading in this instance are unavoidable, but CPC will check that a local risk assessment is concluded.
(Copies of the Core Risk Assessment Form and Safe System of Work will be circulated separately).
12. York Containers Brake Bar Fault & Modifications
Further to LTB 783/06, Branches will be aware that Royal Mail identified a manufacturing fault with the new styled York Container Brake Bar Handle (These Yorks are easily identified as those with the yellow oval shaped plastic brake handle mounted into grey plastic end pieces) which has been the subject of modifications to prevent the brakes failing. The Union has been assured by Royal Mail's National Container Control Manager that the chances of this occurring are very slight with only one incident reported so far. However, a National refit modification has been completed during 2007 with the fitting of a simple green split tube or 'Brake Bar Cover' which prevents the components separating and in turn prevents brake failure. The green Brake Bar Cover will enable offices to identify which York Containers have and have not been corrected.
100,000 Brake Bar Covers fixing kits were produced and were distributed and 80,000 Yorks have now been fixed. Any remaining Yorks will be modified by the York repair teams and all Yorks going into storage will also be checked. The remaining supply has been made available to the repair contractor and any Yorks that do not have this fitting are attended to during maintenance. Royal Mail have assured us that it is safe to continue using the unmodified Yorks whilst awaiting the modifications to be completed.
13. Plastic Letter Trays
A total of 495,000 new Letter Trays have been purchased so far this year and all are expected to be released into the network by week commencing 17th December 2007.
14. Cardboard Letter Trays
In order to alleviate Tray shortages this Xmas, 200,000 Cardboard Trays have been purchased for use within RML. The Cardboard Letter Tray is intended to be used as an additional, reusable, container to supplement the Plastic Letter Tray for use within Royal Mail and by certain Customers. (A copy of the Safe System of Work (SSoW) is being circulated seperately).
These Trays will be supplied to a number of Mail Centres, mainly for despatching mails from MCs to DOs only and all Trays must be repatriated from DO to MC daily. They are not intended for despatch into the network. They should be Filled to a maximum weight to be no more then 10kg. The Trays will arrive flatpacked and will need to be constructed on site. They are constructed of single ply corrugated cardboard and consist of a Tray (box) and separate Lid.
They must be used with the lids supplied to ensure rigidity. Yorks may be loaded to a maximum of 28 Cardboard Trays, 7 high, providing the weight limit is not exceeded. Plastic Trays should not be placed on top of Cardboard Trays. Mixing of the two Tray types (Plastic and Cardboard) should be avoided. They can be used in York Containers, RSCs, Tray Dollies and Palletised. They are for use with letters and flats, in non-mechanised operations. They can be used for Letters and Flats BUT NOT Mechanised operations and Not for use with Machines and automated processes where tray handling is automated such as Flat Sorting Machines.
Trays will also to be used for customers on bespoke (tailored) services whereby they may need to use trays over an extended period to print, store. For example Tesco want to produce a mailing in which they will want Royal Mail to store and have access to in order to extract mail from the trays at a later date and before delivery. They are looking at using approx 40,000 trays. In 2011 the National Census would use 250,000 - 350,000 trays and likewise would want to keep the completed census mail posted back for scanning.
The Tray Is designed to be stacked as follows:
- 5 high when free standing or stacked in RSCs, Card RSCs or on pallets
- 7 high when stacked in Yorks
- 7 high when stacked in Tray Dollies
15. New Blue Bags For International Despatches.
900,000 new blue bags for international despatches have been purchased this year and are being fed into the system.
16. 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.
(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, ie 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 (ie 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. Health & Safety Processes
From a H&S point of view the HS&E Dept will proceed to continue our joint work with Ian McDonnell RM National CEM, Mike Eady Royal Mail Head of Central Postal Control, Mr Mark Wythe Royal Mail's National Container Control Manager and Dr Paul Beattie Senior Engineer Materials Handling.
18. 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.
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
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zaphod
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Thanks for that. I was aware of the directive. Speaking to my immediate boss, yesterday - CWU - area H&S - it looks like someone on the managerial side is going to be in a lot of trouble at our Mail Centre (They deserve it. Arrogant big-headed bugger) 
I understand in addtion to the above, that NO dispatching of mails into the network using Cardboard Sleeves will be permitted as from Monday next week. Said manager plans to use them here on New Year's Eve, too
.
I understand in addtion to the above, that NO dispatching of mails into the network using Cardboard Sleeves will be permitted as from Monday next week. Said manager plans to use them here on New Year's Eve, too
.
Last edited by zaphod on 28 Dec 2007, 13:46, edited 2 times in total.
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TrueBlueTerrier
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Ahhh what a shamezaphod wrote:Thanks for that. I was aware of the directive. Speaking to my immediate boss, yesterday - CWU - area H&S - it looks like someone on the managerial side is going to be in a lot of trouble at our Mail Centre
- That he is in trouble not that he has been causing workers grief by going against directives. I hope you know what I am trying to say.All post by me in Green are Admin Posts.May use chatgp to generate posts
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POSTMAN
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Ok i'm lost,i posted up about the cardboard stuff a few months ago in the Union room.
So are we allowed to use these!!
Nine Elms in SW London which feeds my office have been using these for months and we had tons of them this xmas!!
Also there was a LTB about 'Using shrink wrap' on yorks and also this was a 'no,no' but again we had tons of yorks shrink wrapped!
What the hell is going on then?
So are we allowed to use these!!
Nine Elms in SW London which feeds my office have been using these for months and we had tons of them this xmas!!
Also there was a LTB about 'Using shrink wrap' on yorks and also this was a 'no,no' but again we had tons of yorks shrink wrapped!
What the hell is going on then?
I Wrote-During Covid-Which is still relevant now
It's good to get these types of threads, the ridiculous my manager said bollox, so we can reassure ourselves that while the world is falling apart, Royal Mail managers are still being the low-life C***S they have always been.
My BFF Clash
The daily grind of having to argue your case with an intellectual pigmy of a line manager is physically and emotionally draining.
It's good to get these types of threads, the ridiculous my manager said bollox, so we can reassure ourselves that while the world is falling apart, Royal Mail managers are still being the low-life C***S they have always been.
My BFF Clash
The daily grind of having to argue your case with an intellectual pigmy of a line manager is physically and emotionally draining.
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TrueBlueTerrier
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On the cardboard ones:POSTMAN wrote:Ok i'm lost,i posted up about the cardboard stuff a few months ago in the Union room.
So are we allowed to use these!!
Nine Elms in SW London which feeds my office have been using these for months and we had tons of them this xmas!!
Also there was a LTB about 'Using shrink wrap' on yorks and also this was a 'no,no' but again we had tons of yorks shrink wrapped!
What the hell is going on then?
So its a qualified yes they can but they must have a false base and must have been cleared by CPC (whoever they are) and shrink wrap is a definite no no. Sounds like your management or CWU rep need to have a word.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 other times.)
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.
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zaphod
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As we understand it, at our fail centre, the CPC (or territorial director), is NOT giving permissions out. That comes from the area H&S rep, in a converstaion I had with him. That the BMC are using cardboards on our shift only, for network dispatching, tells a story, too, doesn't it?
Looks like 2008 will start brightly.
Looks like 2008 will start brightly.
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goals murphy
- MAIL CENTRES/PROCESSING
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Cardboard sleeves are used at our mailcenter every day also we have taken a new delivery of inserts only yesterday our mail center manager tells us we must use them as if he uses the proper agreed inserts they will go missing in the pipeline at his cost.
They are stored with the r.s c.s in the warehouse so when our forklift drivers are stacking r.s.c.s they first have to check that no one is filling yorks with these inserts.
A very serious accident waiting to happen i would say but hey so what if he is sick even with a accident on duty we can still sack them.
They are stored with the r.s c.s in the warehouse so when our forklift drivers are stacking r.s.c.s they first have to check that no one is filling yorks with these inserts.
A very serious accident waiting to happen i would say but hey so what if he is sick even with a accident on duty we can still sack them.
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zaphod
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As it is the ultmiate goal to use red sleeves exclusively throughout the network, although the business does not have enough Red Sleeves, our Mail Centre was again using Cardboards, briefly, on the agreement of the receiving office, only, as we ran out of Red Sleeves on the first day. A classic case of planning without the equipment, so the office reverted to using DBF's., and the cardboards have not been used, since.
Semi-retired, former long-serving CWU Health and Safety Representative