Mail Management. Standard Operating Procedure

Transcription

1 Mail Management Standard Operating Procedure Notice: This document has been made available through the Police Service of Scotland Freedom of Information Publication Scheme. It should not be utilised as guidance or instruction by any police officer or employee as it may have been redacted due to legal exemptions. Owning Department Version Number Corporate Services 2.00 Date Published 26/09/2017 1

2 Compliance Record Equality and Human Rights Impact Assessment: Date Completed / Reviewed: Information Management Compliant: Health and Safety Compliant: Publication Scheme Compliant: 19/04/2016 Yes N/A Yes Version Control Table Version History of Amendments Date 1.00 Initial Approved Version 26/03/ Complete revision of the document carried out to incorporate all required amendments in relation to updates to DX Exchange addresses. Document reformatted onto new corporate SOP template 26/09/2017 3

3 Contents 1. Purpose 2. Introduction 3. Incoming Mail 4. Internal Despatches 5. Outgoing Mail 6. Roles and Responsibilities 7. Bomb Threats/Suspicious Packages Appendices Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G List of Associated Legislation Monthly Mail Management Information Template List of Associated Reference Documents Glossary of Terms Minimum Service Standards DX Exchange Addresses DX Mail Tracking Guidance 3

4 1. Purpose 1.1 This Standard Operating Procedure (SOP) provides guidance in relation to all mail and despatches within the Police Service of Scotland (PSoS). 1.2 The purpose of the Mail Management SOP is to help and encourage employees to comply with the mail management policy, thereby ensuring that Best Value can be achieved in respect of PSoS postal costs. 1.3 This SOP will operate in line with the Lost, Abandoned and Found Property SOP and the Bomb Threats - Suspicious Packages SOP. 2. Introduction 2.1 With effect from 03 August 2017, PO Box 2460, Dalmarnock, Glasgow, G40 9BA was set up as the central mailing address for Police Scotland. 2.2 Correspondence received at this PO Box addressed to The Chief Constable, or the Police Service of Scotland will be dealt with by the Glasgow Mail and Delivery team who will redirect as appropriate. Courier service DX (Delivered Exactly) Group will thereafter provide a secure overnight delivery service to wherever the mail is intended. 2.3 All stations across the PSoS estate have been classified as either Primary or Secondary for the purposes of internal mail/despatch delivery/collection service. Minimum service standards are defined and outlined at Appendix E. 2.4 The previous structure for Mail Rooms across the country remains unchanged, as does the responsibility for redirecting correspondence received at divisions. The Officer in Charge, or equivalent at the Glasgow Service Centre is responsible for monitoring and redirecting correspondence received at the contact us address. 2.5 Where possible and if applicable, use of electronic document management systems should continue, and standardisation of correspondence tracking will be implemented with any future introduction of an electronic document management system. 3. Incoming Mail 3.1 The Glasgow Mail and Delivery team are responsible for redirecting correspondence received through the PO Box. Each divisional headquarters and certain other strategic stations will be serviced by the use of the DX mail delivery and collection service. DX Exchange addresses are detailed at Appendix F. 3.2 All incoming mail should be date stamped on the reverse side of correspondence on the day of receipt. 4

5 3.3 Correspondence requiring a signature of acknowledgment should be tracked through a correspondence system or book. Such records, as a minimum should include the name and title of sender, the date received and a small note identifying the nature of the enquiry. Correspondence redirected internally should be suitably detailed alongside the original entry with the date forwarded together with the recipient name, their titling and location. 3.4 Where mail is received via Recorded or Special Delivery, recipients should retain the envelope for reference purposes. 3.5 Written complaints about the Police should be handled in adherence to the standards of the Police Investigations and Review Commissioner - Statutory Guidance. The Complaints about the Police SOP refers. 3.6 Correspondence should generally be acknowledged unless a full reply is possible forthwith. All correspondence from members of the public requesting information must be responded to appropriately and promptly where legislative timescales apply, e.g. requests made under the Freedom of Information (Scotland) Act 2002 or Data Protection Act If considered to be business as usual this should still be dealt with within 20 working days. The Freedom of Information PSoS SOP refers. 3.7 Correspondence addressed to specific members of staff by name may not be opened by any other member of staff without the agreement of the recipient. 4. Internal Despatches 4.1 The internal despatch system will distribute mail/despatches as per the agreed designation of Primary or Secondary mail service classification. Local arrangements are to be made for delivery/collection for these stations where the planned service does not meet the service requirements on certain occasions. 4.2 Internal reusable envelopes are to be used whenever possible, additional supplies can be obtained from the appropriate Mail Room where required. 4.3 Correspondence must be marked and despatched according to the procedures laid down in the Government Protective Marking Scheme (GPMS) SOP. 4.4 Despatch bags with locks or seals, if applicable should be used for despatches between Divisional Headquarters and other buildings and offices. 4.5 Legacy practices will continue in the recording of all items of cash, valuables, expensive equipment and documents requiring a signature of acknowledgement sent in the despatch system. 5

6 5. Outgoing Mail 5.1 The mail delivery and collection service contractor, DX Group should be used wherever practicable between exchange locations. All mail should be clearly addressed and should include a reference or box number. See Appendix F - for DX Exchange Addresses and correct format to be used. 5.2 All postal mail should be clearly addressed and must include a post code. The Force standard letterhead template should be used to guarantee spacing etc., meets with the requirements of achieving the highest discounted mail tariff for machine readable mail. 5.3 In compliance with GPMS guidelines, items of mail handled by external service providers should avoid exposing protective marking on outer envelope or packaging. For full details on the protection of Police information, the Government Protective Marking Scheme (GPMS) SOP refers. 5.4 Unless otherwise directed all mail will be franked and sent by second class post which is a two/three day delivery service. 5.5 A small departmental stock of postage stamps is permitted where preparation of mail is not feasible within the working hours of the local Mail Room, or where a stamped address response is required. Purchase should be made from use of petty cash. 5.6 Departments should use the most appropriate return address on their correspondence to ensure responses are directed without delay to the local area concerned. 5.7 Unless otherwise directed, all mail will carry the PSoS franked logo. Where outgoing mail is not to be identified as being sent by PSoS, this must be communicated to the Mail Room staff. In such circumstances the logo and return address will be removed before franking. 5.8 Divisions/department should be aware of when the mail needs to arrive at the Mail Room to ensure posting that day and to take account of variations during public holiday periods. Consideration should also be paid to the effects public holidays have on the delivery timescale of recorded and guaranteed mail services. 5.9 A mail tracking service exists for items being sent via the DX service. This carries an additional cost and should be used only where absolutely necessary. Guidance is provided at Appendix G DX Mail Tracking Guidance In circumstances of passports lodged as found property or productions, reference should be made to the Lost, Abandoned and Found Property SOP and the Productions SOP respectively. Full guidance including method of postal return to the appropriate authorities is contained within. 6

7 5.11 Royal Mail Special Delivery items requiring the addition of consequential loss, guaranteed pre 0900 hours or Saturday delivery are subject to Value Added Tax (VAT). VAT chargeable services should be paid for at the local Post Office by means of petty cash The postage budget will be held centrally however consideration will be given to recharging divisions/departments for the use of the tracked mail service provided within the DX service, or the use of other courier operators. 6. Roles and Responsibilities 6.1 The roles and responsibilities essentially remain unchanged from the legacy force structures for Mail Rooms. The provision of monthly management information has been introduced; responsibility for this sits with local divisional management. An example template for completion and submission are detailed at Appendix B Monthly Mail Management Template. Templates can be obtained from Mail Administrators at: mailroom@scotland.pnn.police.uk. 6.2 Courier staff requiring access to Police premises are subject to Non Police Personnel Vetting (NPPV). Quality checking and routing of NPPV forms to the relevant National Vetting Unit (NVU) is performed by the nominated internal sponsor of each Mail Room. Vetting SOP refers. 7. Bomb Threats/Suspicious Packages. 7.1 Should a suspected bomb or suspicious package be found on or delivered to Police premises refer to the Bomb Threats Suspicious Packages SOP. 7

8 Appendix A List of Associated Legislation Freedom of Information (Scotland) Act 2002 Data Protection Act

9 Appendix B Monthly Mail Management Information Template ENTER YOUR LOCATION HERE COURIER REQUESTS COST CENTRE COST inc. VAT MONTHLY ROYAL MAIL FUNCTION Royal Mail Total Spend Royal Mail Total Output Surcharge Items Surcharge Costs VALUE POSTAGE STAMPS 1st Class Spend 1st Class Count 2nd Class Spend 2nd Class Count VALUE Total Total Postal Output Total Postal Spend 0.00 MAIL INITIATIVES DEPARTMENT & DETAIL STATUS Additional Notes: Grey cells indicate headings and helpful comment prompts Blue cells are pre-forumulated and should not be altered Orange cells are for populating 9

10 List of Associated Reference Documents Appendix C Bomb Threats - Suspicious Packages PSoS SOP Complaints about the Police SOP Counterfeit Currency PSoS SOP Freedom of Information PSoS SOP Government Protective Marking Scheme (GPMS) PSoS SOP Lost, Abandoned and Found Property PSoS SOP Police Complaints Commissioner for Scotland Statutory Guidance Productions PSoS SOP Vetting PSoS SOP 10

11 Appendix D Glossary of Terms GPMS NPPV NVU PSoS SOP UKNCO DX Government Protective Marking Scheme Non Police Personnel Vetting National Vetting Unit Police Service of Scotland Standard Operating Procedure United Kingdom National Central Office Delivered Exactly 11

12 Appendix E Minimum Service Standards The standards are based around classifications of office as shown in the table: Primary Secondary Other Definition Divisional Headquarters or buildings hosting significant functional departments with a robust business requirement for daily mail delivery / collection. Larger offices that require ongoing mail delivery services for operational or geographic reasons but do not warrant daily services. All offices not classified as primary or secondary. Mail service Daily mail collection service with overnight delivery between primary offices, with the ability to send internal-recorded or DX-Tracked between divisions. Delivery / Collection of mail on Monday, Wednesday and Friday with overnight delivery to Primary offices or two-day delivery to Secondary offices. Required to make local arrangements to uplift / deliver mail to the closest primary or secondary office. Delivery days relate only to business days i.e. weekends and public holidays not included. 12

13 Appendix F DX Exchange Addresses Aberdeen City - Aberdeenshire & Moray Forth Valley Tayside Edinburgh Dalmarnock, Glasgow The Lothians & Scottish Borders Renfrewshire & Inverclyde Argyll & West Dunbartonshire Highlands & Islands DIVISION A C D E G J K L N DX ADDRESS DX ABERDEEN 21 DX FALKIRK 5 DX DD46 DUNDEE DX FORFAR DX PE46 PERTH DX EDINBURGH 59 DX GLASGOW (Productions) DX GLASGOW DX EDINBURGH 59 DX PA3 PAISLEY DX CAMPBELTOWN DX DUMBARTON 2 DX DUNOON DX LOCHGILPHEAD DX OB11 OBAN DX ROTHESAY DX INVERNESS 3 13

14 Fife Lanarkshire Ayrshire Dumfries & Galloway SCDEA Scottish Police College P Q U V SCD SPC DX GLENROTHES 6 DX MOTHERWELL 2 DX KILMARNOCK 2 DX ANNAN DX CASTLE DOUGLAS DX DUMFRIES 6 DX NEWTON STEWART DX STRANRAER DX GARTCOSH DX ALLOA 2 14

15 Appendix G DX Mail Tracking Guidance For mail items requiring enhanced security between internal DX exchanges, the recommended method of transit is the use of the DX tracked service. Tracked mail labels, log books and tamper evident pouches can be ordered centrally via the Administrative Officer of the Glasgow Mail Room. The document or parcel should be addressed in the usual way with the bar coded label placed next to the recipient address. Thereafter the item should be left for collection together with all other DX outgoing items. Delivery status can be monitored via the DX website using the track my item facility. Example of good use of the DX tracked service would be in the movement of counterfeit currency to UKNCO for disposal. The service affords enhanced security, generous weight restrictions and next working day pre-0900 hour delivery as standard. The Counterfeit Currency PSoS SOP refers. Where items are in excess of 15kgs in weight and 50cm x 50cm x 50cm in dimension an alternative suitably cost effective arrangement should be used. Departments should consult with the relevant Mail Room for guidance. As the DX tracked service carries an additional cost per consignment this service should be considered only where necessary. 15