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Royal Mail
Acquisition of Human Resource
Information
Version 02
November 07
Law Enforcement Liaison Manager
Royal Mail Letters Security
Contents
Change Control Page 3
Glossary Page 4
Procedure Statement Page 5
Procedures Page 6
Standards Page 7
Deployment Page 8
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Change Control
Final
Michael St John
Gerry Walshe & Kelly Samuels
Gerry Walshe & Kelly Samuels
November 07
Internal Information
Authorisation
General Manager Security — Royal I Tony Marsh
Mail Letters
Distribution List
Group Security Database
Documentation History
Document Change History
01 Change of status from Royal Mail Group to Royal Mail Letters and update of changes to procedures
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Glossary
Document Summary
The policy is a working document, which will be reviewed once a year for relevance and at other intervals when a
significant change in the working environment or working activities takes place
The policy is issued to all stakeholders and is available on the Security Intranet site and through the Group Security
Database.
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Procedure Statement
The aim of this document is to provide Investigators within the Royal Mail Group, with clear guidance concerning the
required Procedures & Standards in relation to the above subject.
Procedures
Security Intelligence Team
‘The Law Enforcement Liaison team have direct access to HR Infinium and IRIS systems
Human Resource Information
Human Resource information means any information relating to an employee of our Business an Agent or Agent
Assistant,
Single Point of Contact
A Single Point of Contact was established in accordance with Part 1, Chapter 2 of the Regulation of investigatory
Powers Act.
This role has now been extended to facilitate the acquisition of Human Resource information.
Disclosure
Human Resource information is requested and supplied in the following circumstances:
(a) The prevention and detection of crime,
(b) The apprehension or prosecution of offenders,
(c) The assessment or collection of any tax or duty.
Documentation
Form GS219 must be completed for all requests for Human Resource information.
Human Resource information gained through direct access and not through the
SPOC will still require GS219's to be completed. These forms will need to be
retained for audit purposes.
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Any request for Human Resource information can be forwarded by hard copy, fax or e-mail and forwarded to:
Hard Copy:
Floor 2A,
Battersea SDO
202 Lavender Hill
LONDON
SWILIA
The Single Point of Contact will hold a register of information requested and disclosed.
In exceptional circumstances requests can be made verbally but a completed form GS219 must be forwarded to the
above address as soon as is practicable. An exceptional circumstance will be regarded as an urgent enquiry where
timescales are critical.
Standards
Following the rationalisation of Transaction Services Human Resource operational units, the acquisition of Human
Resource information now needs a standard approach.
The Security Intelligence Team at Battersea LDO has been established as the Single Point of Contact (SPOC) for the
acquisition of Human Resource information. This is to safeguard our Business and also Security Managers in relation
to Data Protection Act 1998 issues. However it should be noted that for purposes of urgent checks Investigation Team
Managers have direct access. Further to this for the purposes of intelligence gathering and prosecutions personnel
within the Criminal Intelligence team and the Prosecution Support Office also have direct access.
‘The Acquisition of Human Resource information can only be made by the Single Point of Contact to the appropriate
designated contact point within Transaction Services.
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The Single Point of Contact holds full details of the contact points within Human Resources in relation to all personal
information.
Deployment
Timescales
© The Single Point of Contact will turn around requests in accordance with the following Key Performance
Indicators
© 90% within 24hrs
© 10% within 48hrs