POL00114172ds
POL00114172ds
Second Interim Disclosure Statement
18 October 2022
Annex 1 —- Hard Copy Document Repositories
The below tables set out the hard copy document repositories that have been considered by POL when responding to Rule 9 Requests. For the reasons
listed in Section E of the statement, POL has not undertaken an exercise to harvest material from every hard copy document repository and then carry
out searches on the contents of the same.
Instead, hard copy sites have been assessed to consider whether documents held there might be relevant to the Inquiry. Where that has been the case,
a review has been conducted and potentially relevant material from that site has been harvested. Part A sets out sites from which documents have been
harvested. Part B sets out sites which were considered for harvesting, but from which no documents were harvested (further reasons as to why POL did
not believe that these sites would contain relevant material are set out in the table).
Part A: Sites from which documents have been harvested
Site
description
POL's hard copy
document repositories
(expressly stating the
name of each location)
State the number of documents (or, if the
total document number is unknown, state
as such and provide the number of
boxes/files) held at each repository
Disclosure related tasks
undertaken (including the steps
taken to harvest documents and
site visit dates)
1. Occupied Atria, Spa Road, Bolton At the time the site was visited in May 2022, A visit to the site took place on 25
Administration there were 95 files on site. However, I I May 2022 to identify relevant
Site understand that material was routinely I materials.
transferred from this site to Chesterfield for
20 documents were subsequently
storage. nana :
digitised and reviewed
As at the time of drafting this statement, the I electronically.
site now holds 25 boxes, 10 of which are Where relevant, documents from
waiting to be sent for archiving, and 25 of this site were roduced to the
which are waiting to be scanned before being Inqui 138 er ber 2022.
sent for archiving to Oasis which is now where nquiry on ‘eptember °
all archived boxes will be sent.
2. Occupied Chesterfield: At the times site visits to Chesterfield were I An initial scoping visit to the
Administration "6 "Agent" undertaken, this information was not available I unindexed sections of this site took
Site e tchwve place on 24 and 25 May 2022 and
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Site
description
POL's hard copy
document repositories
(expressly stating the
name of each location)
b. Secured, “security-
specific" archive
POL00114172ds
POL00114172ds
Second Interim Disclosure Statement
State the number of documents (or, if the
total document number is unknown, state
as such and provide the number of
boxes/files) held at each repository
because the site had not been fully indexed
yet.
The number of boxes held in (a) amounts to
4,453 (unindexed).
The remaining number of items housed in (b)
amounts to 4,368 case files (indexed).
(a) "General"/"Agent" archive
The entirety of records held in these rooms
were transferred to the Winchester Oasis site
for indexing onto the Oasis Indices. This
completed on 26 August 2022.
I understand that these boxes are part of
phase 4 of the Unindexed Items Project and
that the indexing of these items is largely
complete. As a result, I understand these
items now, or will shortly, appear on the Oasis
Indices.
(b) Secured, “security-specific" archive
The material in the ‘Secured’ archives has
been considered for relevance as part of the
GLO and CA Scanning Exercise and,
therefore, is caught by searches on Relativity.
This material was also part of phase 4 of the
Unindexed Items Project. As a result, I
understand that these items now, or will
shortly, appear on the Oasis Indices.
Therefore, the entire content of Chesterfield's
archive (general, agent and security) has been
18 October 2022
Disclosure related tasks
undertaken (including the steps
taken to harvest documents and
site dates)
involved reviewing a sample of
materials from these rooms
The 'security-specific’ archive was
not reviewed as content from this
room had already been harvested
as part of the GLO and CA
Scanning Exercise.
HSF produced indices of the
sample material reviewed ("HSF
Sample Index"). A total of 18
boxes were subsequently
couriered to HSF's office in London
to be digitised and reviewed
electronically.
A follow up visit took place on 3
August 2022 to consider the
relevance of the balance of indexed
materials on the HSF Sample
Index.
A further 12 boxes of documents
were subsequently couriered to the
HSF office to be digitised and
reviewed electronically.
Where relevant, documents from
this site were produced to the
Inquiry in September 2022.
At the date of drafting this
statement, materials that were not
indexed on the HSF Sample Index
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Site
description
POL's hard copy
document repositories
(expressly stating the
name of each location)
Second Interim Disclosure Statement
State the number of documents (or, if the
total document number is unknown, state
as such and provide the number of
boxes/files) held at each repository
moved to Winchester, meaning that there
remains no material at Chesterfield
POL00114172ds
POL00114172ds
18 October 2022
Disclosure related tasks
undertaken (including the steps
taken to harvest documents and
site dates)
will now be, or will shortly be,
captured by the indices produced
by POL in connection with phase 4
of its Unindexed Items Project. The
review of that material is discussed
at Section G of the statement.
Occupied
Administration
Site (Head
Office)
Finsbury Dials
This site is POL's head office, as opposed to a
document storage site. It is not, therefore,
possible to quantify the total number of
documents stored here or the total volume
held.
However, at the time of the site visits which
took place in the first half of June 2022, the
following items were reviewed from the
following functions at POL:
Company Secretary function of POL
e — Six filing cabinets
e One blue fireproof cabinet
In-house Legal function of POL
* 10 boxes
Procurement__and__Contract
function of POL
Management
e One cupboard
e Seven box files of hardcopy materials
Site visits took place on 7, 14, and
15 June 2022 respectively.
Four out of the 10 boxes from the
legal storage room were
subsequently couriered to HSF's
office in London. From these four
boxes, four individual files were
digitised and made available to
Peters & Peters for its Inquiry-
related review work.
Seven boxes from the storage
rooms of the company secretary
and procurement were
subsequently couriered to the HSF
office to be digitised and reviewed
electronically.
Where relevant, documents from
this site were produced to the
Inquiry in September 2022.
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POL00114172ds
POL00114172ds
Second Interim Disclosure Statement
Site
description
POL's hard copy
document repositories
(expressly stating the
name of each location)
State the number of documents (or, if the
total document number is unknown, state
as such and provide the number of
boxes/files) held at each repository
18 October 2022
Disclosure related tasks
undertaken (including the steps
taken to harvest documents and
site dates)
In line with paragraph 58 of the statement,
POL will continue to consider whether it is
appropriate, reasonable and proportionate to
conduct further searches at this hard copy
repository.
4. Directly Leeds It was estimated that there were On 22 April 2022, a POL employee
Managed approximately 120 boxes of documents stored I attended the site to assess what
Branch at this site at the time that enquiries were I was held there. On 29 June 2022,
made. two POL employees prepared the
. . . approximately 120 boxes for
There fe nothing left in the storage space at the couriering to HSF, which involved
. condensing them into 96 archive
storage boxes.
These 96 archive storage boxes
were subsequently couriered to
HSF's office in London for further
review. Following a_ further
physical review and_ high-level
indexation exercise of the boxes,
203 documents were digitised and
reviewed electronically.
Where relevant, documents from
this site were produced to the
Inquiry in September 2022.
5. Directly Londonderry The total number of files and boxes at the time I On 26 July 2022, POL employees
Managed the searches were carried out in July 2022 I attended this site to identify
Branch was approximately 43 plus 9 additional I potentially relevant material. They
documents. sent an index of the material to
HSF, followed by certain follow up
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Site
description
POL's hard copy
document repositories
(expressly stating the
name of each location)
Second Interim Disclosure Statement
State the number of documents (or, if the
total document number is unknown, state
as such and provide the number of
boxes/files) held at each repository
The material at this site that was considered
for the purpose of the Inquiry remains at the
site, save for the materials that were sent to
HSF for further consideration.
POL00114172ds
POL00114172ds
18 October 2022
Disclosure related tasks
undertaken (including the steps
taken to harvest documents and
emails which included the contents
of two safes which were on-site,
once access to the safes had been
obtained.
On the basis of the index and
emails, two boxes’ worth of
material was identified as
potentially relevant and requiring
further review by HSF.
Consequently, these boxes were
couriered to the HSF office (in
London) to be digitised and
reviewed electronically.
Documents from this site were
produced to the Inquiry where
relevant in September 2022.
Counters
Training
Office
Mutley, Plymouth
33 boxes of materials were previously held at
this site, before being transferred to
Winchester for storage. These documents will
now be on the Oasis Indices.
There are no longer any hard copy documents
in storage at this site.
In May 2022, the 33 boxes at this
site were couriered from Mutley to
Winchester. On 23 May 2022, the
boxes were reviewed in-person at
Winchester for potentially relevant
material.
From this exercise, eight
documents were subsequently
digitised and reviewed
electronically.
19177114719_1
Site
description
POL's hard copy
document repositories
(expressly stating the
name of each location)
POL00114172ds
POL00114172ds
Second Interim Disclosure Statement
State the number of documents (or, if the
total document number is unknown, state
as such and provide the number of
boxes/files) held at each repository
18 October 2022
Disclosure related tasks
undertaken (including the steps
taken to harvest documents and
site dates)
Where relevant, documents from
this site were produced to the
Inquiry in September 2022.
Archiving
facility
Winchester Oasis
A total of 141,110 items (boxes and files) are
currently listed on the Oasis Indices. As at the
date of this statement, this is made up of
78,219 boxes and 62,891 files.
This site has been visited on the
following dates: 26-28 January
2022, 2-3 February 2022, 14-15
March 2022, 20 July 2022, and 12-
13 October 2022, for the purpose of
locating documents responsive to
the Rule 9 Requests relating to
phase 2 of the Inquiry — that is Rule
9 Requests No. 7, 9-11, 13, 15, 21,
and 23.
Documents collected, digitised,
and electronically reviewed from
this site have been produced to the
Inquiry where relevant on multiple
occasions since the start of the
year.
This site was also visited on 23
May 2022 for the purpose of
reviewing the material from the
Mutley site, which I address above.
Archiving
facility
Leeds Oasis
The items that were stored at this site have
always been subject to the searches carried
out on the Oasis Indices.
All boxes kept at this site were transferred
from Leeds Oasis to Winchester Oasis on 9
The material from this site will have
formed part of the Oasis Indices
and, as such, will have been
considered for relevance as part of
a review of those Oasis Indices,
19177114719_1
Site
description
POL's hard copy
document repositories
(expressly stating the
name of each location)
POL00114172ds
POL00114172ds
Second Interim Disclosure Statement
State the number of documents (or, if the
total document number is unknown, state
as such and provide the number of
boxes/files) held at each repository
and 16 March 2022. There is nothing left to
harvest from this site.
18 October 2022
Disclosure related tasks
undertaken (including the steps
taken to harvest documents and
site dates)
with documents reviewed and
produced accordingly.
Archiving
facility
Postal Museum
The Postal Museum has confirmed that, as at
6 October 2022, it held:
e 347 cubic meters in its hard copy archive;
and
* 62 cubic meters of hard copy materials
which have yet to be processed.
The Postal Museum has confirmed that, as at
31 January 2022, it holds:
* 352.79 gigabytes (digitally).
Site visits took place on the
following dates 18, 20-21 January
2022, 4, 9 and 11 March 2022 for
the purpose of responding to Rule
9 Requests No. 9-11.
This site has also been consulted
for the purpose of responding to
Rule 9 Requests No. 7, 13, 15, 18,
19, 21, and 23.
Any potentially relevant materials
identified during site visits or
following searches being carried
out by the Postal Museum across
its archives would have been
digitised by a third-party provider,
and subsequently reviewed
electronically.
Documents collected, digitised,
and electronically reviewed from
this site were produced to the
Inquiry where relevant on multiple
occasions since the start of the
year.
19177114719_1
Site
description
POL's hard copy
document repositories
(expressly stating the
name of each location)
Second Interim Disclosure Statement
State the number of documents (or, if the
total document number is unknown, state
as such and provide the number of
boxes/files) held at each repository
POL00114172ds
POL00114172ds
18 October 2022
Disclosure related tasks
undertaken (including the steps
taken to harvest documents and
10. Supply Chain Swansea The number of boxes at this site was 43. The 43 boxes from this site were
site . . - . couriered to Finsbury Dials on 23
potently televent one Inqutry eng May 2022 where they were
couriered to Oasis Winchester for storage and reviewed by the POL Inquiry team.
are in the process of being indexed onto the I As a result of this review, three
Oasis Indices. boxes were digitised by the POL
Inquiry team in the week
There are no longer any hard copy documents commencing 23 May 2022.
in storage at this site.
A further three additional boxes
were sent to HSF's office in London
for additional consideration. They
were subsequently digitised and
reviewed electronically.
Where relevant, documents from
this site were produced to the
Inquiry in September 2022.
11. Supply Chain Swindon At the time of this statement, the total volume I An initial site visit took place on 24
site of hard copy materials held at this site is I and 25 May 2022 to review 231
approximately 985 boxes and 50 crates.
indexed boxes and two crates of
documents.
From this review, one box was
subsequently digitised and
reviewed electronically.
A repeat visit took place on 13 July
2022 to review 111 unindexed
boxes. This resulted in no material
19177114719_1
Site
description
POL's hard copy
document repositories
(expressly stating the
name of each location)
POL00114172ds
POL00114172ds
Second Interim Disclosure Statement
18 October 2022
State the number of documents (or, if the Disclosure related tasks
total document number is unknown, state undertaken (including the steps
as such and provide the number of taken to harvest documents and
boxes/files) held at each repository site dates)
being identified as potentially
relevant to the Inquiry.
Where relevant, documents from
this site were produced to the
Inquiry in September 2022.
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POL00114172ds
POL00114172ds
Second Interim Disclosure Statement
18 October 2022
Part B: Sites which were considered for further investigation but discounted
Site description
POL's hard copy
repositories
(expressly stating the
name of each
location)
Disclosure related tasks undertaken
1. Occupied Bark Street Bolton I understand that this site has now closed and that any materials were transferred
Administration either to the Atria building in Bolton or to Chesterfield. Therefore, if sent to
Site Chesterfield, they will have been sent to Winchester Oasis as part of phase 4 of the
Unindexed Items Project, or, if sent to Bolton, they will have been / are in the process
of being sent for archiving at Winchester Oasis.
2. Supply Chain Belfast I understand from the Security function of POL in Northern Ireland that hard copy
Site documents held at this site, which included investigation files concerning ‘green
jackets', were sent to Peters & Peters for consideration as part of the PCDE. Peters
& Peters’ review did not result in any material being uploaded to Relativity that
related to the Inquiry.
3. Directly Caernarfon I understand that there are no hard copy documents held in storage at this site
Managed Branch except for branch accounts and other materials related to the operation of a Directly
Managed Branch (which are unlikely to be relevant to the Inquiry's Terms of
Reference).
4 A Directly Cambridge I understand that there are no hard copy documents held at this site other than
Managed Branch Directly Managed Branch accounts and other Directly Managed Branch materials
where __ training (which are unlikely to be relevant to the Inquiry's Terms of Reference).
has _ historically
been conducted
5. Formerly a POL Northampton I understand that this facility, since 2004/5, has been owned by RMG and, as such,
Supply Chain site POL cannot carry out further investigations into the site.
which I
understand
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POL00114172ds
POL00114172ds
Second Interim Disclosure Statement
18 October 2022
closed in or
around 2004/5
6. A Directly Stockport I understand from POL's training function that there have not been any hard copy
Managed Branch documents held at this site since June 2020. As a result, it was not considered
where training necessary to conduct further enquiries at this site.
has _ historically
been conducted
7. Directly Manged Wealdstone I understand that this site holds 320 archive storage boxes containing individual
Branch
consultation case files (i.e.: files which contain materials relating to public
consultations on branch relocation, temporary or permanent closure, and/or
refurbishment). These documents are unlikely to be relevant to the Inquiry's Terms
of Reference.
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