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Royal Mail Group
Royal Mail Internal Information
Criminal Investigation Team
2.2 Joint Investigation Protocols -
RMGS and PO Ltd Security
Version 1.0 Final
July 2014
Review Date: July 2015
Rashid Sarwar
Head of Investigations Policy & Standards
Royal Mail Group Security
Mobile
© Royal Mail 2014 ~ 2.2 Joint Investigation Protocols RMGS and PO Ltd Security V1 — Page 1 of 1
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Contents
Key Accountabilities
1. Introduction
2. Liaison Protocols
3. Obtaining Horizon and Credence Data
4. Escalation Process
Change Control
Glossary
NOaaaraw
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Key Accountabilities
Who is What do I have to When dol have I How dol do
accountable? do? to do this? this?
All members of Royal I Ensure you comply Ongoing As detailed within
Mail Group Security I with these these procedures
procedures
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Joint Investigation Protocols RMGS and PO Ltd Security
1. Introduction
1.1. These Procedures and Standards (P&S) detail the protocol underpinning the relationship between
Royal Mail Group Security (RMGS) Criminal Investigation Team (CIT) and Post Office Limited (PO
Ltd) Security Team in regard to criminal Investigations that affect both businesses.
1.2 Since the separation of PO Ltd and Royal Mail Group (RMG) it has become increasingly necessary
to formalise the relationship between the two respective investigation teams. A Memorandum of
Understanding (MOU) exists between our two teams and from time to time investigation staff from
either side will need to liaise with their counterparts and exchange intelligence, seek information or
jointly work together on crimes of mutual interest. Embedded below is a copy of that MOU which
Investigators must familiarise themselves with.
MOU RMGS - PO Ltd
Security doc
1.3. Bi-monthly meetings will take place between Derek C Pratt RMGS and Dave Posnett PO Ltd to
ensure each party is aware of live investigations on hand, review current casework and resolve any
matters of concern.
2. Liaison Protocol
2.1. Both RMGS and PO Ltd Security will initiate enquiries in line with their respective trigger points.
Where the reported incident impacts across the other business then, within seven days, the
affected business will be advised of details of enquiries made. This is irrespective of the triggers
applied by the parent business.
2.2 When a RMGS enquiry suggests the offence has taken place on PO Ltd premises (Crown or Sub
offices) and/or involves PO Ltd sta point of contact for RMGS Investi is the PO
Ltd Security Casework Team on. or post.office.security I GRO i
PO Ltd Security wish to contact ial point of contact is RMGS Helpdesk
‘or security.helpdest
2.3. To ensure intelligence sharing takes place and that neither party takes unilateral action that might
impact negatively on existing or planned lines of enquiry, initial discussions about the suspicions
will take place between investigators from both parties. Following this discussion the lead
Investigator will be agreed.
2.4 The lead Investigator (RMGS or PO Ltd) must then complete a Terms of Reference (TOR) form
GS046. The completed GS046 should outline the proposed actions and accountabilities of each
party and be updated if changes occur as the case progresses.
2.5 Acopy of the completed GS046 must be emailed to the identified counterpart in the other business
on completion and whenever the form is updated. In RMGS a copy of new or amended GS046
should be forwarded to the Investigator’s line manager, the relevant Head of Investigation (HOI)
and Derek C Pratt.
2.6 The investigation will then proceed accordingly with support from both parties as necessary.
2.7 In some cases the GS046 form will serve only as a way of ensuring PO Ltd Security are aware of
our activities and require no further involvement on their part.
2.8 Should an offender be apprehended, a copy of the Exec Summary should be served on both the
POL/RMG counterpart and Derek Pratt.
2.9 While it is appreciated that this will add a layer of bureaucracy to current ad hoc arrangements, the
nature of our relationship with PO Ltd Security has necessarily had to become more prescribed as
a consequence of the separation of the organisations and privatisation of Royal Mail Group. What
remains however is a shared enthusiasm to remove offenders, resolve crimes and to work together
3.2
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for the mutual benefit of each organisation and we will continue to share intelligence and work
closely with our colleagues in PO Ltd.
Obtaining Horizon & Credence Data
Should it become necessary to acquire Horizon data (the computerised accounting software used
in all PO Ltd outlets to record transactions on the counter), the request should be submitted by e-
mail to Paul Ackroyd the Acquisition and Disclosure Manager and SPOC, RMGS with specific
details of what is required. Please be aware that such data is only available via Fujitsu who make a
charge for data retrieval. Less comprehensive data (‘Credence’) is more readily available from PO
Ltd Security at no cost which may be sufficient for your needs and this too can be accessed via
Paul Ackroyd. (In most cases a phone-call before submitting the request will enable him to
determine the best source of information.)
In the event of a joint enquiry where PO Ltd Security has the lead, it would be expected that such
requests and the subsequent charges would be met by PO Ltd. Alternatively it may be necessary
to include this expenditure in the investigation costs on any subsequent prosecution case.
Escalation Process
If despite best efforts there are issues which cannot be resolved then the matter should be
escalated through the line to HOI level. Thereafter, these should be referred to Derek C Pratt to
seek resolution with his counterpart in PO Ltd Security.
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Change Control
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Status Final
Version 1.0
Owner Derek C Pratt
Author Michael F Matthews
Release Date July 2014
Document Privacy Internal
Authorisation
Title Name Signature Date
Security Rashid Sarwar July 2014
Distribution List
Name Version Date
All Royal Mail Security via Security v1 July 2014
Sharepoint
Document History
Issue V.1
Status Final
Release Date Jul 2014
Effective From Jul 2014
Document Change History
Issue / Version Summary of Change
V1 Document Produced in RM Format
Glossary
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Abbreviation or Term
Meaning
P&S
Procedures and Standards
RMGS Royal Mail Group Security
CIT Criminal Investigation Team
PO Ltd Post Office Limited
RMG Royal Mail Group
MOU Memorandum of Understanding
TOR Terms Of Reference
HOI Head Of Investigation
Document Summary
If you have any queries please contact:
Mick F Matthews
Royal Mail Group Security
Room G54
Gatwick Mail Centre
James Watt Way
Crawley
RH10 9AA
Postline: i
Mobile: H R
STD: Hl
E mail
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