POL00123312 - A Memorandum Of Understanding On Joint Investigation Protocols Post Independence Involving Royal Mail And Post Office Ltd Security

Evidence on official site

POL00123312
POL00123312

A MEMORANDUM OF UNDERSTANDING ON JOINT INVESTIGATION
PROTOCOLS POST INDEPENDENCE INVOLVING ROYAL MAIL AND
POST OFFICE LTD SECURITY

1 - Introduction

This memorandum of understanding sets out the principles underpinning the working relationship
between the Royal Mail Group Security Criminal Investigation Team and Post Office Ltd Security

Team in regard to criminal investigations that affect both businesses.

2 - Purpose of the Memorandum of Understanding

The purpose of the memorandum of understanding is to ensure consistency of approach in relation
to dealing with suspected crime involving Royal Mail / Post Office Ltd staff, products and services
where reported incident impacts across both parties. The key areas within the understanding are;

2.1. Communication

2.2 Investigation triggers

2.3 The investigation of suspected crime

2.4 The prosecution decision making process

2.5 Preventing reoccurrence of offence

2.1. Communication

Both parties will establish a single point of case reporting contact and through that channel ensure
that information relating to suspected crime involving Royal Mail / Post Office Ltd staff, products and
services is shared with the other party at the earliest opportunity and normally within seven working

days following confirmation of the cross business impact.

For RMG the point of contact will be the Royal Mail Security Helpdesk :
securityhelpdes!
post. office.security}

“and for Post Office Ltd it will be the Casework Team

2.2 Investigation Triggers

Both parties will initiate enquiries in line with their respective trigger points; where the reported
incident impacts across the other party then that affected party will be advised, within seven days,
of the details of enquiries made irrespective of the triggers applied by that parent unit.

2.3 Investigation
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Following notification of the suspected crime to either point of contact, a meeting will take place at
the earliest opportunity and normally within seven working days between both parties (Security
Operations / Royal Mail Criminal Investigation Team Leader level) to agree operational planning;
plans will include operational roles, responsibilities and the frequency and method of progress

updates.

Either party may choose to intervene directly to prevent further loss increase where the losses affect
solely its own products.

In the event that operational plans can not be agreed at an operational level then the matter will be
raised direct to the relevant Royal Mail Head of Investigations and Post Office Ltd Senior Security
Manager Security Operations. Continued disputes will be referred to the next appropriate level of
authority.

Both parties recognise that approaches to their respective agents, employees and clients subject to
any enquiry must not be made without the express authority and request for attendance of security
personnel proper to the parent organisation; likewise, any suspect engagement process must led by
the parent organisation and must be managed in accordance with the HR policies relevant to the
parent organisation of the suspect and the appropriate legislation (e.g. Police and Criminal
Evidence Act 1984.

2.4 Prosecution Decision

Cases leading to an interview under caution will ordinarily be reported to the Criminal Law Team
acting on behalf of the organisation which has suffered the loss and against which the offence(s)
have been committed, for advice on the sufficiency of evidence and the usual public and business
interest considerations. There may be exceptions to this where the lead business is the more
appropriate choice and this will be normally be at the discretion of the appropriate legal team and
Royal Mail Head of Investigations and Post Office Ltd Senior Security Manager Security Operations.

Any dispute in regards to prosecution decision will be escalated to the relevant Royal Mail Head of
Investigations or Post Office Ltd Senior Security Manager Security Operations.

2.5 Preventing Reoccurrence of Offence

Every investigation undertaken, irrespective of outcome, will be critically examined, by parent unit,
following an interview under caution or at investigation closure (where an interview is not
undertaken) to establish any procedural or product failings leading to or facilitating the suspected
offence. Any failings will be notified to the other party and reciprocated by evidence being provided
as to the remedial action taken.
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3. Commencement Date

This Memorandum came into effect on (insert date)

4. AGREEMENT

In addition to formalising arrangements for co-operation between Post Office Ltd and Royal Mail
Group Security, this memorandum of understanding provides important guidance regarding relevant
operational procedures that apply to both parties. Recognising that these may be subject to change,
this document will be regularly reviewed on a yearly basis, or at the request of either of the parties
to the agreement.

Signatories to this agreement:

John M Scott - Post Office Ltd

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Phil Gerrish-Royal Mail Group Ltd