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Spot Review 5 - Summary of Information Provided by Post Office/Fujitsu to Second Sight
As part of their early investigations, Second Sight augmented a series of ‘Spot Reviews’. These were largely created as a structured response mechanism for
Post Office to provide information and/or evidence relating to specific accusations made in relation to the integrity of the Post Office Horizon system,
related controls and interfacing business processes. In addition, this approach allowed Second Sight to compartmentalise their early investigations and
provide focus on specific areas as deemed necessary.
Spot Review 5 specifically related to the Fujitsu Bracknell site and the Post Office Test team operations based at that location.
Spot Review 5 ~ Focus:
Spot Review 5 related to a specific accusation made by Mr Michael Rudkin who was a serving subpostmaster at the time of the alleged incident. In his
words Mr Rudkin visited the Bracknell site on the 19 August 2008 in relation to Bureau De Change cash holdings. During his visit he recalls that he was taken
on a tour of the Post Office testing operations which included a demonstration of the test rigs that were kept in the basement of the building. It is during
this demonstration that Mr Rudkin claims he allegedly evidenced a member of the testing team access live branch data, make a change to that data and
then return the data back to its original status.
Second Sight was keen to investigate whether this accusation could be supported or denied through evidence provided by the Post Office.
Spot Review 5 — Second Sight Requested Actions:
During a weekly conference call held on the 27 January 2013 with Post Office representatives, lan Henderson of Second Sight outlined his specific requested
actions in relation to Spot Review 5. These actions were accepted during the meeting by Lesley Sewell (then Head of IT). Lesley subsequently commissioned
Steve Allchorn (Head of PMO) to co-ordinate each action and organise responses back to Second Sight accordingly.
In an email to lan Henderson on the 27 January 2013, Steve Allchorn provided a summary of the actions relayed to him and sought clarity that they
reflected the needs of Second Sight in relation to Spot Review 5. These were;
1) Provide a synopsis of the history of Bracknell in relation to set-up and operations prior to 2008.
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2) Provide an overview of data management within Bracknell — how and what data is obtained, used, encrypted etc. and the protocols that exists
around it.
3) Aview on the control environment within Bracknell and how this has developed/altered since 2008.
4) Provide a ring-fence on all emails since 2008 for listed employees deemed as involved in Bracknell operations. (Note: some of these individuals may
have since left the POL business).
5) Investigate the archive attendance/registration list for Bracknell on the specific day in 2008 Mr Rudkin visited the site in an attempt to ascertain
who was involved and engaged with on the site tour.
6) Investigate whether there were any known issues with Bureau de Change transactions during the summer of 2008 and summarise.
lan Henderson’s email response on the 27 January 2013 commented only that the response focus should be document based as opposed to written
summaries or synopsis. That comment aside, it was therefore assumed that the actions had been adequately captured as written.
Approach to Action Responses;
In compiling responses to Second Sight, key contacts were identified who at the time were in the best position to investigate, co-ordinate and acquire
related documentation;
Actions 1, 2, 3 and 5 above — Peter Newsome (Fujitsu Services)
Action 4 — Mark Pearce (Information Security, Post Office)
Action 6 — Eddie Jarman (Bureau Product Manager, Post Office)
Summary of Evidence Provided to Second Sight
Actions 1, 2 and 3
Fujitsu Services provided detailed files relating to the security protocols and technical capabilities and controls of the Horizon system as were in place in
2008. Fujitsu also provided technical documents relating to HNGx, the upgraded version of Horizon that was implemented in 2010. Key documents;
- Network Security High Level Design
- _HNGx Wide Area Network High Level Design
- Fujitsu IT Infrastructure to Support POLSAP & HNGx
- Transaction Corrections Process (2006 extraction)
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- Horizon Audit Records
In addition, a number of emails were in circulation containing statements from individuals involved in the Bracknell operations explaining the formal set up
of the test rigs held in the basement in 2008. An extraction of these emails can be found in Appendix 1. A subsequent witness statement was also made by
a member of the Bracknell test team who was in post in 2008.
Action 4
The original request by Second Sight was for ALL emails to be captured for those Test staff in post at the Bracknell site for the period 2008 to the time of the
request (March 2013). This was a more complicated task than originally envisaged as during the time period Post Office had migrated from a Lotus Notes
system to Microsoft Outlook making accessibility difficult. Given that Mr Rudkin’s stated visit to Bracknell was on the 19 August 2008, it was agreed with
Mark Pearce (Post Office Information Security) that the starting point for email collation should be from April 2008.
The formal request was made by Mark Pearce into CSC. The end product included a set of email files that amounted to 18 gigabytes of data. Mark
established that they were unable to establish email data for three members of the test team in post in 2008 — lan Senior, Andy Fisher and Andy Hamilton.
However, the overall file size suggests a significant number of emails complying with the original request had been collated.
This information was placed onto a remote hard drive and encrypted prior to hand over to Second Sight. Handover was additionally authorised by Julie
George (Head of Information Security).
An extract of key emails relating to this specific request can be found in Appendix 2.
Action 5
Pete Newsome confirmed during the time of the request that visitors records at Bracknell are not retained dating back as far as 2008. It therefore became
impossible to confirm or deny that Mr Rudkin had visited Bracknell on the 19 August 2008. In addition, the Post Office had not had sight of evidence from
Mr Rudkin such as email or lettered invites to him to attend Bracknell on the day in question or an ability to provide names of any of the members of staff
he met during the course of his visit.
In spite of this, there remains a possibility that Mr Rudkin did attend the Bracknell offices as it was not unusual for operational staff to do so on occasion.
An extract of emails relating to this request can be found in Appendix 3.
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Action 6
Through a number of enquiry routes involving Post Office colleagues, the only related issue that was established in 2008 regarded duplicate remittance
pouches for which there is a clear process for the Branch Manager to follow and which is backed up on Horizon help.
This scenario incurs when a pouch is scanned into the system but then the Branch Manager recognises they have made an error with regard to pouch
content — e.g. they forgot to include a remittance summary etc. A second pouch would then need to be used and scanned into the system — meaning that
two pouches are logged. There is a reversal process for the manager to instigate that takes the first pouch off of the system.
Appendix 1
Date Time I Added detail I Primary emails, principally between POL colleagues Side conversations — primarily within POL
17.06.2013 From: James
Brett Hi Steve,
Sent: 17 June
2013 19:18 Yes, the test environments in the basement in 2008 were standalone ‘clones’ of
To: Steve the live servers/switches housed in Wigan and Bootle. There was deliberate
Allchorn physical and network separation between live and test systems. I’m sure you
Subject: RE: I can get Fujitsu to vouch for this and provide supporting network design
SS line of documentation.
enquiry
Regards
James
17.06.2013 I 11:09 I From: Steve Hi James
Allchorn [[
HYPERLINK A quick follow-up to your email below, just so I’m completely clear on the
j GRO I picture.
From what you state, this looks as if the Horizon test system infrastructure in
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Date Time I Added detail I Primary emails, principally between POL colleagues Side conversations — primarily within POL
4 _I I 2008 wasn't even in the data centre - it was physically separate (in the
Sent: 17 June I basement) from the production system with no means of accessing the live
2013 11:09 data centre at all.
To: James
Brett Could you just confirm that this was the case. If it is then I see us in a good
Subject: RE: position in relation to the Rudkin accusation.
SS line of
enquiry Thanks
Sensitivity: Steve
Confidential
13.06.2013 I 08:17 I From: James
Brett Sent: 13 I Steve,
June 2013
08:17 In 2008, we were in test preparation mode for HNG, and in parallel supporting
To: Steve testing of the existing Horizon estate. In the basement at that time there would
Allchorn have been 4 separate test environments;
Subject: RE: ¢ —BTC1 & BTC3 : These two test environments were used for functional
SS line of testing of changes being made to Horizon at that time, eg introduction
enquiry of MoneyGram.
Sensitivity: ¢ — V&I: The Horizon Volume test environment
Confidential REL: The Horizon release test environment (where deployment of
software packages were tested)
Along with these environments, preparation activities were underway in the
basement to build a volume and release environment for HNG, but these
environment would not have been in a working state at time of the statement.
POL had access to the functional test environment, and I’ve asked people in my
team around at the time, and no-one can recall any external visits, or Mr
Rudkin specifically.
Fujitsu controlled the Volume and Release environments. But it would be
unlikely that POL visitors would be shown access to these as their focus wasn’t
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Date
Time
Added detail
Primary emails, principally between POL colleagues
Side conversations — primarily within POL
really counter functionality; they were designed to provide performance
capability and software deployment to the data centre platforms rather than
counter.
The key point here is the word test environment. In Horizon days, the live
Horizon Data Centre was dual-located in Wigan and Bootle, access to this site
was strictly controlled, and you would not have been able to hook up a PC and
interfere with transaction databases. To create a test environment in Horizon
days, we had to physically build a set of servers that represented the live
configuration in Wigan/Bootle. These servers were hosted in the Basement in
Bracknell, along with test counters to connect to them. Access to the test
environments is (and was then) controlled via secure rooms, and user logon
authentication. However, as it is a test environment, there would have been
terminals where interrogation of databases would have been possible. But, this
would have been interrogation of the test databases, as there was complete
physical separation between test and live.
HNG is little different in that the live data centre is hosted in two sites in Belfast
(IRE11 and IRE19). Production uses IRE11 and the various test environments
use IRE19. If we need to do a disaster recovery, the test environments are
quickly backed up to disk, and production is switched to IRE19. There is
network and disc partitioning to ensure live and test cannot interact. This is a
moot point though, as in 2008, the HNG environments in the basement were a
long way from being operational.
Tester’s rarely get to see daylight, and can be creative at times. The basement
may have been given affectionate names by the testers over time, but I have
never heard of the basement referred to as ‘covert operations’.
It is fairly common practice to invite external stakeholders to review new
system operation, and I do recall work at the time to validate the new HNG UI.
In 2008, HNG development had just commenced and the approach to HNG UI
testing was two use a small group of superusers (i.e. brought in UI specialists)
to inform at the early build stages. Later, in 2009, when HNG functionality had
matured enough, a formal UI test phase was held, attended by true end users.
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Date
Time
Added detail
Primary emails, principally between POL colleagues
Side conversations — primarily within POL
Unfortunately there are no records as to who attended this UI test, but I can
confirm it was held in 2009, and it took place on the first floor rather than
basement.
For perspective, there is live access available at Bracknell, and there would
have been in Horizon days too. However, this access is available only to
Fujitsu’s SSC (System Support Centre) team, who provide expert support to
helpdesk staff. They are based on the 6" floor, which is the most secure floor in
Bracknell. Visitors are by appointment only and are not allowed to be
unattended. The SSC team follow strict protocols relating to access and
interrogation of live data, and their access is logged and auditable. There is no
access to SSC systems from the basement.
As I understand it, Horizon audit archives are held for a period of 7 years.
Wouldn’t it be possible to retrieve the live Horizon audit for the date in
question and look for the transaction Mr Rudkin saw? Even if it were
subsequently removed, the insertion and removal would have been logged for
audit purposes. Would probably need more information to search the live audit
log though.
Regards
James
Appendix 2
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
25.02.2013
19:18
From: Simon
Baker [[
HYPERLINK
All
In preparation for your meeting on Wednesday, some background information
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Date
Time
Primary emails, principally between POL and SS
Side conversations — primarily within POL
c?)
PY
a
February
2013 19:18
To: lan
Henderson;
Lesley J
Sewell; Susan
Crichton
Ce: Ron
Warmington
Subject: In
Confidence -
Bracknell
Testing Team
on the Testing Team located in Bracknell.
We, POL, have two teams in Bracknell, one of the 6" Floor (Information
Services Team) one on the Ground Floor (Testing Team)
I took over responsibility for the testing team in September 2012 as part of
the Business Change and Assurance role.
The Test team are located on the Ground floor in the Fujitsu building. Not the
basement.
Today the test team do not use the basement
However, in 2008 the SV&d (System Verification and Integration) test rigs were
located in the basement. It is likely our people (and Fujitsu staff) would have
regularly visited the basement to access these test rigs.
The SV&I test rigs are no longer in the basement
The SV&I test rigs do not contain live data, or access the live environment.
It has been reconfirmed to me that the Test Team do not have access to live
data, in any environment.
Today, the Bracknell Test team today comprises of:
a. James Brett (Works 2 or 3 days per week in Bracknell)
b. Martin Rolfe
c. Jon Thomson
d. Howard Porter
e. Jim Fullham
In 2008, the Bracknell Test Team comprised of:
a. _ James Brett (Works 2 or 3 days per week in Bracknell)
b. lan Senior (now left the business and jointly worked
Chesterfield and Bracknell)
Andy Fisher (now left the business)
d. Linda Austin (Chesterfield and Bracknell. No longer in the
test team)
e. Chris Young (Bracknell and Chesterfield, left the business)
f. Martin Rolfe
g. Jon Thomson
h. Jim Fullam
i. Andrew Hamilton
The diagram below is an overview of the testing process for Horizon.
°
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Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
27.02.2013 I 15:22 I From: Steve Hilan
Allchorn [[
Through my subsequent meeting with Lesley, I believe the list below represents
the immediate agreed actions.
Please let me know if your interpretation is any different.
h- Provide a synopsis of the history of Bracknell in relation to set-up and
Sent: 27 operations prior to 2008.
February
2013 15:22 Provide an overview of data management within Bracknell — how and what
To: lan data is obtained, used, encrypted etc. and the protocols that exists around it.
Henderson
Ce: sey) A view on the control environment within Bracknell and how this has
Sewe developed/altered since 2008.
Subject: RE:
Today's Provide a ring-fence on all emails since 2008 for listed employees deemed as
meeting . involved in Bracknell operations. (Note: some of these individuals may have
Sensitivity: I ince left the POL business).
Confidential
Investigate the archive attendance/registration list for Bracknell on the
specific day in 2008 Mr Rudkin visited the site in an attempt to ascertain who
was involved and engaged with on the site tour.
Investigate whether there were any known issues with Bureau de Change
transactions during the Summer of 2008 and summarise.
Thanks
27.02.2013 I 16:49 I From: lan
Henderson [[ I Steve
H G RO H Good to hear from you and many thanks for the action list
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Date Time Primary emails, principally between POL and SS Side conversations — primarily within POL
The items listed are fine but please bear in mind that we are looking for original
contemporary documents rather than summaries. I see this as largely a
document collation exercise rather than the preparation of summaries,
February synopsis etc.
2013 16:49
To: Steve What I’m trying to do is to get inside the head of people who were working on
Allchorn or associated with this project and find out what was actually going on.
Ce: Lesley J :
Sewell: Ron Also please bear in mind that this matter relates to potential litigation and you
Warmington need to take care to document the work you do and where each document.
Subject: RE: I Comes from. It is also important not to alter the content of or the meta-data
Today's associated with any documents.
meeting
Sensitivity; I Please give me a call if you want to discuss any of this.
Confidential
27.02.13 16:58 I From: Steve
Allchorn [[ Thanks for the clarification lan, very helpful.
HYPERLINK
February
2013 16:58
To: lan
Henderson
Ce: Lesley J
Sewell; Ron
Warmington
Subject: RE:
Today's
GRO.
i Steve
will work on the basis of gathering whatever original documentation I can
against the listed item areas and will additionally ensure I retain an audit trail
relating to source.
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Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
meeting
Sensitivity:
Confidential
27.02.2013
17:01
From: lan
Henderson [[
HYPERLINK
February
2013 17:01
To: Steve
Allchorn
Ce: Lesley J
Sewell; 'Ron
Warmington’
Subject: RE:
Today's
meeting
Sensitivity:
Confidential
Thank you Steve
appreciate your help with this
07.03.2013
10:23
From: Steve
Allchorn
Sent: 07
March 2013
10:23
To: Mark R
Pearce
Subject: In
Confidence -
List Of
Hi Mark,
As discussed this is the list of individuals who we require all emails,
since 2008 to current, to be ring-fenced.
At this time, the focus of Second Sight appears to be more on the
Testing team, rather than the Information Services team, located in
Bracknell but I will seek confirmation if we need to include IS
colleagues.
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Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Individuals
Importance: Some of the Test individuals have left the business since 2008. I’ve
High noted where that is the case and also which of them were in post as
part of the Test team in 2008.
James Brett (part of the Test team in 2008, still there)
lan Senior (part of the Test team in 2008, since left the business)
Jon Thomson (part of the Test team in 2008, still there)
Howard Porter
Martin Rolfe (part of the Test team in 2008, still there)
Jim Fullam (part of the Test team in 2008, still there)
Chris P Young (part of the Test team in 2008, since left the business)
Andy Fisher (part of the Test team in 2008, since left the business)
Andrew Hamilton (part of the Test team in 2008, since left the business
as far as I know)
Linda Austin (part of the Test team in 2008, still in the business but no
longer in the Test team)
I suggest we ring-fence emails from the start of April 2008.
Once the task is completed could you just also provide a brief
description of how this task has been conducted and how the
information has been stored.
Let me know if you need any further information.
Thanks for your help in this Mark.
14.03.2013 I 16:51 I From: Steve
Allchorn Hi Mark
Sent: 14
March 2013 Can you give me an update on where we are with this?
16:51
To: Mark R Have we managed to ring-fence the listed individuals emails as
Pearce requested and by what process has this been conducted?
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Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Subject: RE:
In Confidence Thanks
- List Of Steve
Individuals
Importance:
High
18.03.2013 I 17:29 Hilan
I thought it about time I provided an update on where I have got to regarding
the actions below.
Can you let me know whether you want me to drip-feed through any
documentation I gather or prefer to agree a date by which ll send you all I
have.
It’s rather limited at the moment in terms of quantity but I guess every little
helps.
Thanks
Steve
18.03.2013 I 17:54 I From: irh [[
HYPERLINK _ I Steve
Thanks. I'm happy to be drip fed!
Ihave a meeting with Susan Crighton on Thursday so I really need an update by
Wednesday
Sent: 18
March 2013 Many thanks
17:54
To: Steve lan Henderson
Allchorn
Subject: Re:
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Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Today's
meeting
20.03.2013 I 09:27 I From: Steve
Allchorn lan
Sent: 20
March 2013 I Belowis the current status with regard to gathering documentation on our
09:27 Bracknell site operations and other specific enquiries.
h
Subject: Susan Crichton and Lesley Sewell are already fully aware of this status — they
Second Sight I requested it earlier this week — therefore none of this will be any surprise to
Update Susan when you meet with her.
Importance:
High Attached are the Fujitsu Security policies that were in place in 2008 and the
Fujitsu policy on the management of buildings access and access to systems. I
do have a concern that the current information flow from Fujitsu is slow. I will
be escalating this through my main contact — Pete Newsome — today.
Any further thoughts from yourself — if you have them - would be welcome.
Establish any formal documentation relating to the operational set-up, data
security protocols and the control environment within the Bracknell site during
2008
I have spoken to both Peter Stanley (Architect) and Pete Newsome (Fujitsu) on
obtaining information relating to the above. Peter Stanley has stated to me
that our Architects have no formal documentation on record relating to our
Bracknell site therefore I am almost completely reliant on Fujitsu providing any
documentation. Pete Newsome engaged with the Fujitsu Security team early
last week for them to source. To date I have only received the security policies
as they existed in 2008 (x2 documents) and the Fujitsu user management
policy for buildings and systems access (x1 document). Pete has admitted that
tracking down information relating to the Bracknell site itself has been difficult,
hence slow progress but continues to chase. I have reiterated the urgency of
the request. Will escalate if situation continues.
POL-BSFF-0010329_0013
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Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
Provide a ring-fence on all emails since 2008 for listed employees deemed as
involved in Bracknell operations
Mark Pearce was provided with the list of employees w/c 3 March to instigate
the action with CSC. Mark predicted that the task would probably take CSC a
week to complete. As of this point it remains outstanding. Mark’s comment is
that CSC have been slow in react to the request, however he believes this will
be completed this week. Mark will provide me with details of the process and
collation of the archive files and how the information is stored.
Investigate whether there were any known issues with Bureau de Change
transactions during the Summer of 2008
I spoke initially with the Bureau team (Eddie Jarman) who then suggested
speaking with Mark Wood in Chesterfield. Mark then directed me to Andy
Wynn (Relationship Manager), who by all accounts is already conducting
investigations work for Second Sight on our behalf.
The outcome is that the only related issue that can be established in 2008
regards duplicate remittance pouches for which there is a clear process for the
Branch Manager to follow and which is backed up on Horizon help. This
scenario incurs when a pouch is scanned into the system but then the Branch
Manager recognises they have made an error with regard to pouch content —
e.g. they forgot to include a remittance summary etc. A second pouch would
then need to be used and scanned into the system — meaning that two pouches
are logged. There is a reversal process for the manager to instigate that takes
the first pouch off of the system.
19.04.2013
14:22
From: Susan
Crichton
Sent: 19 April
2013 14:22
To: Steve
Allchorn;
Steve — thanks for the update, it is disappointing that this is taking so
long, so it would be good if we can make sure we make the next
deadline, post the review of that additional information we will need to
prepare a summary for Second Sight and they may wish to interview
people esp those on the test team.
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Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
Lesley J
Sewell
Subject: RE:
In Confidence
- Second Sight
Update -
Bracknell
Regards
Susan
19.04.2013
14:25
From: Steve
Allchorn
Sent: 19 April
2013 14:25
To: Susan
Crichton;
Lesley J
Sewell
Subject: RE:
In Confidence
- Second Sight
Update -
Bracknell
Susan
On the proviso that both Andy Jones and Liz conduct what has been
asked of then in the agreed timescale I will be looking to tie this off next
week.
Asummarisation will then be sent to lan at Second Sight on 29 April at
the latest.
Steve
20.03.2013
16:06
Copy of the
original
request
retrieved
from
proofpoint
[EMBED Package ]
24.04.2013
15:08
From: Steve
Allchorn {{
HYPERLINK
Hilan
Apologies that there has been a significant gap between updates however
there have been a number of routes I have gone down in terms of
investigations into the Bracknell site which have come up dry.
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Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Sent: 24 April I In relation to providing documentation on a drip-feed basis, attached are what I
2013 15:08 have established as the various extracts from lease agreements in place in 2008
To: lan for the Post Office space allocation in Bracknell. Unsure how useful these will
Henderson ([ I be however I also now have a contact who can provide more detail if
HYPERLINK I necessary.
i I'll update again later this week with an overall summarisation.
Thanks
Subject: In
Commercial
Confidence -
Bracknell Site
Importance:
High
24.04.2013 I 6:10 I From: lan
Henderson [[
HYPERLINK __I Steve
‘GRO.
Sent:
Wednesday,
April 24, 2013
06:10 PM
To: Steve
Allchorn
Ce: [
Thanks. Last time we spoke about this you were expecting CSC to produce the
email data.
This is absolutely vital in the light of some other findings.
Can you give me an urgent update on that?
Many thanks
POL-BSFF-0010329_0016
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Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
HYPERLINK
Crichton
Subject: RE:
In
Commercial
Confidence -
Bracknell Site
24.04.2013 I 20:04 Hilan
Ironically I received confirmation from Info Security about an hour after I
emailed you that they had received the requested info from CSC.
I have asked Info Sec to hold onto the file for when Second Sight require it. In
total the file is c.18 gigabytes, so quite large.
I was in the process of putting this into an update for you tomorrow, including
the names and roles of those individuals included in the ring-fence. However,
given the urgency of your above request please advise as to how you would like
to proceed.
Thanks
Steve
24.04.2013 I 20:23 I From: irh [[
Sent: 24 April
2013 20:23
Steve
That's fine. Let's talk tomorrow.
I was just concerned that CSC had dropped off the radar...
We just need to find a sensible way to transfer 18 gb of data
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Date Time I Added detail_I Primary emails, principally between POL and SS Side conversations — primarily within POL
To: Steve Many thanks
Allchorn
Ce: Susan Sent from my iPad
Crichton; [
HYPERLINK
Commercial
Confidence -
Bracknell Site
24.04.2013 I 16:59 I From: Mark R.
Pearce Hi Steve,
Sent: 24 April
2013 16:59 There is no data for the following 3 names: lan Senior, Andy Fisher,
To: Steve Andrew Hamilton.
Allchorn
Ce: Duncan Regards, Mark.
Godfrey
Subject:
Missing data
25.04.2013 I 23:30 I From: Steve
Allchorn lan
Sent: 25 April
2013 23:30 The following is a further summary report regarding my actions in
To: lan relation to our Bracknell site investigations.
Henderson ([
1) Establish any formal documentation relating to the operational set-
up, data security protocols and the control environment within the
Bracknell site during 2008
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Date Time I Added detail_I Primary emails, principally between POL and SS Side conversations — primarily within POL
Through Pete Newsome (Fujitsu) and the Fujitsu Security team I have
received both the security policies as they existed in 2008 and the
Sewell; Susan Fujitsu user management policy for buildings and systems access.
Crichton These documents have been previously forwarded to Second Sight.
Subject: IN Peter has confirmed that through his lines of enquiries this is the only
CONFIDENCE: information they have on record relating to this aspect of investigation.
Bracknell -
Summary The IT & Change Governance & Architecture team have stated that our
Report Architects have no formal documentation on record relating to the prior
Importance: set-up and management of our Bracknell site.
High
Through our IT & Change service contracts team I have received the
various extracts from lease agreements in place in 2008 for the Post
Office space allocation in Bracknell. These documents have also been
forwarded to Second Sight.
There is a further route of enquiry which remains active through Andy
Jones (IT & Change, Quality & Standards) and the legacy contacts Andy
has in Fujitsu - Bill Membery and Debbie Richardson. Debbie in
particular was in charge at the setup of the joint testing team,
particularly at the period of the transfer from Feltham to Bracknell
some 6 or 7 years ago. Andy is attempting to establish if any relevant
documentation is held within the POL testing area itself. This is being
progressed with obvious sensitivity.
Individuals consulted with in relation to this action;
Pete Newsome (Fujitsu)
Peter Stanley (Architect, IT&C)
Andy Jones (Quality & Standards, IT&C)
Liz Tuddenham (Contracts Manager, IT&C)
Matthew Loughran (Contract Manager, IT&C)
2) Establish any records of external visitors to the Bracknell site during
POL-BSFF-0010329_0019
POL00151217
POL00151217
Date Time I Added detail_I Primary emails, principally between POL and SS Side conversations — primarily within POL
the Summer of 2008
Pete Newsome has confirmed that visitors records at Bracknell are not
retained dating back as far as 2008. There is no further information that
can be provided relating to this area of investigation.
Individuals consulted with in relation to this action;
Pete Newsome
3) Provide a ring-fence on all emails since 2008 for listed employees
deemed as involved in Bracknell operations
Mark Pearce (at the time acting Head of Information Security &
Assurance) was provided with the list of employees w/c 3 March to
instigate the action with CSC to gather and provide the necessary data.
Based on similar requests for information made to CSC in the past, Mark
predicted that the task would probably take CSC a week to complete. In
reality, completion of the action took CSC 7.5 weeks in total. We have
no information that explains why it took this length of time to provide
the requested information, however Information Security are currently
looking into reasons as to why the delay took so long.
CSC have now provided the ring-fenced data. This is residing with
Duncan Godfrey in our IT & Change Information Security team and is
available for access by Second Sight. Agreement has been made to
formally sign this data over to Second Sight on 29" April. The total size
of the data capture is c.18 gigabytes. The Info Sec team intend to load
this data onto a peripheral hard-drive to be collected by Second Sight at
our offices in 148 Old St. There will be a sign-over process for this which
will be overseen, most likely, by our Head of Info Security & Assurance,
Julie George. This will not however delay the transfer.
Individuals consulted with in relation to this action;
Mark Pearce (Information Security)
POL-BSFF-0010329_0020
POL00151217
POL00151217
Date Time I Added detail_I Primary emails, principally between POL and SS Side conversations — primarily within POL
Duncan Godfrey (Information Security)
Chris Furmanski (Architect, IT & Change)
Chris Barreto (Architect, IT & Change)
4) Investigate whether there were any known issues with Bureau de
Change transactions during the Summer of 2008
Through a number of enquiry routes through POL colleagues the only
related issue that can be established in 2008 regards duplicate
remittance pouches for which there is a clear process for the Branch
Manager to follow and which is backed up on Horizon help.
This scenario incurs when a pouch is scanned into the system but then
the Branch Manager recognises they have made an error with regard to
pouch content — e.g. they forgot to include a remittance summary etc. A
second pouch would then need to be used and scanned into the system
— meaning that two pouches are logged. There is a reversal process for
the manager to instigate that takes the first pouch off of the system.
Individuals consulted with in relation to this action;
Mark Wood (Method of Payment Manager)
Eddie Jarman (Product Manager, Bureau Services, Commercial)
Andrew Winn (Relationship Manager, FSC Chesterfield)
08:05.2013 I 16:24 I From: Susan
Crichton Alwen I haven’t chased this yet, can I leave it with you so you know
Sent: 08 May what is going on. As you will remember Simon can’t be involved as he
2013 16:24 line manages the team in Bracknell.
To: Alwen
Lyons
Subject: FW:
IN
CONFIDENCE:
Bracknell -
POL-BSFF-0010329_0021
POL00151217
POL00151217
Date Time I Added detail_I Primary emails, principally between POL and SS Side conversations — primarily within POL
Summary
Report
Importance:
High
08.05.2013 I 16:33 I From: Alwen
Lyons Steve can you let me have an update please
Sent: 08 May
2013 16:33
To: Steve
Allchorn
Subject: FW:
IN
CONFIDENCE:
Bracknell -
Summary
Report
Importance:
High
08.05.2013 I 16:52 I From: Steve
Allchorn Alwen
Sent: 08 May
2013 16:52 There were two outstanding areas for completion following the last
To: Alwen report provided below.
Lyons
Ce: Susan The first was in regard to Andy Jones enquiry route into Fujitsu through
Crichton Debbie Richardson. This has line of enquiry has not produced any
Subject: RE: further information or documentation relating to the Bracknell site and
IN set up in 2008,
CONFIDENCE:
Bracknell - The second item was to ensure the ring-fenced email data was securely
Summary provided to Second Sight as part of their investigations. The data
Report received from CSC in relation to this arrived in a rather shoddy state and
Importance: needed to be virus checked and assured before placing the information
POL-BSFF-0010329_0022
POL00151217
POL00151217
Date Time I Added detail_I Primary emails, principally between POL and SS Side conversations — primarily within POL
High onto an external hard drive ready for Second Sight. Fortunately this only
incurred a few day’s delay and on the 1% May lan Henderson collected
the data personally from 148 Old Street. This was quite timely in that
Second Sight’s investigations had reached a point where this
information was becoming an urgent need.
I have nothing further to report and this in effect ends my investigations
into the Bracknell area against the remit I was provided with.
Thanks
Steve
25.04.2013 I 16:3 I From: Steve Mark/Duncan
0 Allchorn [[
HYPERLINK I Following on from my earlier email, I have subsequently spoken to lan
woovwwmennn4] Henderson in Second Sight with regard to the approach and timing to securely
provide them with the requested data which we have now received from CSC.
lan has stated that although there is an urgent need for the data file, he can
wait until Monday morning and will come into 148 to collect it in person.
2013 16:30 I Given the size of the file, the suggestion from ITs that we load it onto a
ihe Mark R I peripheral hard-drive and encrypt it ready for lan to take away on Monday.
earce;
Duncan Could you both ensure this action is carried out within the timescale. You may
eoaney need to purchase a hard-drive locally (e.g. Argos?) to do the job and re-claim
Ce: Julie any costs through the normal channels.
George; lan
Henderson ([
HYPERLINK
}); Susan ~
Crichton Unfortunately I am on annual leave both tomorrow and Monday and although I
POL-BSFF-0010329_0023
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
Subject:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
Importance:
High
will be picking up emails I obviously won't be on site.
Thanks in advance for your assistance in this matter.
29.04.2013
12:24
From: lan
Henderson [[
HYPERLINK
2013 12:24
To: Mark R
Pearce;
Duncan
Godfrey
Ce: Julie
George; Steve
Allchorn; [
“Subject: RE
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Hi
I would like to collect the data today if at all possible
Can someone provide me with a status report?
Many thanks
POL-BSFF-0010329_0024
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
Second Sight
Importance:
High
30.04.2013
09:26
From: Steve
Allchorn
Sent: 30 April
2013 09:26
To: lan
Henderson;
Mark R
Pearce;
Duncan
Godfrey
Ce: Julie
George; [
HYPERLINK
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
HiAll
Just back into work this morning.
Was this sorted ok?
Thanks
Steve
30.04.2013
09:31
From: irh {[
HYPERLINK
Steve
I didn't receive a reply to my email yesterday, so I have not received the drive
Can I please have an update ASAP?
lan
POL-BSFF-0010329_0025
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
To: Julie
George
Ce: Steve
Allchorn;
Mark R
Pearce;
Duncan
Godfrey; [
HYPERLINK
GRO.
‘Subject? Re:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
30.04.2013
10:48
From: Julie
George [[
HYPERLINK
2013 10:48
To: irh
Ce: Steve
Allchorn;
Mark R
Pearce;
Duncan
Hello there,
I Unfortunately the data isn't ready, however Mark Pearce will contact you
II tomorrow with the exact timeline.
Regards
Julie George
POL-BSFF-0010329_0026
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
Godfrey; [
HYPERLINK
Subject: RE
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
30.04.2013
11:01
From: lan
Henderson [[
HYPERLINK
To: Julie
George
Cc: Steve
Alichorn;
Mark R
Pearce;
Duncan
Godfrey; [
HYPERLINK
Thank you Julie
I look forward to hearing from Mark ASAP
POL-BSFF-0010329_0027
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
01.05.2013 I 12:09 Hilan,
All things being equal we should have the files encrypted onto a password
protected external hard drive this afternoon. Are you able to collect sometime
after 2pm today?
Regards, Mark.
Mark Pearce
01.05.2013 I 13:19 I From: irh [[
Sent: 01 May
2013 13:19
To: Mark R
Pearce
Ce: Julie
George; Steve
Allchorn;
Duncan
Godfrey; [
HYPERLINK
Thank you Mark
I can come over at about 3pm to collect from the Post Room
Can you send me one more email to confirm the HD ready for collection?
Also, how will you transmit the password to me?
Many thanks
lan
POL-BSFF-0010329_0028
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
M King
Subject: Re:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
01.05.2013
13:25
From: Dave M
King
Sent: 01 May
2013 13:25
To: irh; Mark
R Pearce
Ce: Julie
George; Steve
Allchorn;
Duncan
Godfrey; [
HYPERLINK
GRO.
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
Hilan
V’ll put the password for the files in a text file and send it to you via
FileSafe? Will then text you the pin for the drive via SMS.
Any problems, just give me a call
Thanks
01.05.2013
13:40
From: ith...
GRO.
s
Dave
I think my FileSafe account needs to be re activated
POL-BSFF-0010329_0029
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
2013 13:40
To: Dave M
King
Subject: Re:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
Can you do this?
lan
01.05.2013
13:46
From: Mark R
Pearce
Sent: 01 May
2013 13:46
To: ‘irh'
Ce: Julie
George; Steve
Allchorn;
Duncan
Godfrey; [
Subject: RE:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
Hilan,
Please ask for me at 148 reception. Please bring some identification with you.
Dave King has texted to your mobile the code for the external drive and I will
hand over the file passcode when you arrive for the drive collection.
Regards, Mark.
01.05.2013
15:16
From: Mark R
Pearce [[
HYPERLINK
Hilan,
POL-BSFF-0010329_0030
POL00151217
POL00151217
Date
Time
Added deta
Primary emails, principally between POL and SS
A
fe)
2013 15:16
To: irh
Ce: Julie
George; Steve
Allchorn;
Duncan
Godfrey; [
HYPERLINK
Subject: RE:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
Thank you for collecting the external hard drive in person.
Regards, Mark.
Side conversations — primarily within POL
02.05.2013
From: lan
Henderson [[
HYPERLINK
Thursday,
May 02, 2013
10:00 AM
Mark
I'll return the drive next time I visit 148. Many thanks.
However, I'm having problems decrypting 2 of the files.
This is the error message:
POL-BSFF-0010329_0031
POL00151217
POL00151217
Date Time _I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
To: Mark R
Ce: Julie
Gesrdensteve [x) :\12285105012013.exe is not a valid Win32 application.
Allchorn;
Duncan
Goutrey Le]
HYPERLINK
H The 2 problem files are:
12285105012013.exe and 12582905012013.exe. All the others decrypted
without problems.
Can you let me have MDS hashes for those files so that I can check that the files
I have are exactly the same as the originals and also confirm that you don't
have problems decrypting these 2 files?
Simon Baker
Subject: RE: One thing I did note is that both of the files are over 4GB in size which can
URGENT & IN. I Cause problems with some file systems. Also I'm using a 64bit OS, but since the
CONFIDENCE I Other files all decrypted without problems, I'm assuming that is not the issue
- Captured here.
CSC Data To
Second Sight I Many thanks
02.05.2013 I 11:05 I From: Dave M
King [[ lan
HYPERLINK
2013 11:05
To:
Could be an issue with the file system or encryption product. Will have a look
but may need to try to split the file or try another medium. Can it wait til next
week as I need to do a bit of investigation?
Thanks
Dave
POL-BSFF-0010329_0032
POL00151217
POL00151217
Date
Time
Primary emails, principally between POL and SS
Side conversations — primarily within POL
Ce: Julie
George; Steve
Allchorn;
Duncan
Simon Baker
Subject: Re:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
02.05.2013
11:17
From: lan
Henderson [[ I Dave
HYPERLINK
Thanks.
Yes, early next week will be fine as I’ll work on the other files.
Vil try a few other things as well including using a plain XP OS. I've already tried
compatibility mode.
2013 11:17
To: DaveM
King; Mark R
Pearce
Ce: Julie
George; Steve
Allchorn;
Duncan
Many thanks
POL-BSFF-0010329_0033
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Godfrey; [
HYPERLINK
Subject: RE:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
13.05.2013 I 12:49 lan
I’m working on these files now. Would you be available if I could bring them
over to you this afternoon please?
Thanks
Dave King
13.05.2013 I 12:58
2013 12:58
To: Dave M
King
Subject: Re:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
Second Sight
Dave
\'m out of the office at the moment but I could collect from the post room at
about 4 pm if that works for you?
lan
POL-BSFF-0010329_0034
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
24.05.2013 I 11:15 I From: Dave M
King lan
Sent: 24 May
2013 11:15 Just to follow-up from my eMail.
To: ‘lan
Henderson’
Subject: RE: 4
URGENT & IN
CONFIDENCE
- Captured If you are happy to do so, once you have deleted the files from it,
CSC Data To could you either please post it back to me at the address below, or drop it in at
Second Sight Old St for me when it’s convenient?
Any problems, please feel free to give me a call.
Thanks
24.05.2013 I 11:42 I From: Dave M I lan
King [[
HYPERLINK
2013 11:42
To: lan
Henderson
Subject: RE:
URGENT & IN
CONFIDENCE
- Captured
CSC Data To
I believe I have supplied you with 7 .pst files that were:
Name Date modified Type Size
D chvizyoungpst 26/04 Outlook Dats File
©) howard.s.porter.pst 26/04 Outlook Data File
Diamestrettpst 26/0, ook Data File
B) jimfutlam.pst 26/04
{G) jon-adam.thomson.pst 6/04
@) inde austin pst 1
@) martinnrotfepst 18/04/20131416 Outlook Data File
look Data File
3k Data File
utlook Data File
And just in case the picture above doesn’t get through:
chris.young.pst 610,345 KB
howard.a.porter.pst 1,670,545 KB
POL-BSFF-0010329_0035
POL00151217
POL00151217
Date Time _I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Second Sight I james.brett.pst 3,980,169 KB
jim.fullam.pst 2,246,649 KB
jon-adam,Thomson.pst 66,233 KB
linda.austin.pst 5,066,657 KB
martin.n.rolfe.pst 4,747,481 KB
Hopefully that helps??
Thanks
02.07.2013 I 09:58 I From: Simon
Baker [[ lan, Ron
To keep you updated,
Ihave hit an immediate problem in that the email archiving system was only
coven f * I installed in Oct 2011. For retrieve requests prior to that date there is on
Sent: 02 July systematic method of retrieving e-mail.
2013 09:58
seiiae eon; _ I Lave put the request in, but there is no guarantee that all emails can be
jehdlerson retrieved.
Ron
Warmington I cmon
Ce: Lesley J
Sewell; Alwen
Lyons
Subject:
emails for
Martin Rolfe
02.07.2013 I 10:35 I From: lan Simon
Henderson [[
HYPERLINK I Many thanks
POL-BSFF-0010329_0036
POL00151217
POL00151217
Date
Time
Primary emails, principally between POL and SS
Sent: 02 July
2013 10:35
To: Simon
Baker; 'Ron
Warmington’
Ce: Lesley J
Sewell; Alwen
Lyons; Susan
Crichton
Subject: RE:
emails for
Martin Rolfe
Side conversations — primarily within POL
I
03.07.2013
19:12
From: Simon
Baker [[
HYPERLINK
Sent: 03 July
2013 19:12
To: Ron
Warmington;
lan
Henderson
Ce: Lesley J
Sewell; Susan
lan, Ron
I took the action to answer the question: Did any Post Office employee in
Bracknell have the ability to post transactions to the back office accounting
systems.
The answer is “no”. None of these people had access to POLSAP or the system
that predates it, called POL FS.
Below are be people who permanently or occasionally worked from
Bracknell. We looked at access records since the beginning of 2008 to present.
Regards, Simon
POL-BSFF-0010329_0037
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Crichton; NAME TEAM Access?
Alwen Lyons
Subject: Rabia Cody Ref Data Team
Access to
back office Carol Spencer Ref Data Team
accounting
systems Dean Turner Ref Data Team
Gill Payne
Ref Data Team
Mike Gallagher
Project Architect
Suzanne Robson
Ref Data Team
Zoe White
Ref Data Team
Saunder Narayan
Project Architect
Andy Fisher Test Team
Howard Porter Test/ Ref Data Team
Jon Thompson Test Team
Paul Phillips Ref Data Team
Martin Rolfe Test Team
Andy Corbett Ref Data Team
Roxanne Moriah
Ref Data Team
James Brett (Dualist Bracknell
Test Team
POL-BSFF-0010329_0038
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
/Chesterfield)
Sheena Jones —Test Team / Ref Data Team
lan Senior Test Team
Chris P Young Test Team
Jim Fullam Test Team
Andrew Hamilton Test Team
15.07.2013 I 08:45 I From: Julie
George Hello there,
Sent: 15 July
2013 08:45 Good to see you in situ Friday!
To: DaveM
King I believe you said the P6 request had been actioned — what are the next
Ce: Simon steps.
Baker
Subject: P6 Also we should cross charge Second Sight for the encrypted drive. Send
request me details and I will investigate.
Regards
Julie
15.07.2013 I 07:53 I From: Simon
Baker
Sent: Thanks Julie
Monday, July
15, 2013 Please send me the invoice.
07:53 AM
To: Julie Dave,
George; Dave
POL-BSFF-0010329_0039
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily POL
M King
Subject: RE:
P6 request Simon
15.07.2013 I 09:14 I From: Dave M
King Hi simon
Sent: 15 July
2013 09:14
To: Simon
Baker; Julie
George Thanks
Subject: Re:
P6 request Dave
22.07.2013 I 14:56 I From: Simon
Baker Are these on their way?
Sent: 22 July
2013 14:56
To: Dave M
King; Julie
George
Subject: RE:
P6 request
31.07.2013 I 12:58 I From: Simon
Baker Dave
Sent: 31 July
2013 12:58 Have you got to the place where we can hand over the emails to Second
To: Dave M Sight now?
King
Ce: Julie Simon
George
Subject:
emails
POL-BSFF-0010329_0040
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
31.07.2013 I 13:06 I From: Dave M
King Simon
Sent: 31 July
2013 13:06 Have you had anything else back other than the archive ones from
To: Simon Duncan??
Baker
Ce: Julie Thanks
George;
Duncan
Godfrey
Subject: RE:
emails
01.08.2013 I 09:31 I From: Simon
Baker
Sent: 01 Duncan
August 2013
Did you already send me them?
Simon
George;
Duncan
Godfrey
Subject: RE:
emails
01.08.2013 I 10:20 I From: Duncan
Godfrey Hi Simon. No sorry I haven’t give you the memory stick yet. It will be the
Sent: 01 same files as the ones we gave you before as there don’t seem to have
August 2013 been any from the archive. I am back in the office tomorrow so I will
10:20 give it to you then.
To: Simon
Baker; Dave
M King
Ce: Julie
POL-BSFF-0010329_0041
POL00151217
POL00151217
Date Time I Added detail_I Primary emails, principally between POL and SS Side conversations — primarily within POL
George
Subject: RE:
emails
01.08.2013 I 10:58 I From: Simon
Baker OK. In that case can we have a discussion about how we can get hold of
Sent: 01 the other emails from before the migration? I am assuming they must
August 2013 have been backed up somewhere.
10:58
To: Duncan
Godfrey; Dave
M King
Ce: Julie
George
Subject: RE:
emails
11.09.2013 I 14:54 I From: Andy
Holt [[ lan
HYPERLINK I Remind me the name of the person and the time frame of emails you want —1
- “1 have given CSC clarity on the requirement, they just need this to progress.
Presume you want both sent and received.
Andy
Sent: 11
September
2013 14:54
To: lan
Henderson ([
HYPERLINK
POL-BSFF-0010329_0042
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Subject: Email
retreival
12.09.2013 I 11:20 I From: lan
Henderson [[_ I Andy
HYPERLINK
I We require both Sent and Received — ideally the entire NSF file from the
I backup of the Domino server
To: ‘Andy With best wishes
Holt'
Ce
“Ty Subject: RE
Email
retreival
25.09.2013 I 11:03 I From: lan Andy
Henderson [[ I The following people are known to have been part of the Bracknell testing
HYPERLINK team at some time since 2008 (See Simon Baker’s email of 3 July 2013 —
attached)
Andy Fisher
Howard Porter
Jon Thompson
Martin Rolfe
September James Brett
Lancarhaananed Sheena Jones
To: Andy Holt I jn senior
Ce: Dave M Chris P Young
POL-BSFF-0010329_0043
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
King; 'Ron Jim Fullam
Warmington’; I Andrew Hamilton
Susan
Crichton As per our discussion yesterday, I would be grateful if NSF email archives can
Subject: FW: be requested from the back-up tapes as at 31 December 2008 for all of these
Access to people.
back office
accounting Many thanks
systems
13.03.2014 From: lan
Henderson [[ I Belinda
POL-BSFF-0010329_0044
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
HYPERLINK
r This is a long outstanding request that was left with Andy Holt. (Full email
archives for 2008 for Martin ROLFE — a POL employee working at Bracknell)
The request was passed onto CSC for action by them.
I would be grateful for an update on this as the underlying issues now apply to
a number of cases.
Many thanks
Ce: ‘Angela
Van-Den-
Bogerd'; [
HYPERLINK...
Subject: FW:
Email
retreival
13.03.2014 I 17:15 I From: Belinda Hi Andy
Crowe We have previously discussed this. We now need to consider whether
Sent: 13 or not we action this, presumably. It seems to me that this has the
March 2014 potential to be incredibly time consuming and costly and we need to
17:15 consider to what end.
To: Andy Holt Has there been any further progress on this since we last discussed?
Ce: Angela
Van-Den- Thanks
POL-BSFF-0010329_0045
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
Bogerd;
Belinda
Crowe;
Parsons,
Williams
Subject: FW:
Email
retreival
Belinda
13.03.2014
17:34
From: Andy
Holt
Sent: 13
March 2014
17:34
To: Belinda
Crowe
Ce: Angela
Van-Den-
Bogerd;
Parsons,
Andrew ([
}); Rodric
Williams
Subject: RE:
Email
retreival
The CSC Project Manager has started work today. I will have a plan
from them by the end of next week.
Regards
Andy
POL-BSFF-0010329_0046
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
13.03.2014 I 18:02 I From: Rodric
Williams Hi Andy.
Sent: 13
March 2014 1am uncomfortable going down this route. This has the potential to be
18:02 a huge undertaking (e.g. the emails will have to be individually
To: Andy Holt; reviewed), and I am far from convinced we would have to do this even if
Belinda the matter were being litigated in the Courts (it is, without significant
Crowe further refinement, self-evidently a fishing expedition).
Ce: Angela
Van-Den- Ona more practical note, it sets a dangerous precedent for other cases
Bogerd; and individuals.
Parsons,
Andrew Before we do anything more, what will this cost? I’m assuming (based
on my experience in e-disclosure)it’s significant, and want to nip it in
the bud if possible.
retreival
14.03.2014 I 14:59 I From: Belinda
Crowe [[ lan
I Thanks for your email.
I had understood that the process we were now following was that Angela and
her team were obtaining any information required in order to undertake
investigations in relation to a particular case. This information would then be
passed on to Second Sight with the investigation report.
March 2014
ne I would be happy to discuss if I have misunderstood something here.
Henderson I Best wishes
e: Angela Belinda
Van-Den-
POL-BSFF-0010329_0047
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Bogerd; [
HYPERLINK
David Oliver1
Subject: Re:
Email
retreival
14.03.2014 I 15:32 I From: lan
Belinda
The procedure you have mentioned applies to the investigations conducted by
Angela and her team.
March 2014 There is also a need for Second Sight to request directly from POL further
15:32 information that it needs for its own investigations. This may arise at a number
To: Belinda of different points such shortly after the receipt of a CQR or after Angela’s team
Crowe have delivered their report.
Ce: Angela
Van-Den- The request for email records, some of which have been supplied already,
Bogerd; relates to the 26 cases where allegations of centrally generated transactions
f have been made.
Many thanks
retreival
30.04.2014 From: lan Belinda
Henderson
I'd be grateful for a response to my 13 March email (attached)?
Many thanks
POL-BSFF-0010329_0048
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Sent: 30 April
2014 08:54
To: Belinda
Crowe
Ce: Angela
Van-Den-
Email
retreival
11.08.2014 I 20:09 I From: Belinda
Crowe I thought we sent a draft for Chris to clear on this but I cannot find it
Sent: 11 and lan asked me again today.
August 2014
20:09 Using what we said in response to SS's request for legal files I propose
To: Rodric the following. Grateful for views and Andy could you please let me
Williams; know if I have correctly articulated what lan asked as his first question
Andrew and also remind me of what his second question was.
Parsons;
Belinda Is there anything we can say about SS not being entitled to have this
Crowe; David information. It's all very well them setting out how they will protect it
Oliver1; but its a bit like the HMRC data loss issue, we should only provide what
Angela Van- they are entitled to have. There is a problem with this DP point in as
Den-Bogerd much as we have already provided some inboxes but I am rather keen
Ce: Julie to see whether we could find a way of making that point without
George; digging a hole for ourselves in light of what has already been provided.
Belinda
Crowe Grateful for views.
Subject: Fwd:
Email Best wishes
retreival Belinda
POL-BSFF-0010329_0049
POL00151217
POL00151217
Date Time I Added detail_I Primary emails, principally between POL and SS Side conversations — primarily within POL
lan
You raised again the issue of providing emails in relation to the inboxes
of a number of individuals. I am sorry, I thought Post Office had
responded on this point.
For me the starting point in considering your request is to understand
why you feel you need access to this information. The processes
established by the Working Group are fairly clear: upon receipt of a CQR
POL produces a report (along with relevant supporting
documentation) which is then sent to you for the purpose, inter alia, of
providing a basis upon which you can prepare a corresponding report
for the Working Group. To the extent that you reasonably feel there are
ambiguities or omissions in the POL report you have the option of either
commenting on this matter in your report (to the extent it is not
material), or (to the extent that it is material) requesting, via
appropriate channels (and at all times copying in Angela), clarification of
issues raised. The point here is that such requests are specific and
focussed on matters directly relevant to the report produced by POL;
they should therefore be made after receipt of the POL reports, not
before they are written, not be overly general in nature, and certainly
not so broad as to require the release of an entire class of document,
e.g. an entire inbox for POL employees. Put another way, it seems to
me that the Working Group has not asked you to conduct a trawl of the
primary source documentation and records maintained by POL to
ascertain what it relevant, and what is not. Apart from the need to
maintain an orderly and workable process, there are it seems to me
very good reasons to ensure that we maintain discipline and focus on
the cases at hand.
The current situation contrasts quite markedly to that which prevailed
POL-BSFF-0010329_0050
POL00151217
POL00151217
Date Time I Added detail_I Primary emails, principally between POL and SS Side conversations — primarily within POL
in the period prior to the release of your interim report, when you were
undertaking what was essentially an investigatory exercise. Given your
role then, I can entirely understand why generic information was
provided to you as it no doubt formed the factual basis by reference to
which you wrote your report. However, the focus of your work now is
on the mediation scheme, where your role is significantly different from
that which you occupied in respect of the interim report, and as such I
cannot see any compelling rationale for disclosure. Indeed, to retrieve
files, documents and emails, review them and redact information
which is commercially confidential, privileged or personal would involve
considerable time and resource, which I would find difficult to justify
without a clear need.
I understand you request this information to answer two primary
questions:
1. The first is to establish whether there is a facility in the basement
at Bracknell from which POL employees could in some way have
covertly manipulated live horizon data without the knowledge of an
applicant, and
2. Andy, what was the second point?
We can provide the answers to those questions without the need to
provide the entire contents of Inboxes and are happy to do so. If you
could confirm these are the questions you want answering I will ensure
those answers are provided this week. However I wanted to deal with
the email request specifically so that you are clear on that point.
POL-BSFF-0010329_0051
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
Best wishes
Belinda
27.08.2014 I 08:17 I From: Belinda Chris, lan was chasing about the matter of retrieving emails for POL
Crowe staff in relation to the matter of whether there is a basement in
Sent: 27 Bracknell from where POL staff can manipulate branch Horizon data
August 2014 without the knowledge of spmrs. This was drafted for you to send
08:17 when lan first raised the matter but I don’t think you ever sent it. lan
To: Chris raised it again in your absence. Are you content for me to send this on
Aujard your behalf?
Ce: Belinda
Crowe; Rodric
Williams;
Parsons, lan
Andrew ([
HYPERLINK
You raised this matter with Belinda in my absence, I apologise I had
' I thought we had responded on this.
For me the starting point in considering your request is to understand
why you feel you need access to this information. The processes
); Angela established by the Working Group are fairly clear: upon receipt of a CQR
Van-Den- POL produces a report (along with relevant supporting documentation)
Bogerd; David which is then sent to you for the purpose, inter alia, of providing a basis
Oliver1 upon which you can prepare a corresponding report for the Working
Subject: FW: Group. To the extent that you reasonably feel there are ambiguities or
Email omissions in the POL report you have the option of either commenting
retreival on this matter in your report (to the extent it is not material), or (to the
extent that it is material) requesting, via appropriate channels (and at
all times copying in Angela), clarification of issues raised. The point here
is that such requests are specific and focussed on matters directly
relevant to the report produced by POL; they should therefore be made
after receipt of the POL reports, not before they are written, not be
overly general in nature, and certainly not so broad as to require the
POL-BSFF-0010329_0052
POL00151217
POL00151217
Date Time _I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
release of an entire class of document, e.g. an entire inbox for POL
employees. Put another way, it seems to me that the Working Group
has not asked you to conduct a trawl of the primary source
documentation and records maintained by POL to ascertain what it
relevant, and what is not. Apart from the need to maintain an orderly
and workable process, there are it seems to me very good reasons to
ensure that we maintain discipline and focus on the cases at hand.
Regards
Chris
29.08.2014 I 14:54 I From: Rodric Haven't we addressed this already through the Spot Review?
Williams
Sent: 29
August 2014
14:54
POL-BSFF-0010329_0053
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
To: ‘Parsons,
Andrew'
Ce: Belinda
Crowe
Subject: FW:
Email
retreival
29.08.2014
18:36
From: Belinda
Crowe [[
August 2014
18:36
To: Rodric
Williams;
Parsons,
Andrew
Subject: RE:
Email
retreival
Apparently not.
01.09.2014
07:27
From:
Parsons,
September
Yes — we have addressed the issue under investigation by SS. This was
about Mr Rudkin's visit to FJ's office at Bracknell and the “covert
operations centre" he apparently saw. To dispel this rumour, we have
provided SS with a statement from Martin Rolfe (POL employee who
conducted the visit) confirming that the "operations centre" was in fact
a test environment, not connected to the live Horizon system. This was
Spot Review 5.
Unless lan is saying that Post Office are trying to conduct a massive
POL-BSFF-0010329_0054
POL00151217
POL00151217
Date Time I Added detail I Primary emails, principally between POL and SS Side conversations — primarily within POL
2014 07:27 conspiracy against SPMRs, then the trawl for emails is clearly
To: Belinda disproportionate.
Crowe; Rodric
Williams
Subject: RE:
Email
retreival [BD-
4A.FID204722
53]
01.09.2014 I 08:01 I From: Belinda
Crowe I think we just send the email to them and make them come back with
Sent: 01 the question they want answering and then deal with that what we
September were trying to do with the email is to make the point that they cannot
2014 08:01 have source material such as this as its totally inappropriate and also
To: Parsons, get them to ask the question which we can answer on the record.
Andrew;
Rodric A further question from me, is it worth getting that witness statement
Williams signed?
Ce: Belinda
Crowe Best wishes
Subject: RE: Belinda
Email
retreival [BD-
4A.FID204722
53]
01.09.2014 I 08:50 I From:
Parsons, A signature only makes a difference if the Statement is filed with a
Andrew Court (at which point any false comment in the Statement would be a
f i contempt of Court). I'd be minded to keep the Statement unsigned as it
i helps us to maintain that it is a draft document and therefore
I potentially subject to legal privilege (for DPA and FOIA purposes).
Kind regards
POL-BSFF-0010329_0055
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL and SS
Side conversations — primarily within POL
September
2014 08:50
To: Belinda
Crowe; Rodric
Williams
Subject: RE:
Email
retreival [BD-
4A.FID258872
15]
Andy
01.09.2014
08:52
From: Belinda
Crowe
Sent: 01
September
2014 08:52
To: Parsons,
Andrew;
Rodric
Williams
Cc: Belinda
Crowe
Subject: RE:
Email
retreival [BD-
4A.FID258872
15]
Great, thanks Andy
Best wishes
Belinda
Appendix 3
POL-BSFF-0010329_0056
POL00151217
POL00151217
Date Time _I Added detail I Primary emails, principally between POL colleagues Side conversations — primarily within POL
14.06.2013 From: Ron Rudkin was alone.
Warmington
Sent: 14 June I Regards.
2013 17:48 Ron
To: Steve
Allchorn Sent from my iPhone
Subject: RE:
SS line of
enquiry
14.06.2013 I 10:04 I From: Steve Thanks Ron
Allchorn [[
HYPERLINK Making a bit of progress here but the issue will be in trying to tie up Mr
2013 11:09
To: Ron
Warmington
Subject: RE:
SS line of
enquiry
Sen: Yy:
Confidential
Rudkin’s visit and account with the internal line of enquiry I am currently on the
case of. If we had the Bracknell visitors logs this would e so much easier.
Just one further question. The assumption from Mr Rudkin’s account of events
suggests that he was a single visitor to the site. Was this the case or was he on
site as part of a selected group to view certain test transactions? i.e. were there
others being accompanied with him?
Steve
POL-BSFF-0010329_0057
POL00151217
POL00151217
Date Time _I Added detail I Primary emails, principally between POL colleagues Side conversations — primarily within POL
14.06.2013 I 09:06 I From: Ron Many thanks Michael. That's very helpful input. I'm still in France but using
Warmington some quiet time to work on the case anyway. I've got good Internet
Sent: 13 June I connection here and my laptop, iPad and iPhone so almost like being in my
2013 09:06 office at home. Speak soon. Ron.
To: Michael
Rudkin Sent from my iPhone
Subject: RE:
Spot Review 5
discussion
Sensitivity:
Confidential
13.06.2013 I 23:13 I From:
Michael
Rudkin Sent: It’s a big ask but I will do my best to assist in finding paper work related to the
13 June 2013
23:13
To: Michael
Rudkin
Subject: RE:
Spot Review 5
discussion
Sensitivity:
Confidential
visit that may still be in my possession.
Addressing some of the points as bullet points;
had an appointment to visit Bracknell on Tuesday 19*" August 2008.
The purpose of the visit was Bureau De Change Automation because
SPMR’s were allegedly holding too much currency in branch.
Arrived in reception then taken up stairs to an office/Lab by a male,
approx. 35-40, 5’-11” tall, slim build, fairish hair, based on a 5 year old
memory.
In the office/Lab was horizon screens on lab type benches, set out in
rows.
Also in the office/lab sat a lone individual, male 30-35, dark short
hair, it was apparent to me and my chaperone that this person didn’t
wish to engage with us.
My chaperone asked me to accompany him and he led me through a
series of security doors to a stair well and we descended to the
basement.
Upon my chaperone opening the door I sighted three mature males
POL-BSFF-0010329_0058
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL colleagues
Side conversations — primarily within POL
in office wear, two left immediately with disconcerted expressions on
their faces having seen me arrive.
The third male continued to work at one of two computer terminal
which I recognised as being horizon.
My chaperone accessed the vacant horizon terminal.
lasked if it was in real time.
He confirmed it was.
My chaperone adjusted a Bureau De Change figure to prove the point
and laughed saying I must readjust the figure or the SPMR will not
balance.
I made my chaperone aware that I had become disturbed and very
concerned at what I had just witnessed.
‘Once again my chaperone tried to make light of matters and I was
then escorted back upstairs to reception to exit politely and quickly.
The NFSP should have copies of all my files at NFSP Shoreham HQ and for all
works undertaken by an Executive Officer and more so that of the Chairman of
the Negotiating Committee.
As for some of the closing questions Ron I can only conclude in a distrustful and
guarded manner as to the way in which POL is probing of my technical
knowledge in test environments. I was not the employee(s) working ina
basement on the 19'" August 2008. But I was suspended from office on
Wednesday 20" August 2008 and for the next 5 years had my life turned upside
down and had to fight for survival. Let us also remind POL/Fujitsu that no one
can walk in off the streets and access areas of the building.
Ron please don’t interpret my comments and tone as shooting the messenger,
my/our future hopes lay with you and the investigation, I will use the weekend
to try and turn up some paper work from this end.
I take it the holiday is over and now a fond memory.
Kind Regards
Michael Rudkin
POL-BSFF-0010329_0059
POL00151217
POL00151217
Date Time _I Added detail I Primary emails, principally between POL colleagues Side conversations — primarily within POL
The Post House - 120 High Street - Ibstock - Leicestershire - LE67 6LI
! I jor [ HYPERLINK
13.06.2013 I 16:01 I From: Ron
Warmington I Michael: any chance you could help us on any of the following
Sent: 13 June I points? Thanks. Ron.
2013 16:01
To: Michael Sent from my iPhone
Rudkin
Subject: RE:
Spot Review 5
discussion
Sensitivity:
Confidential
13.06.2013 I 13:47 I From: Steve Ron,
Allchorn Sent:
13 June 2013 I As part of the discussions that took place yesterday regarding the stated Mr
13:47 Rudkin visit to the Bracknell site in August 2008 and the drive to get to the full
To: Ron facts from a POL perspective, I think it was recognised that the allegations
Warmington made within Spot Review 5 are absent of a level of detail which would help us
Cc: lan immensely in this cause if they were known and available.
Henderson,
Simon Baker,
Pete
Newsome
Subject: RE:
Spot Review 5
discussion
Sen: Yy:
Confidential
I believe you picked up an action to re-engage with Mr Rudkin to test his
memory again in relation to;
- The name of the individual who was his main contact on the day of
his stated visit, who escorted him to the various parts of the building
and ultimately introduced him to the basement area? There may have
been a single person or a number of individuals involved in this tour.
- If Mr Rudkin continues to be unable to recollect the name(s) of
those he met. Can he provide some form of description around them
POL-BSFF-0010329_0060
POL00151217
POL00151217
Date
Time
Added detail
Primary emails, principally between POL colleagues
Side conversations — primarily within POL
e.g. gender, age, height, what role title they introduced themselves to
Mr Rudkin as conducting, their responsibilities etc.
- Can we clarify if Mr Rudkin was formally invited to visit Bracknell by
a person outside of the immediate POL resource sited in Bracknell, e.g.
a project manager or business lead. If so, can he recollect the name of
this person?
= Canwe clarify the exact purpose of Mr Rudkin’s visit — was he there
for a specific reason relating to a project and if so, can he remember
which it was and what was the specific reason why Mr Rudkin was
invited into the basement area in Bracknell?
- It was mentioned by you that Mr Rudkin had made hand-written
notes relating to his visit to the site but that these were residing at his
then work location in Shoreham and as he no longer operates within
the business cannot access them. Can you establish whether these
notes can be accessed somehow, either through the existing NFSP
governance or otherwise and with specific location details from Mr
Rudkin?
Do we also have a view on Mr Rudkin’s understanding of the Bracknell site set-
up and his technical knowledge in relation to test environments and how these
operated, prior to his visit i.e. was he conversant in test technology and it’s
workings or was Mr Rudkin’s experience limited to branch operations?
Thanks
Steve Allchorn I IT & Change Lead CPMO Manager
POL-BSFF-0010329_0061