16th April 2010
Mr Robert Whittaker
Freedom of Information Unit
2nd Floor
By email: [FOI #30917 email]
Royal Mail Sheffield
Pond Street
Sheffield
S98 6HR
[Royal Mail Group request email]
www.royalmail.com
Dear Mr. Whittaker
Re: Freedom of Information Request
I am writing in response to your email on the 17th March 2010. We have considered your
request under the terms of the Freedom of Information Act 2000. In your email you
requested the following:
“I'd therefore like to know whether your "Central Collections Management
Database" does include information about each post-box, and exactly what
information about each box is stored there.
If it does, I would like an extract from this database listing each post-box, with
whatever of the following is held there: it's number, location description,
postcode, and last collection times. For each
box, I'd also like whatever location coordinates / data is used to calculate the
"Position of Box on an electronic map".”
I can confirm that the Central Collections Management Database contains the following
fields relating to post-boxes in the UK. It is important to note that the database is only for
Pillar Boxes and not Post Office counters or business boxes.
• Road/Location
• Postcode District
• Box Number
• Barcode
• Collection Office
• Cost Centre
Royal Mail Group Ltd 2010 – Page 1 of 3
Royal Mail Group Ltd is registered in England and Wales. Registered number 4138203. Registered office: 100 Victoria Embankment, London, EC4Y 0HQ.
Cont…
• Box Type
• Final Collection Time – Weekday
• Final Collection Time – Saturday
• Northing
• Easting
• Latitude
• Longitude
Due to the nature of the numerous ways that information about post-boxes has been
collated over time, Royal Mail Group cannot guarantee the accuracy of the locations
information which is currently held in the database. This could be for a number of reasons
such as when the latitude and longitude data is based on a postcode location and not the
precise location of the postbox itself. Although this information is suitable for Royal Mail’s
operational requirements – such as route planning, it would not necessarily be accurate for
use in other ways. It is also Royal Mails intention to renew the CMD data and use the
updated information to improve the information available to the public via our websites. A
postbox finder is intended to be added to the branch finder feature on the Post Office
website in the future.
We consider a detailed extract from the current data to be exempt from disclosure under
Section 43(2) of the Freedom of Information Act, Prejudice to Commercial Interests. I am
therefore unable to provide the further information that you have requested. We believe
that the release of potentially inaccurate information which wil quickly become out of date
is likely to cause problems for Royal Mail customers – with incorrect details of postboxes
being quoted outside of Royal Mail’s control. This would be likely to result in dissatisfaction
amongst customers which would damage public perception of Royal Mail. This release of
this information would also diminish the value of Royal Mail’s investment in renewing the
information in order to provide customers with accurate and regularly updated information
directly through its own websites.
This exemption is subject to the public interest test, but we believe that in this case the
public interest lies in withholding information. It would not be in the public interest to
potentially misinform members of the public with information which is not suitable for uses
other than its current purpose. The new postbox location information to be created by
Royal Mail wil far better serve the interests of the public. It would not benefit the public to
release current information which will not be updated and could therefore cause confusion
and difficulties for customers. For example, if postboxes are later moved or removed from
their present location. Therefore we believe that in all circumstances of the case the public
Royal Mail Group Ltd is registered in England and Wales. Registered number 4138203. Registered office: 100 Victoria Embankment, London, EC4Y 0HQ.
© Royal Mail Group Ltd 2010– Page 2 of 3
Cont…
interest is best met by applying the exemption and that the information should not be
disclosed.
I am sorry that your request cannot be met in full on this occasion. If for any reason you
are not satisfied with this response, you do have the right to request a review. If you wish
to do so please set out in writing your grounds of appeal and send to the Head of
Information Compliance, Royal Mail Group, Company Secretary's Office, 100 Victoria
Embankment, LONDON, EC4Y 0HQ. An internal panel will then review the decision, and
you will be advised of the outcome.
If, having requested an internal review by Royal Mail, you are still not satisfied with our
response you also have a right of appeal to the Information Commissioner at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.informationcommissioner.gov.uk
Yours Sincerely
Daniel Tulp
Freedom of Information Case Officer
[Royal Mail Group request email]
Royal Mail Group Ltd is registered in England and Wales. Registered number 4138203. Registered office: 100 Victoria Embankment, London, EC4Y 0HQ.
© Royal Mail Group Ltd 2010– Page 3 of 3
