10th March 2010
Mr Robert Whittaker
Freedom of Information Unit
2nd Floor
Email: xxxxxxxxxxxxxxxxxxxxxx@xxxxxxxxxxxxxx.xxx
Royal Mail Sheffield
Pond Street
Sheffield
S98 6HR
xxx@xxxxxxxxx.xxx
www.royalmail.com
Dear Mr. Whittaker
Re: Freedom of Information Request
I am writing in response to your request for information dated 10th February 2010. We
have considered your request under the terms of the Freedom of Information Act 2000. I
will answer each of your questions below, in the order that they appeared in your email:
1. Please provide details of this database, including the software / version / format used
and a description of each of the fields of information stored for each box. Where codes are
used to store information, I would like the specification for / meaning of these codes.
The Final Plate Database is a Microsoft Access database and contains the following fields:
• Box Number
• FC (final collection)
• Postbox type
• Location 1
• Location 2
• Postcode
• M-F time
• Sat time
• Later Outward (postcode for latest collection point)
• Later Box Number
• Base Code
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 1 of 4
Cont…
2. Could you explain the allowable formats of the box number: I believe that the first half is
a postal district and the second part is a 1-4 digit number. Is it possible for the number to
begin with a zero digit? Are any alphabetical suffixes ever added to the end of the number
(for instance to distinguish two neighbouring boxes)?
On the Time plate, the box number consists of the outward postcode (SN11) & actual box
number which can have up to 4 digits. The box numbers never start with '0' and there is
never an alphabetical suffix. The box number wil distinguish boxes which may have the
same address.
3. I'm sure you would be interested in correcting some of these problems, so could you
please provide the contact details for the person who manages the database.
4. Some boxes also have missing plates, or out-of-date plates containing an old style
reference number (eg "TWR 012"). To whom should these issues be reported?
The Final Plate Database is maintained by the Final Plate Manager whose work address is
provided below.
Final Plate Manager
AT20
Rowland Hill House
Boythorpe Road
CHESTERFIELD
S49 1HQ
Please note however that we would ask customers and members of the public with any
queries or concerns about postboxes, collections or any aspect of Royal Mail services to
contact Royal Mail Customer Services using the details below:
Telephone: 08457 740 740
8am – 6.00pm, Monday to Friday,
8am - 1.00pm on Saturdays
Textphone: 08456000606, International callers: +44 1752387112
Writing: General Enquires: FREEPOST, 20 Turner Road, St Rollox Business & Retail Park,
GLASGOW, G21 1AA
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 4
Cont…
5. I would like to know what local information on post-boxes and their locations is likely to
be held by local offices, in what form it is likely to be held (eg computer database, paper
records), and how those offices are organised (eg by postal district).
Information held at local level will vary according to the particular requirements in that
area. Local Collections teams are organised by location across the whole of the UK and
can be identified by the postcodes which they are responsible for.
Limited personnel at local Royal Mail offices have access to a central collections
management database. This contains information not limited to:
• Collection Points
• Collection Times
• Route Numbers
• Nearest Boxes
• Access Specification
• Type of Box
• Type of Plate
• Position of Box on an electronic map
On top of this, individual offices may have spreadsheets generated from the database with
additional local information added information for operational purposes. Local
spreadsheets may include the postcode of individual boxes where there is an operational
need for the information.
I hope that the information provided above is helpful to you. 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:
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 4
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Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 01625 545 700
www.informationcommissioner.gov.uk
Yours Sincerely
Daniel Tulp
Freedom of Information Officer
xxx@xxxxxxxxx.xxx
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 4 of 4
