This is an HTML version of an attachment to the Freedom of Information request 'Information on Postbox Data'.

10th March 2010 
Mr Robert Whittaker 
Freedom of Information Unit  
2nd Floor 
Royal Mail Sheffield 
Pond Street 
S98 6HR 
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 

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 Some boxes also have missing plates, or out-of-date plates containing an old style 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 
Rowland Hill House 
Boythorpe Road 
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, 
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 

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 

Information Commissioner’s Office 
Wycliffe House 
Water Lane 
SK9 5AF 
Telephone: 01625 545 700 
Yours Sincerely 
Daniel Tulp 
Freedom of Information Officer 
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