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Royal Mail Group Ltd Criminal Investigation and Prosecution Policy
1.
PURPOSE
This policy describes Royal Mail Group Ltd response to crime and suspected crime against the
organisation
.
2.
LINK TO ACCOUNTABILITIES
Criminal Investigation Team
PO Ltd Investigation Team
PFWW Investigation Team
Criminal Intel igence and Support Team
Planning and Development Team
Criminal Lawyers
3.
POLICY
3.1
Policy
Royal Mail Group wil investigate crime and suspected crime against the organisation, identify
offenders, highlight factors that facilitated crime and take appropriate action - not excluding
prosecution.
3.1.1
Protecting the Integrity of the Mail This policy supports the Postcomm Code of Practice “Protecting the Integrity of the Mail”
section 6.3 (c) in preventing and detecting criminal loss, theft and interference with ‘Code
Postal Packets’.
3.1.2
Protecting the Business This policy supports paragraphs 15, ‘Security and Trust’ and 22, ‘Preventing and Reporting
Crime’ in the Code of Business Standards. Furthermore, in highlighting crime facilitators,
investigations wil identify (i) non-compliance with security procedures, (i ) non-compliance
with the code of business standards (i i) poor management and (iv) shortcomings in physical
security.
3.1.3
Policing Crime Royal Mail Group Security Investigation Teams are the providers of in-house investigations and
wil maintain the lead in al dealings with the Police.
3.1.4
Conduct of Investigations The conduct, course and progress of an investigation wil be a matter for the investigators as
long as it is within the law, rules and priorities of the business. Investigators wil ultimately
report to the Director of Security with regard to the conduct of criminal investigations.
3.1.5
Role of Royal Mail Employees Royal Mail employees are expected to maintain a high standard of integrity and whatever their
position in the company, are expected to assist investigators with their inquiries. Employees
have a duty to;
(i)
report crime against the business and suspicion of crime against the business to
the Security Helpdesk (020 7239 6655 or 5474 6655) or Crimestoppers on 0800
555111, even if the employee wishes to remain anonymous
(i )
(i ) report to the company if they are charged, cautioned, summonsed or
Policy Title
Royal Mail Group Criminal Investigation and Prosecution Policy
Version
December 2007
Date
1 December 2007
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Royal Mail Group Ltd Criminal Investigation and Prosecution Policy
convicted in connection with any criminal offence.
3.1.6
Prosecuting Criminals This policy supports the Code of Business Standards
in normal y prosecuting those who
commit theft or fraud and where appropriate offences against the Postal Services Act 2000
Sections 83 and 84.
Criminal investigations wil be conducted in accordance with the procedures and to
the
standards required by legislation, case law and the courts.
3.1.7
Procedures and Standards Criminal investigations wil be conducted in accordance with legal powers, restrictions and
guidelines provided by the government or governed by Royal Mail policies (see para 3.2).
3.2
Procedures and Standards
3.2.1
Gathering Intelligence Investigators and col eagues in Criminal Intel igence wil adhere to the principles of the Data
Protection Act 1998, The Data Protection (Processing of Sensitive Personal Data) Order 2000
and the Code of Practice for the Management of Police Information when acquiring, retaining,
storing and disclosing intel igence.
The P6 process wil be adhered to when accessing the computer or official telephone records
of employees.
As the Communications Data Order 2003 scheduled Royal Mail as a public authority for the
purposes of the acquisition of communications data, the Regulation of Investigatory Powers
Act (RIPA) Code of Practice for the Acquisition and Disclosure of Communications Data wil be
adhered to for the purposes of RIPA Part 1 Chapter 2.
Anonymous informants wil be recorded on the Information Source Register. The Police wil
handle any person likely to become a Covert Human Intel igence Source and investigators wil
adhere to the Covert Human Intelligence Sources Code of Practice.
3.2.2
Conducting Enquiries and Exhibit Management Evidence wil be gathered and retained in accordance with the Criminal Procedure And
Investigations Act 1996 (S. 23(1)) Code Of Practice.
3.2.3
Safety and Planning In accordance with The Management of Health and Safety at Work Regulations 1999, a Safe
Working Practices Committee wil conduct an annual risk assessment of investigatory duties
reviewing existing, and setting new controls and measures where required. Investigators wil
adhere to these controls and measures.
Investigators wil plan for and assess the risks of al investigation operations (with the
exception of responses to immediate events) using the PORA operational planning tool:
Planned Operation Risk Assessment.
3.2.4
Surveil ance and ‘Testing’ The Regulation of Investigatory Powers Act 2000 Schedule 1 Part 2 lists Royal Mail as a public
Policy Title
Royal Mail Group Criminal Investigation and Prosecution Policy
Version
December 2007
Date
1 December 2007
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Royal Mail Group Ltd Criminal Investigation and Prosecution Policy
authority for the purpose of conducting directed surveil ance. Directed surveil ance wil be
carried out according to the Regulation of Investigatory Powers Act 2000 Part 2 and the Covert
Surveil ance Code of Practice.
Where appropriate ‘tests’ may be applied to the honesty of individuals suspected of crime.
Authorised ‘testing’ wil be carried out in accordance with investigation guidelines.
3.2.5
Approach and Arrest Suspects wil be dealt with in accordance to the Police and Criminal Evidence Act 1984, in
particular the ‘Code Of Practice For The Detention, Treatment And Questioning Of Persons By
Police Officers’.
3.2.6
Interviewing Suspects wil be interviewed in accordance to the Police and Criminal Evidence Act 1984, in
particular the ‘Code Of Practice On Tape Recording Interviews With Suspects’. Suspects who
are employees are entitled to the additional rights provided for in the Royal Mail Conduct
Code.
3.2.7
Searching Searches wil be carried out in accordance to the Police and Criminal Evidence Act 1984, in
particular the ‘Code Of Practice For Searches Of Premises By Police Officers And The Seizure Of
Property Found By Police Officers On Persons Or Premises’. Suspects who are employees are
entitled to the additional rights provided for in the Royal Mail Conduct Code.
3.2.8
Casework Investigations leading to potential prosecution wil be reported in accordance with the
Criminal Procedure And Investigations Act 1996 and the Criminal Procedure And Investigations
Act 1996 (S. 23(1)) Code Of Practice.
3.2.9
Prosecution Suspect offenders wil be prosecuted where there is sufficient evidence and it is in the public
interest in accordance with the Code for Crown Prosecutors. Decisions to prosecute in non-
Crown Prosecution Services cases wil be taken by nominated representatives in the business
with consideration to the advice provided by the Royal Mail Group Criminal Law Team.
3.2.10
Conduct and Oversight of Investigations Royal Mail Group Security employees perform a vital role on behalf of the public, the Criminal
Justice system and Royal Mail Group Ltd customers and employees. These stakeholders must
have absolute confidence in the integrity, conduct and professional status of Investigators.
This means adherence to the laws, regulations and codes along with their respective
Procedure and Standards referred to above.
Complaints should be forwarded in the first instance to either the Head of Investigations
(Royal Mail, PFWW or POL) or to the Complaint Manager (RMLS Policy, Standards and
Investigation Support Manager) or his nominated deputy for initial assessment and selection
of the business procedure, namely Criminal Investigation, Grievance Procedure, Conduct Code
or the Bullying and Harassment procedure.
Policy Title
Royal Mail Group Criminal Investigation and Prosecution Policy
Version
December 2007
Date
1 December 2007
Page 4
Royal Mail Group Ltd Criminal Investigation and Prosecution Policy
3.2.11
Scots Law and Northern Ireland Paragraphs 3.1 to 3.2.10 al apply to Scotland and Northern Ireland except where specifical y
articulated in Scots law, Northern Ireland Statutory Instruments or by the Northern Ireland
Assembly, Procurator Fiscal or Director of Public Prosecution (NI) guidelines.
3.2.12
Post Office Ltd Investigation While adhering to legislative and group policy requirements, the POL Investigation team have
additional and, in some cases, alternative Procedures and Standards, and supporting
documentation with which Post Office Ltd col eagues wil comply. Post Office Ltd Investigation
team wil maintain a separate casework procedure and database.
4.
Deployment This Policy is published on the Royal Mail Intranet site as policy No. S2.
The procedures to investigate crime against the Royal Mail Group have been in existence for
many years and are regularly reviewed in response to changes in legislation.
Investigation Procedures and Standards relating to this policy are included in the induction and
ongoing training courses and material provided to investigators. Any changes to the
procedures and standards are notified to investigators via investigation circulars and
communications.
5.
Compliance Reports of Incidents of crime or suspected crime are evaluated, categorised and prioritised for
investigation by the Criminal Investigation Casework Teams.
The Casework teams report on volumes of investigations, RM/POL/PFWW products, processes
and services affected, and types of offences and outcomes of prosecutions.
The Casework Teams monitor compliance with investigatory procedures and standards.
Complaints wil be investigated as per the complaints procedure.
6.
Monitoring Representatives from Group Security, Criminal Law and the business unit investigation teams
wil review this policy at least annual y.
In addition The Criminal Justice Inspection Northern Ireland wil conduct an occasional review
of al investigatory processes in Northern Ireland.
7.
Contract Manager Not applicable.
8.
Document details
8.1
Author
8.2
Owner
, RMLS
8.3
Enquiry point
8.4
Effective from
1 December 2007
8.5
Review date
November 2008
8.6
Last updated
December 2007
Policy Title
Royal Mail Group Criminal Investigation and Prosecution Policy
Version
December 2007
Date
1 December 2007
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9.
Assurance Details
9.1
Name
9.2
Business Unit
Royal Mail Group
9.3
Assurance Date
October 2005
10.
Final Review
10.1
Approved by
10.2
Documented (Hard
NO Location :
Copy)
10.3
“ (Electronic)
YES Location : Corporate Security Database
Policy Title
Royal Mail Group Criminal Investigation and Prosecution Policy
Version
December 2007
Date
1 December 2007
