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<p>The vast majority of inbound mail for the Department is delivered by Royal Mail
to two centralised ‘Mail Opening Units’ (MOUs) operated by Engie, and this response
is specific to the way these suppliers handle the departments inbound mail.</p><p>
</p><p>Royal Mail</p><p> </p><p>Royal Mail operates a comprehensive range of policies
and procedures to protect and maintain the integrity of our customers’ mail, services
and employees. These processes are applied consistently to all outbound and inbound
mail carried on behalf of the DWP and citizens. These policies and operating procedures
underpin Royal Mail’s operating licence and universal service obligation. Where contracted
to do so, Royal Mail also undertakes Security Screening services to identify any potential
threats to specific Department sites prior to final delivery. This extends to the
security screening services specifically provided to the Department’s Caxton House
site in London.</p><p> </p><p>The majority of the Department’s inbound mail (posted
by citizens of the UK) is diverted to two central processing locations in the West
Midlands. While there are no additional measures in place prior to the consolidation
of inbound mail, each and every item of mail is subject to the same rigorous standards
and duty of care as it is handled through the Royal Mail network from physical collection
at DWP sites (or Post Boxes & Post Offices) through to outward processing and
final delivery.</p><p> </p><p>All items carried by Royal Mail on behalf of the Department
and citizens are subject to ‘Inviolability & Interception of Mail Policy’ which
dictates that once a postal packet is in the transmission of post (i.e. from posting
until delivery) it cannot be delayed, opened or removed from the course of post. This
policy is underpinned by the following legislation.</p><p> </p><ul><li>Section 104
of the Postal Services Act (PSA) 2000 - Whilst in the course of transmission by post,
a letter, packet, parcel or mail bag and/or their contents is immune from “examination,
seizure or detention as it would have if it were the property of the Crown.”</li></ul><p>
</p><ul><li>Section 125(3) of the PSA 2000 - A postal packet shall be taken to be
in course of transmission by post from the time of its being delivered to any post
office or post office letter box to the time of its being delivered to the addressee”.</li></ul><p>
</p><ul><li>Section 125(1) of the PSA 2000 - Postal Packets are any letter, parcel,
packet or other article transmissible by post.</li></ul><p> </p><p>Royal Mail’s security
procedures cover each and every activity undertaken within the Royal Mail pipeline.</p><p>
</p><p>Royal Mail deploys a rigorous vetting process for new recruits. This process
includes pre-employment checks including a criminal record check before employment
commences. Royal Mail provides all of its people with mail security induction training
and regular security communications around compliance with security procedures, policies
and standards.</p><p> </p><p>In addition to preliminary recruitment processes and
on-going coaching to all employees, Royal Mail also supports its service obligations
through maintaining a dedicated security team, experienced in security risk management,
intelligence gathering, criminal investigation and prosecution. This team also works
with a number of law enforcement agencies, Government bodies and industry groups to
protect the integrity of the mail.</p><p> </p><p>Royal Mail actively encourages its
people to be vigilant for any suspicious activity and report any cases where they
believe letters may have been intercepted to both Royal Mail and the Police.</p><p>
</p><p>Engie</p><p> </p><p>Engie receives mail from Royal Mail and processes on behalf
of the Department at two centralised MOUs. These MOUs have external and internal security
systems in place that are subject to annual review and approval by the Department
and include systems for both physical and information security.</p><p> </p><p>External
security - Both MOUs meet and exceed the accreditation standard required by the Department.
Each of the MOUs are audited annually by an external independent company and are accredited
to ISO27001 from an information security perspective, which covers client information
as well as the physical security of both MOU sites.</p><p> </p><p>The units feature
external perimeter fencing with remote controlled access for all inbound and outbound
deliveries or collections, which run alongside a centrally controlled access swipe
access system for all staff. External CCTV is monitored 7 days a week, 24 hours a
day.</p><p> </p><p>Internal security - All staff are cleared through Disclosure Scotland
checks prior to commencing work. CCTV is operational 24 hours a day. All visitors
must provide identification on arrival and are escorted by an MOU staff member at
all times during the visit.</p><p> </p><p>Suspect Packages - Training and guidance
is provided to all mail handling staff, with remedial training completed annually.
X-Ray screening facilities are available should any envelope or package be deemed
as suspect, with the relevant training and instruction provided to all staff using
this equipment.</p><p> </p><p>British Forces Postal Services</p><p> </p><p>DWP does
not have responsibility for British Forces Postal Services, so we are unable to provide
the information requested for this element of the question.</p>
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