HC Deb 17 October 1995 vol 264 cc225-7W
Mr. Morgan

To ask the Secretary of State for Social Security what guidelines govern arrangements agreed between the Benefits Agency and the Post Office for Post Office employees to open mail addressed to the Benefits Agency; how many such arrangements are in place; and what training is provided for Post Office employees covered by such arrangements. [37218]

Mr. Roger Evans

This is a matter for Mr. Peter Mathison, the chief executive of the Benefits Agency. He will write to the hon. Member.

Letter from Peter Mathison to Mr. Rhodri Morgan, dated 16 October 1995: The Secretary of State has asked me to reply to your recent Parliamentary Question about the arrangements between the Benefits Agency (BA) and the Post Office to open mail addressed to the BA. In taking forward the Governments Competing for Quality initiative, the BA market tested a range of accommodation and office services throughout the country. This included opening and sorting post addressed to BA offices. Services were packaged geographically for market testing and, following competitive tender, some of the work was awarded to external suppliers and some retained in-house. Seven of the successful in-house teams have contracted out their post opening services to the Royal Mail. The guidelines which govern the arrangements between the Royal Mail and the BA are laid down in the 'Benefits Agency Postal Security Framework'. This covers:

  • post receipt,
  • post opening,
  • post despatch,
  • mandatory checks, and
  • discretionary checks.
The guidelines apply to all staff opening BA post, whether this is the BA's own staff, Royal Mail employees or any other external contractor. These arrangements are clearly set out for potential bidders in the Invitation to Tender document, and are contained within the contract document between the Royal Mail and the BA. Royal Mail staff received a minimum of one weeks initial training from the BA. Additional training is given as and when required to meet the particular needs of individual offices. I hope this reply is helpful.

Mr. Morgan

To ask the Secretary of State for Social Security on what date consent was first sought and given for the Benefits Agency to agree arrangements with the Royal Mail for Royal Mail employees to open letters addressed to the Benefits Agency, what specific conditions relating to confidentiality govern such arrangements; and if he will make a statement. [37219]

Mr. Evans

This is a matter for Mr. Peter Mathison, the chief executive of the Benefits Agency. He will write to the hon. Member.

Letter from Peter Mathison to Mr. Rhodri Morgan, dated 16 October 1995: The Secretary of State has asked me to reply to your recent Parliamentary Question about the date consent was first sought and given for the Benefits Agency (BA) to agree arrangements with the Royal Mail for the opening of post addressed to the BA. You also asked what specific conditions relating to confidentiality governed the arrangements.

The arrangements for each contract awarded to Royal Mail were approved by the BA's Chief Executive and Department of Social Security Ministers. Approval for the first of these contracts was given on 22 March 1994.

Confidentiality of information is governed by legislation and the conditions of contract. Section 123 of the Social Security Administration Act 1992 makes it a criminal offence to disclose personal information provided for Social Security purposes. All staff working for Royal Mail on BA business are required to sign a declaration acknowledging the provisions of Section 123. This is a condition of the contract (Condition 33) between the BA and the Royal Mail.

Contracts require that mail has to be opened under supervision in separate secure areas within the Royal Mail premises. The accommodation used for post opening is locked at all times and only staff directly involved in the contract are allowed access to the room. The contract further requires that post marked 'private', `confidential' or 'personal' is to be passed to the BA unopened. Sorted mail is put into sealed bags and is delivered to the appropriate BA office for processing.

I enclose Appendix A which is a copy of Condition 33 of the contract and Appendix B which is a copy of the confidentiality agreement.

I hope this reply is helpful. Appendix A 33 Confidentiality 33.1 The Contractor shall: (a) treat as confidential all unpublished information which may be derived form or obtained in the course of or in connection with the Contract; and (b) take all necessary precautions by contract or otherwise to ensure that all such information is treated as confidential and not disclosed by its employees, servants, agents or sub-contractors. 33.2 The Authority undertakes to treat as confidential all unpublished information supplied by the Contractor under or in connection with the Contract. 33.3 The provisions of this Condition shall not apply to any information appertaining to either party which is held in the public domain. 33.4 Section 123 of the Social Security Administration Act 1992 shall apply to this Contract. It is an offence for any Person to disclose any information obtained while carrying out the Service, where that information relates to a particular person. 33.5 The Contractor shall introduce procedures which ensure that only Approved Persons are given any information relating to the Authority's business. These procedures shall be subject to Approval. 33.6 The Contractor undertakes to store all items, and any personal data or information acquired in connection with the Contract only at Premises specifically Approved in advance. Appendix B Confidentiality Agreement Declaration—To be signed by all Staff prior to being given access to Government information. My attention has been drawn to the provisions of the Social Security Administration Act 1992 Section 123. I am fully aware of the serious consequences which may follow any breach of this Act. I am aware that it is a criminal offence to disclose personal information that has been provided for social security purposes. I understand that I will not be free to communicate official information/knowledge acquired in the course of performing the Services, whether written or oral, to anyone who is not authorised to receive such information. I realise that upon termination of my contract of employment, I will continue to be bound by the provisions of this Act. I understand that this declaration does not extend to information which is in the public domain.

  • Signed:
  • Surname:
  • Forename(s):
  • Contractor's Name:
  • Date of Agreement: