BBC Workplace - Mail Services

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

• Site Address
  Address

• Select date

  Date

Mail Services

Mail Room

• Is internal and external mail sorted, safely stored and distributed?

  Yes

  No

  N/A

• Are arrangements in place for mail received outside of normal operating hours?

  Yes

  No

  N/A

• Are last post facilities provided at reception?

  Yes

  No

  N/A

• Are registered post, large delivery items and courier items logged and recipients informed?

  Yes

  No

  N/A

• Is the despatch of courier packages managed?

  Yes

  No

  N/A

• Are all outgoing external mail items sent second class (unless otherwise indicated)?

  Yes

  No

  N/A

• Is there a parcel tracking and trace service in place?

  Yes

  No

  N/A

• Are damaged items logged and wrapping made good (items returned to sender where appropriate)?

  Yes

  No

  N/A

• Is incorrectly or insufficiently addressed mail processed (cash, cheques, postal orders, stamps recorded)?

  Yes

  No

  N/A

• Is there an express mail service available?

  Yes

  No

  N/A

• Is Third Party recorded mail sent out in order to pass the costs onto these Third Parties?

  Yes

  No

  N/A

• Is franking equipment available?

  Yes

  No

  N/A

• Is the cost of outgoing mail and franking included?

  Yes

  No

  N/A

Mail Delivery & Collection

• Is mail delivered and collected to and from BBC properties?

  Yes

  No

  N/A

• Is outgoing external mail collected (up to and including the last collection) and dispatched to enter the national mail service on the same day?

  Yes

  No

  N/A

• Is outgoing internal mail collected (up to and including the last collection) and dispatched and delivered to regional BBC premises the next business day or where reasonably practicable?

  Yes

  No

  N/A

Mail Screening

• Is X-ray examination of all mail in place in accordance with the protection of personnel, properties and business continuity?

  Yes

  No

  N/A

• Are adjustable security screening levels in place?

  Yes

  No

  N/A

• Are users informed of any items that specify 'Do not X-Ray'?

  Yes

  No

  N/A

Investigation

• Are instances involving the loss or theft of mail investigated and reported to the BBC?

  Yes

  No

  N/A

Management Information

• Is advice on postal distribution provided to the BBC as and when requested?

  Yes

  No

  N/A

• Are ad hoc reports on postal distribution and dispatch services provided as and when requested?

  Yes

  No

  N/A

• Is a secure computerised accounts system (suitable for allocating and recording costs for internal charging) operated and maintained?

  Yes

  No

  N/A

• Are PO Boxes, business reply and free post services in place?

  Yes

  No

  N/A

Mail Equipment

• Are suitable mail delivery equipment (in accordance with legislative requirements) in place?

  Yes

  No

  N/A

Remote Mail Opening

• Is a facility to provide remote mail opening available?

  Yes

  No

  N/A

Other Services

• Is Artistes mail and mail from viewers and listeners delivered to the 'Viewers and Listeners' contractor address?

  Yes

  No

  N/A