RMP&FS Property Week – RMG SHE Huddle FY22 010

RMP&FS Property Week – RMG SHE Huddle FY22 010

RMP&FS have circulated the attached document this week to all managers in all functions which is intended to act as an ongoing reminder of the property tasks that require regular attention by PiCs and managers in all Royal Mail Group units.

Contractor Safety & Environmental Guide  

The Royal Mail Group Contractor Health, Safety & Environmental Guide has been reviewed and re-published on the SHEMS (SHE Management System) as an appendix to SHE Instruction 7.1 Contractor and Supplier Management. A copy is available on the Compliance Records Database (CRD) for all contractors https://royalmail.info-exchange.com/Secure/App-5. All contractors are required to have a copy whilst they are undertaking work on RMG sites.


PiCs must:

  • Ensure that the unit carries out a fire drill at least every 6 months, and they might need to schedule more drills to ensure that different shift patterns are all able to participate.
  • Fire doors must remain closed at all times unless they are held open with an approved device linked to the fire alarm system.
  • All fires, however small must be reported to the CPC.
  • Ensure that Yorks and other equipment are never allowed to block or obstruct fire exits.


PiCs must:

  • Ensure the latest version of the Asbestos Register is contained within the Site Log Book. They can obtain a copy by contacting the National Service Centre (0333 005 0312) or downloading from the CRD https://royalmail.info-exchange.com/Secure/App-5.
  • Remember it is the PiCs responsibility to carry out regular inspections of the buildings and general environment, noting on the condition of ACMs in the workplace in the Unit Workplace Monthly Inspection Checklist. If any damage (observed or suspected) is found, it must be reported immediately to the National Service Centre on 0333 005 0312 and restrict access to the area.
  • PiCs must familiarise themselves with ‘StayCalm’ guidance so they know what action to take should they suspect asbestos has been identified and/or disturbed: https://staycalm.online/on-site/incident/asbestos/ 

Statutory Compliance Checks

PiCs must:

  • Legionella: Ensure the latest Legionella Risk Assessment (LRA) is documented in the Site Logbook and that they have read and understood it. If the LRA identifies that little used outlets are present at the site, they should ensure they carry out the weekly flushing regime, as required, and keep the records in Section 3 of the Site Logbook using Form: PFS2_001l.
  • Emergency Lighting: Ensure that monthly emergency lighting tests are undertaken, and results recorded in the Site Log Book. If any faults are identified report these to the National Service Centre.

Compliance Records Database – how to identify and address remedial actions 

  • PiCs/Unit Managers, are responsible for closing out a number of actions for varying compliance areas, for example: fire and legionella risk assessments, ventilation assessments. To assist with this, a quick guide has been developed alongside the existing information on the Compliance Records Database. There is a Link for further information and a ‘Help section’ in the Huddle document.
  • Additionally, there are several earlier remedial action instructions, including a short audio visual guide and another which shows users how to download a list of all actions for bulk updates.

Supporting Information and links provide further information and guidance on the topics above: 

She Instruction 5.2 – Fire Safety Management

SHE Instruction 7.1 Contractor Management

SHE Instruction 9.3 Asbestos Management

SHE Instruction 9.4 – Legionella


A copy of RMG SHE Huddle FY22 010 is attached. 

(NOTE: RMP&FS have apologised to the CWU/HQ Health, Safety & Environment Department for the late communication of RMG SHE Huddle FY22 010 but have stressed that the information is appropriate year round and not just during the launch week).

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

22LTB117 RMP&FS Property Week – RMG SHE Huddle FY22 010

SHE Huddle FY20 010 Property Week 2022

View Online


Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s

Create a website or blog at WordPress.com

Up ↑

%d bloggers like this: