• To give independent advice to the Address Management Unit of Royal Mail on behalf of PAF users. In particular, concerning:
  • The terms and price of PAF licenses
  • Licensing procedures
  • Quality assurance of the PAF
  • Maintenance and supply of the PAF
  • Strategic technical development programmes for the PAF
  • Consultation procedures for material changes to the PAF and associated transitional arrangements
  • The establishment and maintenance of a level playing field between users
• To provide a forum for PAF users to discuss PAF issues, its management and the ease of doing business with Royal Mail
• To provide a channel of communication between the AMU and PAF users (seeking to present, where possible, a concerted user view of needs and to devise an escalation process for disputes with AMU).
• To encourage the use of PAF and to promote data hygiene and good addressing
• To review, at least annually, investment by Royal Mail in the PAF and, in particular, the development programme proposed by AMU
• To consider PAF cost control, investment programmes and ROI
• To consider the relationship between PAF and other postcode products such as Postzon and other address files

Key Result Areas

The success of the Advisory Board depends on the extent to which it can:

• Attract members who are knowledgeable about, and representative of, the varied uses of PAF;
• Take a broad view of PAF, acting on behalf of actual and potential PAF users generally and not restricted to the interests of members' own organisations or industry segment;
• Provide knowledgeable and practical advice about future directions for PAF;
• Assist AMU in complying with Section 116 of the Postal Services Act 2000, which requires Royal Mail to maintain PAF and make it available to any person who wishes to use it on reasonable terms;
• Help improve the accuracy and relevance of the address file;
• Command the respect of PAF stakeholders and commentators in general.

The Board will also have regard to the management of PAF so as not to present a barrier to the development of competition in the postal market and in such a way as to further the interests of postal users.

Composition

The composition of the Board must balance the cohesion and efficiency of a small membership against the need to be sufficiently representative of the variety of users of PAF. In consultation with Postcomm and the AMU, initial appointments are for two years as follows:

• Ian Beesley - Chair (Background)
• Alan Halfacre - Mail Users' Association
• David Heyes - Wigan Borough Council, representing Local Authorities
• Emma Gooderham - Allies Computing
• Iain Mckay - Improvement Services (Scotland)
• Ian Paterson - UK Mail
• Joel Curry - QAS
• Martin Taylor - Royal Mail
• Michael MacClancy - DX Group
• Razia Ahamed - Google
• Samantha Hardy - Board Secretary
• Stephen Green - Ofcom Observer
• Terry Hiles - Capscan
• Tim Drye - Direct Marketing Association

Representatives of the Address Management Unit and of Postcomm may be invited to attend for specific items on the agenda.

Methods of Working

Meetings will normally be held on a fixed day every two months and will take place on a rotation basis on the premises of AMU, Postcomm, a board member's organisation, or a suitable neutral venue.

The Board will look to members to move beyond the short-term interests of the organisations from which they come to promote PAF and help the UK thrive and grow through encouraging PAF use.

The Secretary will compile a register of members' interests

Board members shall declare an interest if their organisation is in negotiation with Royal Mail relevant to an item of the agenda.

Board members are expected to attend all meetings – substitutes will not normally be allowed.

Four Board members shall constitute a quorum.

The Board will hold an at least one public meeting each year to which a wide range of those interested in the Postcode Address File will be invited.

The Board will operate openly with its papers and minutes normally available through a website clearly identified as that of the Advisory Board. It will publish an annual report on its activities within 3 months of the end of financial year.

The Board may carry out research and publish reports. These and such technical issues as seem appropriate will normally be carried out by working groups under the chairmanship of a Board member, but not necessarily exclusively comprised of Board members. The Board as a whole shall, however, approve all publication of reports in its name.

The Board may respond to specific public concerns about the PAF, normally on the basis of written correspondence from members of the public.

The Chairman shall normally act as the spokesperson of the Board.