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Slide1

Choosing the Best Move Update Method for Your Mail

Greater New York Postal Customer Council

June 20, 2018

1Slide2

Topics

Undeliverable Mail, a USPS

®

Perspective

An Industry Perspective

Move Update StandardsMethods to Manage Change-of-AddressWhat are the Differences?What else is available?Review

2Slide3

USPS

®

definition of “UAA Mail”

UAA mail is all mail that cannot be delivered to the name and address specified on the mailpiece, and must be forwarded, returned or properly treated as waste as authorized for the class of mail and ancillary service endorsement on the mailpiece.

Mail

may be considered UAA because:

The individual, family or business has moved

The address is incomplete, incorrect or illegible

The addressee is unknown or deceased

The addressee refuses or fails to claim the mail

The necessary postage has not been paid

3

A USPS

®

PerspectiveSlide4

4

Forward

24¢ / pc.

884 Million pieces

$215.8 Million

New Address

Return 56¢ / pc.

1.301 Billion pieces

$726 Million

Original Address

Waste .066 / pc.

3.977 Billion pieces

$263.9 Million

2017 Christensen UAA Report

A USPS

®

PerspectiveSlide5

Addressee is not at that Address:

73.3%Address Related Issues:

10%Other

Reasons:

11.8%

Reasons Why Mail is Undeliverable(2017 UAA by Reason)

5

A USPS

®

PerspectiveSlide6

First-Class UAA Mail by Age of COA

COA Month

60%

Millions of Pieces

6

A USPS

®

PerspectiveSlide7

Mailing List Source

Customer controlled

& retained in ‘profile

Outsource/Purchase/Leased List

Internal / Similar Industry SourcesGovernment

Current, Previous or Potential ContactMailing Reason

Financial/Health/Insurance

Information & Service Industry

Marketing

ShippingMailing FrequencyMonthly

or more frequentlyQuarterly or less frequentlyAs Needed7

Things to Consider

An Industry

PerspectiveSlide8

What are the obvious costs

?

8

An Industry

Perspective

Delayed or no delivery

Increased acquisition & operating costs

Wasted print and postage

Increased postal fees/lost discounts

Lost sales/reduced revenue/low response rates

Missed future opportunities

Repeat customers

Customer

retentionSlide9

9

An Industry

Perspective

Times more expensive to acquire a customer than to

keep a current customer

3 in 5 Americans

would try a new brand or company for a better service experience

On average, loyal customers are worth

up to 10 times

as much as their first purchase

Source: White House Office of Consumer Affairs59%

5-20%60-70%Probability of selling to a new prospect

Probability of selling to an existing customer

6-7

10

It’s

about

your customerSlide10

USPS

Marketing Mail

®

&

discounted First-Class Mail

®

Mailers must demonstrate that they have used a USPS

®

approved method to update addresses used on mail within 95 days before the mailing date.

There are TWO Exceptions:

Addresses directly acquired from the addressee within 95 days of the mailing.

Mail bearing an Alternative Address format

10

Move Update StandardsSlide11

11

Move Update Methods

Alternative Methods

available for First-Class Mail

include 99% Accuracy and Legal Restraint

Ancillary Service Endorsements

is a post-mailing service

that provides manual address corrections or return of the mail. Address, Return, and Change Service Requested endorsements meet Move Update standards.

ACS™

is a post-mailing service

that acts on the

mailpiece to determine the correct disposition of the mailpiece

and generation of the mailer-requested address correction.

NCOA

Link®

is a pre-mailing, secure automated process

that allows mailers to submit a listing of names and addresses for matching to a Change-Of-Address record to find a new address. There are four licensing levels available.

ANKLink

® provides an additional 30 months of COA information and is available to NCOALink® Limited Service Providers and End User Mailers.

Change-of-Address Update MethodsSlide12

Apply

to National Customer Support Center

for testing

.

Fees are applied per 1,000 addresses

($1.15 per 1,000 with a minimum $115.00)

Testing determines if 1% or less of the addresses have a change-of-address file, and that addresses are DPV

®

(Delivery Point Validation)

Approval is for a specific list for one year.

Repeat testing annually.

12

Move Update Methods

99% AccuracySlide13

Must

i

dentify citation that prohibits use of change-of-address information from the USPS

®

.

Receive change-of-address (COA) information using one of the USPS approved methods within 95 days before mailing.

Contact the addressee within 30 days to confirm.

Update list within 30 days

Retain documentation for one year.

13

Move Update Methods

Legal RestraintSlide14

Definition of Last Known Address

…is the address that appears on the taxpayer's most recently filed and properly processed Federal tax return, unless the Internal Revenue Service (IRS) is given clear and concise notification of a different address.

Address obtained from third party - …is not clear and concise notification

Exception for “

address obtained from the United States Postal Service National Change of Address database that retains change of address information for thirty-six months (NCOA database)

”.

Move Update Methods

Title

26 of

the United States

Code

*

*The

Internal Revenue Code (IRC), formally the Internal Revenue Code of 1986, is the domestic portion of federal statutory tax law in the United

States

13Slide15

Provides on-piece instructions

Similar

handling for each mail class

PS

Form 3547 for COAs, or returned mail

Printing & placement rules are essential

Generated during USPS processing of UAA mail.

Postage & fees

are charged based on mail class and disposition of the UAA mail piece.

JANE DOE

225 HUMPHREYS BLVD STE 501

MEMPHIS TN 38188-0001CHANGE SERVICE REQUESTEDCHANGE SERVICE REQUESTEDCHANGE SERVICE REQUESTED

CHANGE SERVICE REQUESTED

15

Move Update Methods

Ancillary Service Endorsements

These rules also apply to FLATS!

Service

Requested

Return

Change

Address

NOTE: “Forwarding Service Requested” does not meet Move Update requirements

& “Electronic Service Requested” may only be used with ACS™Slide16

Address

Service Requested

Forward if possible, return if not

Form 3547 for forwarded pieces only

Requires weighted fee for returned

Marketing

Mail

®

Change Service Requested

All UAA Marketing Mail is discarded

Form 3547 for COA and Nixie Not available for First-Class Mail® (ACS only)Return Service Requested

All UAA mail is returned to senderFirst-Class Mail® no chargeMarketing Mail® charged First-Class Mail price

Thank you,

Thank you very much!

16

Move Update Methods

Ancillary Service EndorsementsSlide17

ACS

is a post-mailing

service

that provides Change-of-Address (COA) information and other reasons for non-delivery

electronically

Available for use with

First-Class Mail, USPS Marketing Mail, and all parcel mail classes

Combined with Ancillary Service Endorsements:

Address Service Requested

Change Service Requested

Return Service RequestedElectronic Service RequestedAdditional options available only with ACSMay require a printed endorsement

Supports Full-Service ACS, Green & Secure, & Secure Destruction programs17

Move Update Methods

ACS™

ACS

™Slide18

Requests

made through an ACS Service Type ID (STID) in the Intelligent Mail® barcode (IMb)OneCode ACS® or Full-Service ACS

Traditional ACS is available. Traditional ACS STID

required in the

IMb

Generated during USPS processing of UAA MailUses 18 months of change-of-address records or the reason for non-delivery identified by the delivery employee.Use the IMb Serial Number to match to the customer record. Traditional ACS may use an optional “keyline”18

Move Update Methods

ACS™

BCID |

STID |

MID |

Serial Number |

ZIP CodeSlide19

Address

Service Requested

Forward if possible, return if not

Opt 1 –

ACS for forwarded pieces only

Opt 2 – ACS for forwarded & returned pieces Requires

weighted fee for returned Marketing Mail

®

Change Service Requested

Opt 1 – ACS on all UAA mail. All mail is discardedOpt 2 – ACS on all UAA mail. Mail will forward if possible. All other mail is discarded. Requires Forwarded Fee for Marketing Mail letters & flats Return Service RequestedOpt 2 – ACS & all UAA mail is returned to sender Marketing

Mail® charged First-Class Mail price19

Move Update Methods

ACS™Slide20

20

Federal Register 39

CFR Part 111

Green

& Secure Alternative Move Update Method Option

AGENCY: Postal Service™.ACTION: Final Rule.SUMMARY: The Postal Service is amending Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®

) section 507.4 to add the Green & Secure program as a new Address Change Service option.

Move Update Methods

ACS™ Green & Secure Slide21

Green

& Secure Options

Intelligent Mail barcode is REQUIRED!

First-Class Mail

®

Change Service Requested Option 1 or Option 2

Secure Destruction Service Option 1 or Option 2USPS Marketing Mail®Change Service Requested Option 1

Change Service Requested Option 2

(Forwarded USPS Marketing Mail Fees apply to forwarded pieces)

21

Move Update Methods

ACS™ Green & Secure Slide22

Benefits

Reduces USPS

®

costs of returning First-Class™ mail

$0.55 per piece to return

$0.063 to waste

Reduce mailer costs associated with handling, transporting and destroying mail with Personally Identifiable Information

(PII)

Environmental benefits through recycling and eliminating reverse logistics needed to return the mail.

Strengthens mailers information security program, processes, and procedures

.22

Move Update Methods

ACS™ Green & Secure Slide23

23

Benefits:

Organizations with a “Last Known Address” mailing policyReceive an ACS notices with the new address information.

More time to confirm with the addressee before updating.

Marketing Lists with new names and addresses that were not Directly Acquired.

You decide if you want to update and continue to mail to them.Not required for EVERY mail piece in a mailing, you may select only those at risk of assessment.Those pieces will be removed from the Numerator when calculating the 0.5% error threshold for Move Update Address Quality Assessments.

Move Update Methods

ACS™ Green & Secure Slide24

Available

since November 2014

Intelligent Mail Barcode (IMb) with the proper Secure Destruction Service Type ID (STID) is required

Available with ACS Change Service Requested Opt 1 & 2

USPS will first SHRED the mail, then recycle it

Additional SD Data file indicates mailpiece was sent to shredderIf USPS cannot shred, it will be returned so YOU can shred it.Provided at no additional cost!YES, you heard me right:NO ADDITIONAL COST24

ACS™ & Secure Destruction for First-Class Mail

®

Move Update MethodsSlide25

Benefits

The National Association for Information Destruction (NAID

) grew out of the need to oversee the destruction of information by third-party service providers.

USPS uses industrial cross-cut shredders

NAID maximum shred size:

Width: 0.75 inch

Length 2.5 inches

Surface Area: 1210 mm

2

USPS

® maximum shred size:Width: 0.24 inch (6mm)Length: 1 inch (25.4mm)Surface Area: 152 mm2

USPS SD StandardSurface Area: 152 mm2Dimension: 0.24” x 1”DIN Standards Level 4 Particularly Sensitive & Confidential Data

Surface Area: ≤ 160 mm2

Strip width: ≤ 6mm (0.24”)

25

ACS™ & Secure Destruction for First-Class Mail

®

Move Update MethodsSlide26

26

USPS has purchased industrial cross-cut shredders to accommodate larger & thicker mail pieces

Secure Destruction

for First-Class Mail® FLATS

ACS™ & Secure Destruction for First-Class Mail

®

Move Update MethodsSlide27

Benefits

No changes needed if you already use an ACS™ Change Service Requested Service Type ID.

You must first enroll in ACS (

acs@usps.gov

) if

:You request Secure Destruction for First-Class Mail®

Enrollment required to get Secure Destruction Data via EPFYour mail is not Full-Service (Basic = OneCode ACS®)

Enrollment required to get ACS data via EPF

Your mail is

both

Full-Service & Basic and you do not qualify for Free BasicEnrollment required to get ACS data via EPF (SingleSource ACS fulfillment is available to get both Full-Service and OneCode ACS)You request Change Service Requested Opt 2 for USPS Marketing Mail®Enrollment required for invoicing the Forwarded Fee27

ACS™ Green & Secure

Move Update MethodsSlide28

A

pre-mailing Move Update method leveraging USPS

®

provided data

CASS™ / MASS™ address processing performed prior to matching to COA data

Four levels of usage for approved licensees

:

Full-Service Provider

(48 months of data updated weekly)

End User Mailer (18 months of data updated monthly)Limited Service Provider (18 months of data updated weekly)Mail Processing Equipment (MPE)(18 months of data updated weekly)

28

Move Update Methods

NCOA

Link®Slide29

Data

source is from change-of-address requests.

Extremely secure and trusted method of storing information about a customer’s change-of-address

CB7700640D0A41277E55F5D23CD9C1CE2F68124451790EE0C23B46A93A4683B896C535C

90EE0C23B46A93CB7700640D0A415A4683B896C535C1CE2F681244517277E55F5D23CD8

When input

information

matches name and address from COA then an 11-digit ZIP+4 Code is provided that is translated to the new address:

38188-1001-99

becomes

225 N Humphreys

Memphis TN 38188-1001JIM WILSON

123 MAIN ST12345-1234-23

JIM WILSON

225 N HUMPHREYS BLVD

38188-1001-99

29

Move Update Methods

NCOA

Link®Slide30

Name

and Address matching logic is very conservative

Designed to eliminate any false-positive updates

One character variance creates completely different keys

30

Move Update Methods

NCOA

Link®Slide31

Mail

Processing Equipment (MPE)

18 months of data updated weekly)

Uses OCR Technology to capture name and address from mail during presort & barcode application processing

“Zero-Zero” (00) table available to divert mail for name matching

31

Move Update Methods

NCOA

Link®

MPESlide32

If

matched to a COA, new address is printed above the barcode

May require specific name & address formatting on the envelope

Barcode for NEW address from COA

NCOA

Link

MPE Visual Cue& Platform ID32

Move Update Methods

NCOA

Link®

MPESlide33

The

ANK

Link

®

Product is an enhancement to the existing 18-month NCOA

Link®

Product.  

ANK

Link

is only available to NCOA

Link Limited Service Providers and End User Mailers. ANKLink provides an additional 30 months of COA information. Will inform mailers of customer moves that occurred in months 19-48, along with the move effective date. Mailer may choose to suppress the customer from the list or seek services of an NCOALink Full Service Provider licensee. 33

ANK

Link

®

Move Update MethodsSlide34

Version

COA Data

UpdateAncillary Service Endorsements

18

months

Day of UAA ProcessACS™ 18 monthsDay of UAA ProcessNCOALINK® Full Service Provider

48 monthsWeeklyNCOALINK® Limited Service Provider

18 months

Weekly

NCOA

LINK® MPE18 monthsWeeklyNCOALINK® End User18 monthsMonthly

34

What are the Differences?

COA Data Age by MethodSlide35

35

Action

What Happens

Letter Intercepted (INT) on USPS letter automation

Letter mail routed to CIOSS to lift image & validate match to COA information.

“Intercept” Name & Address matching logic similar to NCOALink. Based on interpretation of mail piece data. ACS generated during label application

Carrier Identified Forward (CIF)Sent to CIOSS fro Delivery Unit.

“Carrier ID

Fwd

” Name & Address matching logic a

llows for minor variations in name and address. ACS generated during label application. Carrier identified NIXIE: Return to Sender (RTS)“ANK” & “UTF” Nixie processing may encounter active COA. Other UAA reasons do not apply COA matching logic. ACS generated during label application.

ACS

vs NCOA

Link®

Processing

What are the Differences?Slide36

Action

What Happens

Mailing List presented to NCOALink Licensee Process/ Software

Addresses processed through CASS™. DPV® 11-Digit ZIP Code required for NCOA

Link

matching. Specific algorithm of the name and old address from NCOALink must match the COA information. Successful match returns the new address“Match” code returned if new address is not available

“No Match” code returned if data indicates a ‘possible’ match, new address will not be returned.36

ACS

vs NCOA

Link®

Processing

What are the Differences?Slide37

Action

What Happens

Mail piece presented to NCOALink MPE Licensee MLOCR

Pre-addressed envelopes

processed through MASS™. DPV® 11-Digit ZIP Code required for NCOALink MPE matching. “00” Table recognizes 11-Digit with COA. Mail directed to a re-processing bin.Image of pieces interpreted & apecific algorithm of the name and old address from NCOALink MPE platform must match the COA information.

Matching logic requires encrypted data to match. Successful match prints the new address. MLNA may sort or apply messaging to prevent mailing

“No Match” code may be returned.

37

ACS

vs NCOA

Link®

Processing

What are the Differences?Slide38

NAME

ADDRESS

CITY

STATE

ZIP CODE

JOYCE SIMPSON

4604 BINGHAM RD

BALTIMORE

MD

12345

NCOA Process: 1/21/2018Move Effective: 1/14/2016COA Type: FamilyLast Name: SimpsonFirst Name: Carol

Old Address: 4604 Bingham RdNew Address: 549 Lane DrCustomer Address on FileChange-of-Address InfoMailpiece as Addressed

Joyce Simpson

4604 Bingham Rd

Baltimore MD 12345

Address Service Requested

NCOA

Link

®

Will match

Full

Service Provider (48 months of COA data)

Will not match with Limited Service. End-User or Mail Processing Equipment with ANKLink will return a match.

Will not match if “Individual Only” setting is used.ACSWill not match COA over 18 months old (Nixie – UTF)

Ancillary Service EndorsementWill not match COA over 18 months old (Nixie – UTF)

38

How do they Compare?

What are the Differences?Slide39

NAME

ADDRESS

CITYSTATE

ZIP CODE

JIM DOLBRY

123 MAIN ST

COLLIERVILLE

TN

38017

NCOA Process:

3/21/2018Move Effective: 11/14/2017COA Type: IndividualLast Name: DolbyFirst Name: James

Old Address: 123 Main St Apt 2New Address: 900 Oak Tree CirCustomer Address on FileChange-of-Address InfoMailpiece as Addressed

Jim

Dolbry

123 Main St

Collierville TN 38017

Address Service Requested

NCOA

Link

®

Will not match

Misspelled last

nameACSWill match Carrier corrected name & AptAncillary Service EndorsementWill match Carrier corrected name & Apt

Dolby#2

39

How do they Compare?

What are the Differences?Slide40

ZIP CODE

NAME

ADDRESSCITY

STATE

MARCUS ABRAHAM

RR 3 BOX 132

HAYTI

SD

57241

NCOA Process:

3/21/2018Move Effective: 10/14/2017COA Type: FamilyLast Name: AbrahamFirst Name: Marcus

Old Address: 12345 N 156th StNew Address: 53 Palm Tree CtCustomer Address on FileChange-of-Address InfoMailpiece as Addressed

Marcus Abraham

RR 3 Box 132

Hayti

SD 57241

Address Service Requested

NCOA

Link

®

Will match

CASS™/MASS™

will update address with LACSLinkACSWill match NCSC will update COA with LACSLink

Ancillary Service EndorsementWill match NCSC will update COA with LACSLink

12345 N 156th ST40

How do they Compare?

What are the Differences?Slide41

Some

people

don’t

provide a forwarding address

It’s not required by law

They forget, don’t care or don’t want to be found

41

Leverage Additional Resources

What Else is Available?Slide42

Proprietary Change of Address

compiles moves from magazines, utilities,

etc

Locate people who haven’t notified the USPS

®

Append Apartment NumbersConsider

Commercial Services Commercial services can help improve incomplete addresses & increase potential for matching with NCOALink®

Social Security Administration

Death Master File

Identify Deceased

42

Leverage Additional Resources

What Else is Available?Slide43

NCOA

LINK®

ACS ™ACS (Green & Secure)

Ancillary Endorsements

First-Class Mail®

Marketing Mail®

NOT RECOMMENDED:

PS Form 3547

cost $0.59 per piece

NOT RECOMMENDED:

PS Form 3547

cost $0.59 per piece

Not Recommended

:

Address Service Requested

on Marketing Mail

(or Forwarding Service Requested)

Recommended

: Use Change Service Requested

Recycle ,

No Secure Destruction

Secure Destruction Recommended

43

Review

Review My OptionsSlide44

NCOA

Link® has more conservative matching logic. You may need to consider standardizing your name and address data and format.

ACS™ can provide additional COA matches because of timeliness, less conservative matching logic, and application of the carrier’s personal knowledge.

Combining both

NCOA

Link and ACS together produces the best overall results for keeping address lists current.It may seem to be a difficult challenge but there are many resources available to help you succeed!44

Review My Options

ReviewSlide45

Your Local Postal Customer Council is also a

GREAT Resource for Information!

45Slide46

Thank You!

Questions?

46

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Choosing the Best Move Update Method for Your Mail - Description

Greater New York Postal Customer Council June 20 2018 1 Topics Undeliverable Mail a USPS Perspective An Industry Perspective Move Update Standards Methods to Manage ChangeofAddress ID: 723111 Download Presentation

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