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State Mail User’s Forum. September 21, 2010. Agenda. Phase I Archive Box preparation and tracking procedures. FedEx Ground Overnight BRM’s IMB redesign USPS Droop test USPS Rate change Phase II Self Mailer and Tabbing workshop. Archive Box Preparation - Archives.

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State mail user s forum

State Mail User’s Forum

September 21, 2010


Agenda

Agenda

Phase I

Archive Box preparation and tracking procedures.

FedEx Ground Overnight

BRM’s IMB redesign

USPS Droop test

USPS Rate change

Phase II

Self Mailer and Tabbing workshop


Archive box preparation archives

Archive Box Preparation - Archives

Obtain a Record Transfer Sheet from http://archives.utah.gov/recordsmanagement/forms/archives-transfer-sheet.html

All incoming boxes must be listed on the Record Transfer Sheet.

All Records Transfer Sheets must be emailed to and approved by the Records Center prior to shipment.

All boxes must be clearly labeled and listed on the Records Transfer Sheet. The following information must be present:

correct series number, agency, agency box #, total # of boxes, where to deliver, work order #

All deliveries must be scheduled in advance.


Archive box preparation archives1

Archive Box Preparation - Archives

Only one series per Transfer Sheet.

No additional boxes or Transfer Sheets can be sent in with deliveries without approval.

All files must be in the approved boxes, non standard boxes will be returned to the agency.

Box lids must fit correctly. Please tape lids closed. Over-packed or damaged boxes will be returned to the agency.

Penda-flex folders and 3-ring binders are not accepted if they hang from the sides of the boxes or cause the lids to fit incorrectly.


Archive box preparation smds

Archive Box Preparation - SMDS

For all:

A SMDS courier will arrive at your location to transport your shipment.

Your shipment will be rejected for damaged boxes, non-standard boxes, over-packed boxes, or invalid Record Transfer Sheets.

Only boxes on the approved Records Transfer Sheet will be transported.


Archive box preparation smds1

Archive Box Preparation - SMDS

For 6 or less:

Place boxes in normal courier pick-up area (after completing Archive steps).

Attach a copy of the Record Transfer Sheet to the shipment.


Archive box preparation smds2

Archive Box Preparation - SMDS

For 7 or more:

Contact State Mail and Distribution Services (SMDS) at 323-4300 to schedule your pick-up. SMDS will bill your agency the hourly rate in 15 minute increments on your monthly invoice.

Inform the SMDS representative that your shipment has been approved by Archives.

SMDS will produce a Work Order for your shipment.

Inform the SMDS representative of the number of boxes you are shipping. This must match with the Transfer Sheet approved by Archives.

Inform the SMDS representative of the date you scheduled with Archives for the delivery.


Archive box tracking

Archive Box Tracking


Fedex ground overnight

FedEx Ground Overnight


Fedex ground overnight1

FedEx Ground Overnight

Overnight Shipping from 84116 to the following ZIP/Postal codes

81610 - 81610 81633 - 81633 81640 - 81640 81648 - 81648 82300 - 82309 82311 - 82323 82326 - 82326 82328 - 82328 82330 - 82330 82332 - 82334 82336 - 82399 82900 - 83499 84000 - 84509 84513 - 84514 84516 - 84524 84526 - 84529 84537 - 84539 84541 - 84799 86021 - 86022 86052 - 86052 89008 - 89008 89042 - 89043 89300 - 89399 89404 - 89404 89414 - 89414 89418 - 89418 89421 - 89421 89425 - 89426 89438 - 89438 89445 - 89446 89800 - 89899


Brm imb redesign

BRM IMB Redesign

Effective immediately

Mandatory May 2011

Better internal sorting


Brm imb redesign1

BRM IMB Redesign


Helping mailers meet new deflection standards

HELPING MAILERS MEET NEW DEFLECTION STANDARDS

New deflection standards for commercial flat-size mailpieces take effect June 7, 2010. However, the Postal Service will delay implementation of revised price eligibility until Oct. 3, 2010, as it works with mailers to assure flats preparation that is compatible with USPS processing and handling.


Usps droop test

USPS Droop Test

For flats, length is the longest dimension

3 inch maximum droop

  • Cannot droop more than 2 inches less than the extended length.

  • DROOP TEST

  • For flats 10 inches or longer


Usps first class mail rate change

USPS First Class Mail Rate Change

July 16, 2010 the Postal Service proposed a price increase for January 2, 2011.

Rate Change proposal can be viewed at pe.usps.com under “*New* Jan. 2, 2011 Proposed Pricing Information.”

Postal Regulatory Commission (PRC) can accept or reject the proposal and should make a decision by Oct. 4, 2010.


New rate comparison

New Rate Comparison


Questions

Questions???


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