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Move Update Keeping Track of Your Customers Elaine Robinson Business Mail Entry January 20, 2010 Move Update Making the Case America is on the Move and Growing! 45+ million Americans move each year 2.3+ million businesses move each year

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move update

Move Update

Keeping Track of Your Customers

Elaine Robinson

Business Mail Entry

January 20, 2010

america is on the move and growing

Move UpdateMaking the Case

America is on the Move and Growing!
  • 45+ million Americans move each year
  • 2.3+ million businesses move each year
  • On average mailing lists deteriorate over 1% a month
  • USPS delivers to 149+ MILLION addresses
  • USPS adds more than 1.8 MILLION new delivery points each year
  • UAA Cost Study:
  • Challenges to address quality still exist
  • Move-related UAA appears to be a big contributor
  • Physical address accuracy still a major issue

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slide3

What is Move Update?

Process of periodically matching a mailer’s address records with customer-filed Change-of-Address orders received and maintained by the Postal Service.

Move Update =

Fewer Forwarded and Returned Mailpieces

3

who must use move update
Who Must Use Move Update?

Move Update is required for mailpieces claiming Presorted or Automation prices for First-Class Mail® and Standard Mail

To meet the Move Update standard, mailers must be using addresses on mailpieces that have been updated using an approved method within 95 days prior to the mailing date

First-Class Mail or Standard Mail mailpieces that use an “Exceptional” or an “Alternative” address format are not required to meet the Move Update standard

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alternative address formats
Alternative Address Formats

Alternative Address Formats – DMM 602:

Simplified Address = “Postal Customer”

Occupant Address = “Occupant”

Exceptional Address =

“Jane Doe or Current Resident” or

“Jane Doe or Current Occupant”

5

move update methods
Move Update Methods

There are 6 ways a mailer can perform a Move Update.

4 of these methods are pre-approved

2 of these methods require separate approval.

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slide7
4 Pre-Approved Methods:

Ancillary Service Endorsements

ACS™, OneCode ACS®, and Full-Service ACS

NCOALink ®

FASTforward® Multiline Optical Character Reader

Move Update Methods

7

move update methods8
Move Update Methods

2 Methods Require Separate Approval:

Legal Restraint Method

99 Percent Accuracy Method

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slide9

Ancillary Service Endorsements

JOHN DOE10 ELM AVEANYTOWN OR 97654-3218

Endorsements

keywords

Return

Address

Change

Temp-Return (used for FCM ONLY)

Endorsement >

  • On-piece mailing instructions
  • Same handling for all classes of mail
  • Different fees applicable for First-Class and Standard

Followed by…

Service Requested

Pe.usps.com –Quick Service Guide – Sections 230A and 507D

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ancillary service endorsements
Ancillary Service Endorsements

Return Service Requested

No forwarding service is provided

The Postal Service™ will return non-deliverable mailpieces with the new address information, or the reason for non-delivery.

Temp-Return Service Requested(First-Class Mail® only)

If Temporary COA – Mailpiece is forwarded without temporary address provided.

If Permanent COA – Mailpiece is returned with new address provided.

10

ancillary service endorsements11
Ancillary Service Endorsements

Address Service Requested

Service provided varies by time period:

Months 1 – 12: the mailpiece is forwarded at no charge; the mailer is provided a separate hardcopy notice of the new address for a fee

Months 13 – 18: the mailpiece is returned with the new address attached

After month 18 or if undeliverable at any time: the mailpiece is returned with reason for non-delivery

First-Class – no forwarding or return charges

Standard Mail – charged single piece First-Class price times the weighted fee (2.472)

Example: $0.44 x 2.472 = $1.09

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ancillary service endorsements12
Ancillary Service Endorsements

Change Service Requested

Separate notice of the new address or reason for nondelivery is provided; in either case, a fee is charged.

Standard Mail mailpiece is not forwarded or returned, but disposed of by the Postal Service™.

For First-Class Mail® this endorsement is available only when used in conjunction with ACS™, OneCode ACS®, or Full-Service ACS.

Option 1: All undeliverable mail is disposed

Option 2: Forwardable mail pieces forwarded, all other undeliverable mail is disposed

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ancillary service endorsements13
Ancillary Service Endorsements

For an address to meet the Move Update requirement, the mailer must have sent at least one letter or postcard to an address with an approved ancillary endorsement within 95 days before mailing to that address a second time.

To complete the Move Update process, the mailer must make address corrections resulting in the use of the ancillary endorsement.

It is recommended that the mailer retain address correction records for up to one year.

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acs and onecode acs
ACS™ and OneCode ACS®

An electronic enhancement to traditional, manual methods of providing change-of-address information to mailers.

Mailers add a unique mailer identification code to the address area of their mailpieces to identify them as ACS™ participants.

The Postal Service™ uses the mailer identification code to send change-of-address information electronically to the mailer.

Mailers can choose to receive electronic notifications daily, weekly, bi-weekly, monthly or bi-monthly.

Available for all classes of mail.

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Traditional ACS™

Address Change Service

ABC Inc

123 Main St

Memphis TN 38101-1234

Change Service Requested

PRSRT STD

AUTO

US POSTAGE PAID

NEW YORK, NY

PERMIT NO. 1

< Ancillary Service Endorsement

Mailer Participant Code >

#BXBJDCK ************* 5-Digit 38188

Optional Keyline >

#WAIC 381 SEP 2009#

CANDICE WAITE

DEW

PROCRASTINATORS ANNOYMOUS LLC

456 ELM ST

STE 201

MEMPHIS TN 38188-0001

National Customer Support Center #800-331-5746

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slide16

OneCode ACS®

Available for FCM, Standard Mail & Periodicals

Weather Forecasting Limited

123 Main St

Memphis TN 38101-1234

Electronic Service Requested

PRSRT STD

AUTO

US POSTAGE PAID

NEW YORK, NY

PERMIT NO. 1

On-Piece

Endorsement

1

JANE DOE

DOE CONSULTANTS

6060 PRIMACY PKWY STE 201

MEMPHIS TN 38188-0001

The mailer must print ancillary service endorsement on Standard Mail and First-Class flats; optional on First-Class Mail letters

NCSC # 877-640-0724 acs@usps.gov

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slide17
NCOALink is an address correction service provided to mailers through companies licensed by the Postal Service™.

To access the NCOALink database, computer software is purchased, leased, or developed by the licensee.

Individual mailers can also license NCOALink for their internal use to maintain their address lists.

NCOALink®

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ncoa link
NCOALink®

Updated change-of-address information for the entire country is provided on a regular basis to the licensee by the Postal Service™ through the NCOALink database.

The licensees match mailing lists submitted to them by mailers on tape, disk or by upload against the information contained in the NCOALink database.

If a match is made, NCOALink can correct the address before it is printed.

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fastforward mlocr
FASTforward® MLOCR

Postal Service-owned and user-licensed computer system

Contains FASTforward name and address matching software and the Postal Service’s COA database

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fastforward mlocr20
FASTforward® MLOCR

Hardware and software interface with MLOCR equipment

Addresses are checked against the COA information contained in the FASTforward system

If an address is found the correct address and barcode are sprayed on the mailpiece

Reduces delays associated with traditional forwarding

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alternate methods first class mail only
Alternate Methods (First-Class Mail® Only)
  • 99% Accuracy Method
  • Mailer file is tested against the USPS COA database
  • Wavier granted if less than 1% of the addresses result in a COA update
  • Legal Restraint Method
  • Prevents mailer from updating address without permission from the addressee
  • Must provide the actual law that prohibits their update

National Customer Support Center # 800-589-5766

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Move Update

Acceptance and Verification

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Performance Based Verification

  • Process in the Postal One system that determines frequency of verifications
  • Prompts acceptance clerk to perform verification based upon past verification history of mailer
  • Move Update is a part of the PBV verification process
  • PBV integrates postage statement processing in Postal One and sample mail processing in MERLIN

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Move Update Verification Process

Postage Statement is entered into Postal One!

PostalOne!/PBV

Triggers

Verification

BME clerk selects

sample mailpieces

for MERLIN verification

Mailpieces are

run on MERLIN,

data file sent electronically

to NCSC

Sample extracted from the mailing is

processed on

MERLIN

Electronic data file

Contains name, address and barcode (if available)

Mailpiece ID can be used to identify any

piece found as an error.

The NCSC performs a

Move Update

validation against

the NCOA database

Move Update

Verification results

are displayed in

PostalOne!

in a report format

Results forwarded

to PostalOne!

electronically

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acceptance thresholds effective january 4 2010

Move Update Verification

Acceptance Thresholds Effective January 4, 2010
  • Pass verification - score of 70% or higher (tolerance of 30%)
  • Fail verification - score below 70% and there are MORE THAN 5 PIECES with a COA on file not updated by the mailer
  • First-Class and Standard Mail accessed $0.07 cents for each piece
  • Mailer option – pay additional postage or withdraw the mailing

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additional postage calculation
Additional Postage Calculation
  • Additional postage will only be assessed against the portion of the mail that is below the threshold
  • Calculations are based on dividing the number of pieces with a COA on file that the mailer updated by the total number of pieces with a COA on file

[

]

COAs Updated by Mailer

x .07 x (pcs. in mailing)

Total COAs on File

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additional postage example
Additional Postage Example

Mailing total pieces 100,000

Move Update score 60%

Percent application 70% threshold – 60% =10%

Pieces for additional postage 10% X 100,000 = 10,000

Calculation .07 x 10,000 = $700.00

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move update combined mailings
Move Update: Combined Mailings
  • If three or fewer clients are detected with Move Update errors, postage would be attributed to each of the 3 clients.
  • The mailer will be allowed the opportunity to examine the sample and extract any piece found to be in error to identify the client to which the piece belongs.
  • Pieces must be identifiable back to the client using some identification from the mailpiece such as return address, meter impression, or permit imprint that is verifiable by the acceptance clerk back to the detailed documentation.
  • This exception is allowed for 1 year from date of implementation of the Move Update verification.

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move update combined mailings32
Move Update: Combined Mailings
  • Additional postage will be applied to the mail volume for up to three clients whose pieces were found with Move Update errors.

For example:

      • Total mailing is 100,000 pieces and the Move Update verification result is a 60% passing score with 10 pieces not updated within the sample
      • Client A has 4 pieces not updated, Client B has 4 pieces not updated and Client C has 2 pieces not updated.
      • Client A volume is 5,000 pieces, Client B volume is 10,000 pieces and Client C is 10,000 pieces.
      • Total volume for Client A, B and C is 25,000 pieces.
      • 70% threshold minus the passing percentage 60% = 10% (adjustment percentage).
      • 10% times the total volume (25,000 pieces) for the clients is 2500 pieces.
      • 2500 times $0.07 = $175.00.
      • $175.00 is the calculated additional postage.

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Move Update: Combined Mailings

  • The mailer must provide detailed documentation to support the volume by client.
  • If more than three clients are found with Move Update errors that cause the mailing to fail verification, the entire mailing will be subject to an additional postage calculation.

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access move update reports
Access Move Update Reports
  • Navigate to usps.com
  • Access “Business Customer Gateway” at the bottom of the page

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Access Move Update Reports

  • Login using the assigned username and password

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Access Move Update Reports

  • After successful login, access “Mailing Reports (PostalOne!)”

Click Mailing Reports (PostalOne!)

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Access Move Update Worksheet

  • On the Mailing Reports page, click on “View Transactions”

Click View Transactions

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Access Move Update Worksheet

  • On the Transaction Search Results, look for “MU” (for Move Update) under Verifications

Click on the ‘Search’ Button

MU = Move Update

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slide40

Move Update Worksheet

  • Summary Move Update Information

Detailed Piece Information for a COA found but not updated

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Move Update Worksheet

  • Additional postage is based on 95 days – 18 month date range
  • Report will display percentage results but if there are not more than 5 pieces not updated, system will not charge additional postage.

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resources
Resources

Contact your local Mailpiece Design Analyst (MDA) or Business Mail Entry Unit (BMEU)

Mailpiece Design Analyst Locator

http://pe.usps.gov/mpdesign/mpdfr_mda_lookup.asp

District Business Mail Entry Locator

http://www.usps.com/ncsc/locators/find-bme.html

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If you are not receiving reports or if you have questions about accessing reports you can send an email to moveupdatereports@usps.gov.

Contact Help Desk: 1-800-522-9085 to gain access to your Move Update reports via the Business Customer Gateway

Sign up for the DMM Advisory to receive the latest news on Move Update

To sign up email dmmadvisory@usps.com

http://pe.usps.gov/dmmAdvisory.asp

Resources

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Access ribbs.usps.gov/Move Update

Move Update Advisement Policy

Explains Verification and Assessment Approach

Guide to Accessing Move Update Reports

Explains reports available and how to access

Publication 363

Explains the Move Update options available for mailers to update their addresses

Resources

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