Attachment to MMUA PAF ER 2, 8/4/02 THE BOTTOM LINE Locality, State, Postcode (for barcoded mail) What is needed on the Bottom Line of my barcoded letter? There have been many interpretations on what is acceptable to Post. The following attempts to answer the question and explain some of Post’s rationale along the way. Locality, State, Post Code. PreSort Requirements: PreSort correct addressing rules mandate that the bottom line of a printed address must include the Locality and Postcode. Customers may access PreSort prices if the State Abbreviation is missing from the bottom line. More information can be found in the Australia Post Address Presentation Standards and the PreSort Letters Service Guide. Both documents are available on the Post web site at www.auspost.com.au/barcode. Address Matching: AMAS software is capable of matching without a State Abbreviation - If the Locality and Postcode are correct, the State can be derived. If all three of these address components are present, AMAS rules will allow one of them to be incorrect. This is because the incorrect field can be derived from the other two fields. However, having an accurate and complete bottom line allows AMAS to make minor corrections to other, more difficult to maintain parts of an address to gain a match, which helps to increase the barcode match rates and increase access to discounts. Allowing AMAS to make address corrections carries a small risk of mis-match but increases match rate. However, AMAS rules will not permit an ambiguous match…. Ambiguous Addresses: If the Locality is incorrect and there are two addresses that could find a match by changing the Locality there will be no match made. An example of where ambiguity can exist is when: • There are two streets with the same name in two different Localities within the same Post Code, OR • The same road runs through two Localities within the same Postcode, etc. Reasons for Using the PAF address. By taking the address as stored in the PAF, database owners can: • Reduce the variations of a single address which will assist in making it easier to manage and maintain customer addresses, • Be sure of a 100% match with CBQA at the lodgement point which will increase the likelihood of an event-free lodgement, • Help mail addressees to learn their ‘official’ address, which can mean less duplicated mail-outs in the future, and • Increase the likelihood of efficient delivery by avoiding incorrect pre-sorting etc. Reasons for not using the PAF address. Using the PAF address, instead of the address given by the customer, brings the following risks: • Ignoring the ‘Vanity’ Locality given by the customer may lead to an upset customer, or • The PAF data may be out of date, as it may not include recently updated Locality boundaries (and the customer’s data may be more up to date). If the mail piece has already had the address printed it cannot easily be altered. This is the case when barcoding using an MLOCR. The Choice is yours - within limits. The decision of taking the PAF address belongs to the database owner. Database owners need to ask themselves: • What is more important to me? • What are the risks of altering the stored or printed address? • Is it physically possible to change the address? (Already printed…) • Could it delay delivery if I don’t take the PAF address? No Double Standards While a mail piece can be efficiently delivered by Post, and while companies using MLOCR technology need to be permitted to lodge mail with some incorrect details, Post cannot mandate the use of the PAF address. The Bottom Line It is not Post’s objective to be the ‘Quality Policeman’. Post’s objective is to provide efficient delivery of the mail. To achieve this, quality is promoted and the AMAS and PreSort rules ensure that at least minimum standards are met.