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									Challenges with New US Postal
        Regulations
            John Leininger



            Session Number - 25
             Management Track



       Thursday, February 26, 2009
               3:00 - 4:30
                   B115




                  Expo & Conference
               February 26 – 28, 2009
                    Miami Beach, FL
  ONE OF THE MOST IMPORTANT STARTING
  POINTS!



                    USPS
    They can be your best friend or your worst
                    nightmare
           when preparing a mailing…

               The question is:
    How do you make sure you have the USPS
                 on your team?




CHALLENGES WITH NEW
US POSTAL REGULATIONS
    John Leininger, Professor, Clemson University




COMPARING RESULTS

Direct Mail Sample Budget
 Creative = 11.15%
 Art and Preparation = 9.66%
 Print Production = 23.23%
 Mailing List = 12.24%
 Computer Processing = 2.3%
 Mailing Preparation = 3.99%
 Misc. = 13.43%
  (Ad Agency, Consultant, Contingency)
 Postage = 23.99%
COMPARING RESULTS

Direct Mail Sample Budget
 Creative = 11.15%
 Art and Preparation = 9.66%
 Print Production = 23.23%
 Mailing List = 12.24%
 Computer Processing = 2.3%
 Mailing Preparation = 3.99%
 Misc. = 13.43%
  (Ad Agency, Consultant, Contingency)
 Postage = 23.99%                     The printer can take control of
                                          41.76% of the budget




  THINGS TO REMEMBER EARLY IN THE MAILING
  PROCESS


   The local postmaster is the closest thing to GOD in the
   mailing universe
   Make friends with the Mail Piece Design Analyst (you
   should be able to find the one in your area on the web)
   Free Publications (sign up on the web)
   Paper and ink selections
      Dark or neon paper problems
      Size and thickness
      Ink color (PMS needs at least 1 part black)
   Barcodes
      Does not work with reverse print
      Merlin is the deciding factor




  THINGS TO REMEMBER EARLY IN THE PROCESS

 If there is a surcharge you cannot get a
 discounted rate
 Most people have a bad experience before they
 learn
 You can always get it checked in advance
 There is a fee to open an account and a yearly fee
 to maintain the permit
 Dual addresses create problems (including street
 and PO)
    It can get caught in a loop in the postal stream
    Can get delayed
   SIZE IS LIMITED BY THE USPS




                                       0.009" (9 points is recommended
                           0.009" is required if oversized (then it becomes a letter)




 PROPER ADDRESSING

   What is in an address?

              MR.John Leininger
              Mr JOHN LEININGER
                   JOHN LEININGER
              Mr JohnLeininger
              Mr. John Leininger
              307 Monaco Cir
              307 MONACO
              307 Monaco CircleCIRCLE
                   Monaco Cir
              307 MONACO CIRCLE
              Clemson, SC 29631
              Clemson SCSC 29631
              CLEMSON, 29631-1261
              CLEMSON, SC 29631
              Clemson SC 29631-1261




                                             !296311261072!
                                            29631-1261-07-2
                                        !296311261072!




 THE ANATOMY OF A MAIL BARCODE

POSTNET barcode is based on binary code
                                                       John Leininger
Numeric   Binary Code Barcode
                                                     307 Monaco Circle
 Value      Value      Value
                                                  Clemson, SC 29631-1261
    1         00011        1
    2         00101        2
                                                   Delivery Check
    3         00110        3
                                        Zip-Code +4 Point Digit
    4         01001        4
                                  296311261       07        2
    5         01010        5            29631                   1261 07                       2
    6         01100        6
    7         10001        7                           !296311261072!
    8         10010        8        !296311261072!
    9         10100        9
    0         11000        0      ! 2    9    6    3   1   1    2   6    1    0   7     2 !
    !                      !
                                   !296311261072!
      5 Digit Barcode




                     eet
             Your str y, Your ST ZIP
             Your Cit




                                                    E
                                            JANE DO RVIEW CT
                                                   BE
                                            6889 AM         200
                                                     N CA 90
                                             ANYTOW




      ZIP +4 Barcode




                   eet
           Your str y, Your ST ZIP
           Your Cit




                                                    E
                                            JANE DO RVIEW CT
                                                   BE
                                            6889 AM        200-5632
                                                    N CA 90
                                             ANYTOW




       The +4


         et
Your stre Your ST ZIP
         y,
                                                           55125-6843
Your Cit


                   JANE DOEERVIEW
                                  CT

                                                4     44
                                        2
                   6889 AMB CA 90200-563
                    ANYTOW
                           N
                                                                           47   48
                                                3
                                                                      45


             Delivery Point
             Code is then..
                                                                      46




                                                                      68
Delivery-Point Barcode




         eet
 Your str y, Your ST ZIP
 Your Cit




                                           E
                                   JANE DO RVIEW CT
                                          BE
                                   6889 AM         200-5632
                                            N CA 90
                                    ANYTOW




Address Change Service




                                                                 Presorted
                                                              First-Class Mail
                                                              U.S. POSTAGE
                                                                    PAID
        Your street                                           Washington, DC
        Your City, Your ST ZIP                                     20260
                                                               Permit No. 1

                                      #BWNGKVN

                                      #9999 9920 0104 276


                                     MARY SMITH
                                     6449 AMBERVIEW CV
                                     MEMPHIS TN 38141-8346




Tracking


                                                                   Presorted
                                                                First-Class Mail
                                                                U.S. POSTAGE
                                                                      PAID
          Your street                                           Washington, DC
          Your City, Your ST ZIP                                     20260
                                                                 Permit No. 1
        ADDRESS SERVICE REQUESTED




                                      MARY SMITH
                                      6449 AMBERVIEW CV
                                      MEMPHIS TN 38141-8346
     Address Change and Tracking



                                                                             Presorted
           Your street                                                       First-Class Mail
                                                                             U.S. POSTAGE PAID
           Your City, Your ST ZIP                                            Washington, DC
                                                                             20260
                                                                             Permit No. 1
          ADDRESS SERVICE REQUESTED #BWNGKVN
                                       #9999 9920 0104 276




                                      IRENE PAYNE
                                      6449 AMBERVIEW CV
                                      MEMPHIS TN 38141-8346




    Mailpiece with Intelligent Barcode:
    MORE REAL ESTATE

                                                                            Presorted
                                                                            First-Class Mail
                                                                            U.S. POSTAGE PAID
          Your street                                                       Washington, DC
          Your City, Your ST ZIP                                            20260
                                                                            Permit No. 1




                                      IRENE PAYNE
                                      6449 AMBERVIEW CV
                                      MEMPHIS TN 38141-8346




           Only one barcode for:                             Sortation
                                                             Address Correction
                                                             Tracking




  ZIP CODE +4 + DELIVERY POINT + CHECK DIGIT

The first three digits
 designate regional                 29 631-1261-07-2
    mail centers.

  The first two digits                                                The last digits is a check
  designate the region                                                digit. Whatever number
    by the state and                                                   is needed to add to the
       population.                                                   sum of the first 11 to give
                                                                      you an increment of 10.

   Digits 3, 4 and 5 identify                                         The 10th and 11th
   the USPS building in the                                          digits are the last two
                                        The plus 4 digits
   state code that the mail is                                       digits of the house #
                                       identify the face of
             sent to.                                                  on the street it is
                                        the block that the
                                                                          addressed to.
                                          address is on.
  REGIONAL CENTERS
First Digit Of Our ZIP CODE Divides The Country Into 10 Large Groups

                                                                                    0
                                                                    4
     9                              5
                                                                              1
                     8
                                             6
                                                                              2
                                                                3
    9                                 7
                 9




  SUB-REGIONS
    The 2nd & 3rd Digits Identify A Smaller Geographical Area

                      Cumberland                   Frederick
      2                  215                            217
                                                                                210
                                                                                211
                                                                                         219


                                                                         Baltimore
                                                                    Suburban
                                                                             212
                                                                        208        214     Easton
                                                                        209                 216

                                                                        Southern
                                                                          206
                                                                                                 Salisbury
                                                                          207
                                                                                                    218




   LOCAL AREA
The 4th & 5th Digits Identify A Post Office or Local Delivery Area
    Cumberland   Frederick            210    219
       215           217              211
                                  Baltimore
                             Suburban 212
                               208     214     Easton
                               209              216

                               Southern
                                 206
                                 207                    Salisbury
                                                           218


                                                                           Baltimore

                                                                          Baltimore
                                                                             City        Essex
                                                                                         21221
 TYPES OF BARCODES

                                                            Width Modulated



                                                       POSTNETTM Code

                                                       PLANETTM Code




 BARCODE PRINT CHARACTERISTICS
    Background Reflectance—area of the mailpiece
    where the barcode is located shall be uniform in color
    Print Reflectance Difference—difference between
    light reflected from the printed barcode and background
    when measured with a Postal Service envelope
    reflectance meter or equivalent
    Clear Zone Reflectance—clear areas around the
    barcode background patterns, envelope insert “show
    through” and all other printing
    Inking Issues—over/under inking can cause a bar to
    exceed its maximum dimensions




   4 STATE BARCODE                                     Today
                  6060 PRIMACY PKWY STE 201
                                 -0001
                  MEMPHIS TN 38188

                 Address Change Service

                                                    #BWNGKVN
                                                    #9999 9920 0104 276
Certified Mail                                     IRENE PAYNE
                                                   6449 AMBERVIEW CV
                                                                  -8346
                                                   MEMPHIS TN 38141
Address Change
Service


          POSTNET Code                                                    PLANET Code
                                                       Future
                  6060 PRIMACY PKWY STE 201
                  MEMPHIS TN 38188-0001




                                          IRENE PAYNE
                                          6449 AMBERVIEW CV
4-State Code                              MEMPHIS TN 38141-8346
  IMB Master Plan

Today
    POSTNET
    Intelligent Mail Barcodes (optional)
May 2009
    Intelligent Mail Barcodes: “Basic”, “Full Service”
    POSTNET
May 2011
    Intelligent Mail Barcodes




  CURRENT OFFERINGS

Basic
    Intelligent Mail Barcode on Mailpieces
Full Service
    Unique Intelligent Mail Barcode on Mailpieces
    Unique Intelligent Mail Barcode on Trays, Sacks
    Unique Intelligent Mail Barcode on Containers
    Electronic Mailing Documentation
    Schedule Appointments
    Services included with Full Service:
        Address Correction Information
        Start-the-Clock




  WHY BASIC?

  Multi-Service Barcode for Value-Added Services

  Reduce Mailpiece Clutter

  POSTNET retirement – in May 2011

  Position for Future Value-Added Services
              FULL SERVICE OFFER

                  Unique Intelligent Mail Barcode on Mailpieces
                  Unique Intelligent Mail Barcode on Trays, Sacks
                  Unique Intelligent Mail Barcode on Containers
                  Electronic Mailing Documentation
                  Schedule appointments online
                  Services Included
                             - Address Correction Information
                             - Start-the-Clock




            FULL SERVICE OFFER


                                                                              Unique Container Barcode

                                                      Unique Tray
     Unique Mailpiece                                  Barcode
         Barcode
6060 PRIMACY PKWY STE 201
MEMPHIS TN 38188
Address Change Service


                            John Doe
                            6449 AMBERVIEW CV
                            MEMPHIS TN 38141 - 8346




      DOWNLOAD INTELLIGENT                                                MAIL
     SOFTWARE
                                                      Intelligent Mail Data




                Encoder software                                                   Font software
               Converts intelligent                                               Converts printing
                data into printing                                                instructions into
                   instructions                                                        barcode
               For lengths below 101⁄2"




                                          For lengths above 101⁄2"

PLACEMENT OF                                                   Option 2

   POSTAL
INFORMATION




BARCODE PLACEMENT
POSTNET barcode standards for bar dimensions and spacing:
     Extraneous ink or ink voids must not cause any bar to
     fail to meet these standards
     A full bar must be 0.125 ±0.010" high.
     A half bar must be 0.050 ±0.010" high.
     All bars must be 0.020 ±0.005" wide.
     Measured over any 1 2" of horizontal spacing on the
     bars—it must be 22 ±2 bars per inch, and pitch (a bar
     and a space) must average at least 0.0416" but no more
     than 0.05". The clear vertical space between bars must
     not be less than 0.012" or more than 0.04".
Bar No Barcode—on the back of the envelop, it has the date of the
  mail processing, time within 30 minutes, and the machine it was
  processed on.




   BARCODES PUT ON BY THE USPS
     TEMPLATES AVAILABLE FROM THE USPS
                                                                            Item 04A—Delivery Point
                                                                                     Barcode Gauge




Notice 67—Automation Template




             Notice 3A—Letter-Size Mail
          Dimensional Standards Template




  TOOLS TO VALIDATE YOUR WORK




                                                        Double Postcard



                                                        Folded Self Mailer


 TABBING
                                                        (invitation fold)

                                                        Folded Self-Mailer
 Tabbing is not an option
 when you want to have
 the piece go through                                   Folded Self-Mailer
 automated mailing. The                                 (continuous glue strip)
 placement and number of
 tabs is critical based on                              Folded Self-Mailer
                                                        (multiple sheets)
 the type of mail piece.
                                                                            Folded
                                                        Booklet

                                                        (multiple with cover)

                                                        Folded Self-Mailer

                                                                      Folded Booklet
                                                                  (multiple with
                                                        cover)


                                                        Folded Self-Mailer

                                                                      Folded Booklet
         For more specifics see page 15 of USPS “Designing         (multiple with
         Letter and Reply Mail”, Pub. 25, July 2003     cover)
         ADDRESSING ISSUES
     Font—use a sans serif font
     Contrast—needs contrast, avoid red, PMS color has to be
     at least
     1 part black, pastel colors are acceptable with the 1 part
     black
     Background patterns—can interfere with the address
     reading
     At least— an 1 8" space between address and any object,
     with a window you need an 1 8" right and left and
     1 25" (0.04") top and bottom

     Barcode location—above the address is preferred, but
     below is acceptable




         MAIL THAT CANNOT BE “AUTOMATED”
         (THE NINE NASTIES)

    1.     Aspect ratio is below 1.3 or above 2.5 (the ratio is the length divided by
           the height, ex. you cannot automate square envelops)
    2.     Is in a polybag, polywrapped, or enclosed in a plastic material
    3.     Has clasps, strings, buttons, or similar closure devices
    4.     Contains items such as pens, pencils, coins, etc., anything that would
           cause the thickness to be uneven
    5.     Is too rigid to bend (must make a turn on a 11 inch diameter cylinder)
    6.     If the piece is more than 4.25" high or 6" long and is less than .009"
           thick (9 point)
    7.     Has the delivery address parallel to the short dimension of the piece
    8.     Folded piece that is not properly tabbed
    9.     Booklets with the spine along the shorter dimension or on the top—
           regardless of the tabs used




                            None of these systems look at the name of the person at the
                            address, it is just focusing on the proper address according to
     DISCOUNTS                    the USPS data on households and businesses.


On First Class Mail
   Coding Accuracy Support System (CASS)
    Address matching based on a list from the USPS
   Multi-Line Accuracy Support System (MASS)
    MASS certification is a process similar to CASS, but it is designed for
    certification for Multiline Optical Character Readers (MLOCRSs) Remote
    Video Encoding (RVE) Local Video Encoding (LVE), and encoding stations
    (standard mail requires it done every 180 days, 1st class mail requires it
    done every 90 days).
   National Change of Address (NCOA)
    This checks for address changes since the last database update, it also
    includes Move-update options
   CASS and MASS work together
   Form 3553
   Presort Accuracy Validation and Evaluation (PAVE)
    This is what you are paying the software vendors for.
   OTHER REQUIREMENTS FOR DISCOUNTS

 First Class—500 or more pieces
     Delivered in 1 to 2 days
     Bills, checks, statements, personal correspondence
 Standard—200 or more pieces
 or 50 pounds or more
     Delivered in 2 to 9 days (except Alaska and Hawaii)
     Advertisements, solicitations, newsletters, circulars




   MAIL SORTING DISCOUNTS

6. Mixed Automated Area Distribution Centers
     (Mixed ADDC)
5. Automated Area Distribution Centers (AADC)—these are
     centers that support several 3 digit Zip-codes in one area of the
     country
4. 3 Digits—this is the first three digits of the 5 digit Zip-code, it is
     a grouping of Zip-codes in a region
3. 5 Digits—this would be a small town or neighborhood
2. Carrier Route—see next slide for break out of options
1. Line of Travel—the actual walk sequence followed by the
     postal carrier




   SORTING THE MAIL SAVES THE USPS TASKS
 A BRUTAL PROCESS




 CARRIER ROUTE DISCOUNT




 MEET MERLIN

Barcode quality review
90% acceptance rate
Visually check for:
– One-Code SOLUTION
    barcode (65 bars)
– Barcode location
– Dimension and Spacing
– Skew and Baseline Shift
– Smeared barcodes
Tap test procedures
    EXTRA COSTS…YOU HAVE TO CHOOSE
    WISELY

  National Change of Address or FASTForward
  Updated (must be current within 6 months)
  Ancillary Endorsements are a request for USPS action
  on non-deliverable mail
    1. Type size of the endorsement is at least 8 points
    2. Read direction of the endorsement and return address is
       the same as the read direction of the delivery address
    3. A brilliant colored background or reverse printing is not
       permitted
    4. A clear space of at least 1 4" is placed around (above, below,
       and both sides) the total area containing the endorsement




    WHERE TO PLACE YOUR ENDORSEMENT
Must place any Ancillary Service Endorsement in one of these four
   positions:
1. Directly Below the Return Address
2. Directly Above the Delivery Address Area
3. Directly to the Left of the Postage Area and Below or to the Left of
   Any Rate Marking
4. Directly Below the Postage Area and Below Any Rate Marking
                JAMES WARRICK                                          Presorted
    Return
                RUSS GALLERY LTD                                    First Class Mail
    Address                                                                            Indicia
                4016 MAIN ST                   ENDORSEMENT 2       U.S. Postage Paid
                FORT WORTH TX 76133-5559                             Fort Worth TX
                                                                      Permit No. 1

                   ENDORSEMENT    1

                                                               ENDORSEMENT     3



                                           ENDORSEMENT   4



     Delivery                              JOHN DOE                                        Ancillary
                                                                                           Service
     Address                               10 ELM ST                                       Endorsement
                                           ANYTOWN NY 98765-4321




    ANCILLARY ENDORSEMENTS

You are obligated to pay for the appropriate charges
    Address Correction Service (photocopy of address returned,
    charged)
    Address Service Requested (1st and Standard forward at no
    cost, 1st returned at no cost, standard returns are charged)
    Return Service Requested (does not forward, returns mail with
    correction or the reason for not being delivered, 1st returned at no
    cost, standard returns are charged)
    Temp-Return Service Requested (will only forward the piece
    and only available on 1st and not Standard)
    Change Service Requested (does not forward or return—just
    lets you know it is wrong in a separate notice)
    Forward Service Requested (only forwards mail and does let
    you know if it cannot forward the piece)
USPS WEBPAGE—BUSINESS MAIL SECTION

          http://www.usps.com/businessmail101




DISCOUNTS FROM SORTING MAIL




BIGGEST REASONS FOR REJECTION OF
MAIL OR EXTRA EXPENSES
Ancillary Services
Reply mail
Smeared, light, angled, dirty barcodes
Color of the paper and/or ink (screen tints also)
Security background gets involved
Window with data not completely showing
Double window envelops
Labels with both PO and Street address
Recycled Paper
Incomplete addresses
MAILING RESOURCES
ON     USPS WEBPAGE

http://www.usps.com/businessmail101/ USPS Business 101 Mail main page
http://www.usps.com/business/ USPS general page for business mail, a good source of additional links for USPS resources
http://www.ribbs.usps.gov/ The USPS RIBBS page (Rapid Information Bulletin Board System) has links to many of the tools you need to answer
your mailing questions
http://pe.usps.com/framepdf.asp?Dest=dmmtoc.pdf Link page for Domestic Mail Manual
http://pe.usps.com/framepdf.asp?Dest=dmmtoc.pdf Summary of Mail changes
http://pe.usps.gov/mpdesign/mpdfr_mpqc_view.aspthe Mailpiece Quality Control (MQC) Program Self-Study Guide
http://www.usps.com/publications/pubs/welcome.htm Postal Publication PDF download page
http://www.usps.com/nationalpremieraccounts/mailingnews.htm News and Information Resources
http://www.usps.com/cpim/ftp/bulletin/pb.htm Postal Bulletins, current and past issues and to subscribe
http://www.usps.com/business/addressverification/welcome.htm Address verification vendor list.
http://www.usps.com/business/customersupport/welcome.htm for Business Customer Support
http://pe.usps.gov/mpdesign/mpdfr_mda_lookup.asp finding your Mail Design Analyst
http://pe.usps.gov/text/pub28/welcome.htm postal addressing standards
http://pe.usps.com/cpim/ftp/manuals/dmm200/dmm200.pdf this is a PDF of the booklet “Introduction to Mailing for Business and Organizations
(new version January 2009)
http://pe.usps.gov/text/qsg300/q000.htm this it the Quick Service Guide reference page with links to virtually everything you need to look up
http://pe.usps.gov/cpim/ftp/pubs/Pub28/Pub28.pdf this is the PDF for the Postal Addressing Standard Booklet
http://www.usps.com/prices/ RateFold reference sheet as of May 12, 2008
http://www.usps.com/prices/pricechanges.htm RateFold reference sheet as of May 11, 2009
http://dbcalc.usps.gov/ Business mail rate calculator
http://www.usps.com/mailpro/aboutmp.htm webpage to sign up for “MailPro” and you can download past issues.
http://www.usps.com/all/welcome.htm?from=homedoorwaybar&page=0019allproducts#A web link for all Products and Services.
http://pe.usps.gov/search/jsp/search/vv_docread.jsp?k2dockey=http%3A%2F%2Fpe.usps.com%2Ftext%2Fdmm300%2F708.htm
%40PE_DMM300_HTML_5&serverSpec=56.0.145.56:9920&QueryParser=Simple&querytext=%28oels%29&dtype=2#hit0 Standardized
documentation for First Class, Periodicals, Standard Mail, Flat Mail and Bound Printed Matter




       Special Thanks To:


   Mary Gambrell (my Mail Design Analyst, Greenville, SC),
   for her TIME and support material she provided;

            and
   Donna Cody, the Reno, NV Mail Design Analyst who allowed me to tour the
   facility and video the process.




       Thank You!
                                    Dr. John Leininger, EdD, EDP
                                            Professor in the
                                Department of Graphic Communications
                                           Clemson University
                                            G-01 Tillman Hall
                                        Clemson, SC 29634-1353
                                       http://graphics.clemson.edu
                                           ljohn@clemson.edu
                                               864-656-3447

								
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