Choosing the Best Move Update Method for Your Mail...2018/04/12 · NAID maximum shred size: Width: 0.75 inch Length 2.5 inches Surface Area: 1210 mm2 USPS® maximum shred size: Width:

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Choosing the Best Move Update Method for Your Mail

Sacramento Postal Customer Council

April 12, 2018

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®

Topics

Undeliverable Mail, a USPS® Perspective

An Industry Perspective

Move Update Standards

Methods to Manage Change-of-Address

Green & Secure ACS Option

What are the Differences?

Review

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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® Perspective

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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


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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)

Addressee not at address:

COA on File –39.9%

MLNA/BCNO –1.2%

Unable To Forward (Expired) – 29.0%

Attempted Not Know – 11.5%

Address is not correct:

Insufficient Address – 4.7%

No Such Number –1.8%

No Such Street -0.6%

Other reasons:

Vacant – 4.3%

No Mail Receptacle – 1.7%

Unclaimed – 1.2%

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First-Class UAA Mail by Age of COA

0

50

100

150

200

250

300

350

400

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18COA Month

60%

Mil

lio

ns o

f

Pie

ce

s

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COA HandForward52.0 M

3%

COA Forward915.2 M

51%COA RTS276.3 M

15%COA Waste173.1 M

10%

Nixie RTS99.9 M

6%

Nixie Waste

263.2 M15%

UAA Mail Breakdown

Forward967.3 M

34%

RTS1425.2 M

50%

Waste436.3 M

15%

UAA Mail Final Disposition

Over 70% of UAA Mail is COA-Related


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What are the obvious costs?

▪ Industry estimate $1 - $3 per piece in operational costs

▪ Printing, paper, labor

▪ Postage, re-mailing

▪ Return service & address correction fees

▪ Shredding and/or recycling

All ju$t mailing-related co$t$!

▪ Lost / Delayed revenue

▪ Reduced customer satisfaction

▪ Lost marketing opportunities

▪ Lost customers

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®

➢ Source of data ✓ Customer controlled & retained in ‘profile’

✓ Outsource/Purchase/Leased List

✓ Internal / Similar Industry Sources

✓ Government

➢ Age of data✓ Current Contact

✓ Previous Contact

✓ Potential Contact

➢ Format of data✓ Database with customer details & history

✓ Consistency of address format in data

✓ Filing cabinet on wheels!9


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➢ Mailing Frequency✓ Monthly or more frequently

✓ Quarterly or less frequently

✓ As Needed

➢ Mailing Reason✓ Financial/Health/Insurance

✓ Information & Service Industry

✓ Marketing

✓ Shipping

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➢ Method of validating addresses✓ Manually – Check usps.com

✓ Automated – our database is processed

regularly through CASS™ or is checked

during point of capture.

✓ My Mail Service Provider does it when I mail.

✓ It’s valid, my customer told me so!

➢ Current Move Update Method✓ When I get returned mail

✓ Constant Customer Contact

✓ Ancillary Service Endorsements &/or ACS™

✓ My Mail Service Provider does it for me.

✓ I don’t own the list.11


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for USPS Marketing Mail® and

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

Move Update Standards

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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.

NCOALINK® 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.

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Alternative Update Methods

For First-Class Mail onlyMailer Move Update Process Certification and

USPS-approved alternative methods for mailers

with legitimate restrictions on incorporating USPS-

supplied change-of-address information into their

mailing lists.

✓ Legal Restraint

✓ 99% Accurate

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99% Accuracy

1. Apply to National Customer Support Center for

99% testing.

2. Fees are applied per 1,000 addresses

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

3. Testing determines if 1% or less of the

addresses have a change-of-address file, and

that addresses are DPV® (Delivery Point

Validation)

4. Approval is for a specific list for one year.

5. Repeat testing annually. 15

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Legal Restraint

1. Must identify citation that prohibits use of change-

of-address information from the USPS®.

2. Receive change-of-address (COA) information

using one of the USPS approved methods within

95 days before mailing.

3. Contact the addressee within 30 days to confirm.


4. Update list within 30 days

5. Retain documentation for

one year. 16

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Version COA Data Update

Ancillary Service Endorsements 18 monthsDay of UAA

Process

ACS™ 18 monthsDay of UAA

Process

NCOALINK® Full Service Provider 48 months Weekly

NCOALINK® Limited Service Provider 18 months Weekly

NCOALINK® MPE 18 months Weekly

NCOALINK® End User 18 months Monthly

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COA Data Age by Method

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▪ PS Form 3547 for COAs, or returned mail

▪ Printing & placement rules are essential

▪ Generated during USPS processing of UAA mail.

▪ Postage & fees may be charged

▪ Similar handling for each mail class


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Ancillary Service Endorsements

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Ancillary Service Endorsements

▪ Address Service RequestedForward if possible, return if not

Form 3547 for forwarded pieces only

Requires weighted fee for returned Marketing

Mail®

▪ Change Service RequestedAll UAA Marketing Mail is discarded

Form 3547 for COA and Nixie

Not available for First-Class Mail® (ACS only)

▪ Return Service RequestedAll UAA mail is returned to sender

First-Class Mail® no charge

Marketing Mail® charged First-Class Mail price Thank you,Thank you very much!


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ACS™

ACS is a post-mailing address correction service that provides Change-of-Address (COA) information and other reasons for non-delivery electronically

▪ Available for use with all classes of mail

▪ Combined with Ancillary Service Endorsements:• Address Service Requested• Change Service Requested • Return Service Requested• Electronic Service Requested

▪ May require a printed endorsement

▪ Additional options available only with ACS

▪ Supports Green & Secure and Secure Destruction


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®

#BWNFXZT

#P123 4567 8925 72X7#

JOHN E SMITH

916 N 5TH ST APT 3

SPRINGFIELD IL 62702-5288

JOHN E SMITH

916 N 5TH ST APT 3

SPRINGFIELD IL 62702-5288

ACS™Requests made through an ACS Service Type ID (STID) in the

Intelligent Mail® barcode (IMb)• OneCode ACS® or Full-Service ACS

• Traditional ACS is still available. Traditional ACS STID required

▪ Generated during USPS processing of UAA Mail

▪ Use the IMb Serial Number to match to the customer record.

Traditional ACS may use an optional “keyline”

Full-Service & OneCode ACS Traditional ACS

NCSC

225 N Humphreys Blvd

Memphis TN 38188

NCSC

225 N Humphreys Blvd

Memphis TN 38188

Electronic Service Requested

Address Service Requested


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ACS™▪ 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 RequestedOpt 1 – ACS on all UAA mail. All mail is discarded

Opt 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 price


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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.


ACS 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 2

▪ USPS Marketing Mail®

• Change Service Requested Option 1

• Change Service Requested Option 2

(Forwarded USPS Marketing Mail Fees apply to forwarded pieces)


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Benefits:▪ Organizations with a “Last Known Address” mailing policy▪ Receive 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.


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▪ 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.


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National Association for Information Destruction (NAID)

USPS uses industrial cross-cut shredders

NAID maximum shred size:Width: 0.75 inchLength 2.5 inchesSurface Area: 1210 mm2

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

New for 2018 – Secure Destruction for First-Class Mail® FLATS

USPS SD Standard

Surface Area: 152 mm2

Dimension: 0.24” x 1”

DIN Standards Level 4

Particularly Sensitive &

Confidential Data

Surface Area: ≤ 160 mm2 and

Strip width: ≤ 6mm (0.24”)

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ACS Green & Secure Options▪ Those pieces will be removed from the Numerator when

calculating the 0.5% error threshold for Move Update

Address Quality Assessments.

Mailer Scorecard – Count View

Move/Update Verifications

Type of Move/Update verification

# Move/Update Eligible Pieces – FCM & MKT

# Move/Update Eligible Pieces - Periodicals

# ACS Requested STID Pieces

# Green & Secure Requested STID Pieces

# COA Errors – FCM & MKT

# COA Warnings – FCM & MKT

# COA Warnings – Periodicals

# UAA Warnings

Mailer Scorecard – % View

Move/Update Verifications

Type of Move/Update verification

% COA Errors – FCM & MKT

% COA Warnings – FCM & MKT

% COA Warnings – Periodicals

% UAA Warnings

7917 The Green and Secure mail piece received an associated COA record where the later of the COA create date and

COA effective date is between 95 day and 18 months of the eDoc submission date.

7918 The Green and Secure mail piece range received an associated COA record where the later of the COA create date

and the COA effective date is between 95 days and 18 months of the eDoc submission date.


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ACS Green & Secure OptionsACS™ Service Type Identifier (STID) Table

* Secure Destruction Service type ID’s for

First-Class Mail will be provided when you

enroll. Enrollment information and forms

are available at: https://postalpro.usps.com/mailing/secure-

destruction29


https://postalpro.usps.com/mailing/secure-destruction

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ACS Green & Secure OptionsNo changes needed if you already use an ACS™ Change Service Requested Service Type ID.

You must first enroll in ACS ([email protected]) if:You request Secure Destruction for First-Class Mail®

✓ Enrollment required to get Secure Destruction Data via EPF

Your 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 Basic✓ Enrollment 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 Fee

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mailto:[email protected]

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NCOALink® 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)

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NCOALink®

▪ Data source is from change-of-address requests.

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

CB7700640D0

A41277E55F5D

23CD9C1CE2F

68124451790E

E0C23B46A93

A4683B896C53

5C

90EE0C23B46

A93CB7700640

D0A415A4683

B896C535C1C

E2F681244517

277E55F5D23C

D8

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 38188-1001

JIM WILSON

123 MAIN ST

12345-1234-23

JIM WILSON

225 N HUMPHREYS BLVD

38188-1001-99

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NCOALink®

▪ Name and Address matching logic is very conservative

▪ Designed to eliminate any false-positive updates

▪ One character variance creates completely different keys

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NCOALink® MPE▪ 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

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NCOALink® MPE▪ If matched to a COA, new address is printed above the

barcode

▪ May require specific name & address formatting on the

envelope

SLM SERVICES,

PO BOX 2118

SAN DIEGO CA 92014-3817

ALEXANDER MALFORD

1705 OAK TREE LN

CHATTANOOGA TN 37401

FIRST CLASS MAIL U.S. POSTAGE

PAID SAN DIEGO, CA PERMIT NO. 1

COA AA- 910 HAMILTON AVE #823 38103

Barcode for

NEW address

from COA

NCOALink MPE

Visual Cue

& Platform ID

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ANKLink®

▪ The ANKLink® Product is an enhancement to the existing 18-month NCOALink® Product.

▪ ANKLink is only available to NCOALink 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.

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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 allows

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 NCOALink® Processing

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Action What Happens

Mailing List

presented to

NCOALink Licensee

Process/ Software

• Addresses processed through CASS™. DPV® 11-Digit

ZIP Code required for NCOALink 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.

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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.

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NAME

ADDRESS

CITY

STATE

ZIP CODE

JOYCE SIMPSON

4604 BINGHAM RD

BALTIMORE

MD

12345

NCOA Process: 1/21/2018

Move Effective: 1/14/2016

COA Type: Family

Last Name: Simpson

First Name: Carol

Old Address: 4604 Bingham Rd

New Address: 549 Lane Dr

Customer Address on File Change-of-Address Info Mailpiece as Addressed

Joyce Simpson

4604 Bingham Rd

Baltimore MD 12345


NCOALink® 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.

ACS Will not match COA over 18 months old (Nixie – UTF)

Ancillary Service

Endorsement

Will not match COA over 18 months old (Nixie – UTF)40


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NAME

ADDRESS

CITY

STATE

ZIP CODE

JIM DOLBRY

123 MAIN ST

COLLIERVILLE

TN

38017



COA Type: Individual

Last Name: Dolby

First Name: James

Old Address: 123 Main St Apt 2

New Address: 900 Oak Tree Cir


Jim Dolbry

123 Main St

Collierville TN 38017


NCOALink® Will not match Misspelled last name

ACS Will match Carrier corrected name & Apt

Ancillary Service

Endorsement

Will match Carrier corrected name & Apt

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ZIP CODE

NAME

ADDRESS

CITY

STATE

MARCUS ABRAHAM

RR 3 BOX 132

HAYTI

SD

57241



COA Type: Family

Last Name: Abraham

First Name: Marcus

Old Address: 12345 N 156th St

New Address: 53 Palm Tree Ct


Marcus Abraham

RR 3 Box 132

Hayti SD 57241


NCOALink® Will match CASS™/MASS™ will update address

with LACSLink

ACS Will match NCSC will update COA with LACSLink

Ancillary Service

Endorsement

Will match NCSC will update COA with LACSLink

12345 N 156th ST

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NCOALINK® 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

Review My Options

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Leverage Additional Resources

▪ 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

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Review My Options

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Proprietary Change of

Address

compiles moves from

magazines, utilities, etc

Locate people who

haven’t notified the

USPS®

Append Apartment

Numbers

Leverage Additional Resources▪ Consider Commercial Services

Commercial services can

help improve incomplete

addresses & increase

potential for matching

with NCOALink®

Social Security

Administration

Death Master

File

Identify

Deceased

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Review My Options

®

▪ NCOALink® 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 NCOALink 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! 46

Review My Options

®

Your Local Postal Customer Council is also a

GREAT Resource for Information! 47

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Documents

Choosing the Best Move Update Method for Your Mail...2018/04/12 · NAID maximum shred size: Width: 0.75 inch Length 2.5 inches Surface Area: 1210 mm2 USPS® maximum shred size: Width: