Colortech Inc. and Companies

Download PDF: Intelligent Mail Barcode Info

The Intelligent Mail barcode (IMb) will replace the Postnet barcode for automation mailings starting in May, 2011. From that date forward, automation prices for postage will only be given to mailers who use the IMb. It is important to understand that any mailing seeking an automation discount and containing a reply envelope must have an IMb on the reply envelope as well. This applies to either a Business Reply or Courtesy Reply envelope with both needing the IMb. A reply envelope with no barcode or a Postnet barcode would disqualify the outbound mailing from receiving the postal discount associated with automation requirements. This is the case even though the outbound envelope has an IMb. The outbound mailing will lose its discount if the reply envelope does not have an IMb. Outbound envelopes without a reply envelope would qualify for automation discounts. Contact your customer service representative for additional information or your local USPS office.

The Mailer ID is another piece that goes hand in hand with the IMb code. The Mailer ID is a field within the Intelligent Mail barcode that is used to identify Mail Owners and/or Mailing Agents. The IDs are assigned by the USPS® to each Mail Owner and/or Mailing Agent or other service providers that request them. Colortech is requiring that any customer that is including a Business Reply or Courtesy Reply envelope within their mail piece have their own Mailer ID. If there is no reply envelope in the mail piece, Colortech will use their own Mailer ID unless the customer already has one or would like to have one set up. We are trying to make this transition as smooth as possible. Keep in mind that if you are holding envelopes without the IMb, and are planning on printing envelopes for any automation mailing jobs, make sure you get an IMb barcode on it or replace the Postnet barcode.

The Mailer ID is free but needs to be requested from the post office.

How to obtain a Mailer ID

All Mailers requesting a Mailer ID (MID) must go to http://www.usps.com/ and select the Business Customer Gateway located on the bottom right hand corner of the web page. The mailer must logon as an existing user or register as a new user to gain access to the Business Customer Gateway. Once the mailer has access, they will select the “Mailer ID” link to obtain a MID.

Business Customer Gateway Steps for Customers to Acquire a Mailer ID

1. Go to USPS.COM, The link to the Business Customer Gateway is in the lower right corner. This link will take you to the Log-In page.

2. A current user may “Sign In” with an existing Username and Password. New users should click “Sign Up.”

3. On the “New User Sign Up” screen, create a Username and Password, then click Continue.”

4. On the “Profile Account Type” screen, select “Business.” (“Personal” will send you back to USPS.COM.) Then click “Continue.”

5. Create your Business Profile. Red asterisks indicate required information. Then click “Continue.”

6. Verify your Company Account Information on the Company Profile Summary. Then click “Edit” or “Continue.”

7. Agree to the Privacy Act Statement. Then click “Continue.”

8. On the Select a Business Service screen, select “Mailer ID.” Then click “Continue.”

9. New Users will have to go through the Business Service Administrator (BSA) process, click “I certify....”, then click “yes”.

10. On the “Business Service Administrator (Access Granted)” Page, click “Continue.”

11. “Business Customer Gateway” page opens. Click “Sign Out” at the top of page.

12. Go to your e-mail and open the e-mail from USPS. Scroll down to and Click “Sign in and get started link”.

13. At the Business Customer Gateway page, Log-in with Username and Password,

14. On the Gateway page click on Mailer ID under Design and Prepare.

15. On the “Welcome to the Mailer ID System” page, click “Request a MID.

16. At “Apply for MID” screen, use drop down arrow and select 9-digit MID, then select # of MIDs requested (1), then click “Request MIDs.”

17. At next screen, select “automatically generate this MID” and select “Full/Basic Service”, then click “Request MIDs.”

18. At the next screen, the system issues a new MID. Record this number and sign out. (If for some reason you do not receive a MID on the next screen call 1-800-522-9085, option 3-6 and stay on the line to receive it.)

On Mail Pieces

When used on letter- and flat-size mail pieces, the Intelligent Mail barcode is a height-modulated barcode that encodes up to 31 digits of data into 65 vertical bars. This is only slightly longer than the 62-bar POSTNET barcode, which contains just the routing code.

The additional data included in the Intelligent Mail barcode identifies the service level, the mail class, the mailer, the mail piece and optional special services. These services can provide ACS™ and PLANET Code® functionality and eliminate the need for additional barcodes and most notations. The result: a more efficient system and a cleaner mail piece.

Business & Courtesy Reply Envelopes & Cards

Below are two examples of envelopes that will no longer be accepted by the post office after May 2011 in automation mailings. A reply envelope or card with no barcode or a Postnet barcode would disqualify the outbound mailing from receiving the postal discount associated with automation requirements.

Q:What is Intelligent Mail?

Intelligent Mail is a technology platform, made up of new barcode and mailing preparation specifications; submission and USPS handling processes, which opens the door to new postal services, features and products. USPS gains increased visibility of the mail stream and is able to provide mailers with actionable information about mail for marketing, financial and operational purposes.

Q: What is the Intelligent Mail barcode?

When used on letter- and flat- size pieces, the Intelligent Mail barcode is a height-modulated barcode that encodes up to 31 digits of data into 65 vertical bars. It combines the functionality of ACS™, POSTNET™ and PLANET Code® and paves the way for USPS® to offer additional services in the future.

Q: How is the Intelligent Mail barcode different from the POSTNET barcode?

The POSTNET barcode is made up of two bar types which encode only delivery point information. The Intelligent Mail barcode is made up of four different bars which encode the service level, the mail class, the mailer ID, the mail piece and optional special services in addition to delivery point information. Q: Is the Intelligent Mail barcode required? Currently, you can receive the same automation discounts with either the POSTNET barcode or the Intelligent Mail barcode. USPS will require Intelligent Mail barcodes for all Automation discounts in May 2011.

Q: What are the benefits of the two service levels?

USPS offers two levels of Intelligent Mail barcode service: Basic and Full-Service. The Basic option qualifies mailings for Automation discounts and enables access to the OneCode ACS® address correction and OneCode Confirm® mail stream tracking services. The Full-Service option provides mailers with free address change information, through Full-Service ACS, and start-the-clock data, which notifies mailers when USPS takes control of their mailings. Beginning in November 2009, mailers who use Full-Service will receive an additional postage discount.

Q: Is Full-Service required for postage discounts?

No. You can still receive Automation discounts using only POSTNET and Basic Intelligent Mail barcodes. In November 2009, mailers will earn a higher discount using Full-Service Intelligent Mail barcodes. The additional discount will be $3/1000 for First-Class Mail and $1/1000 for Standard Mail and Periodicals. 10 | Satori Software

Q: Are there additional requirements for Full-Service?

Yes. The Full-Service option requires unique Intelligent Mail barcodes on all mail pieces, units (trays and sacks) and containers (pallets, etc.). The barcodes must remain unique for 45 days. Mailers must submit their postage statements and mailing documentation electronically, and schedule drops using the FAST® scheduling service. The Basic level only requires a Mailer ID and the IM barcode on mail pieces.

Q: Do trays need an Intelligent Mail barcode?

Yes, if you are submitting a Full-Service mailing, trays (and containers) require unique type-specific Intelligent Mail barcodes. Mailing preparation software like Bulk Mailer will generate the necessary unique barcodes when Full-Service Intelligent Mail is selected as the mailing type. Q: What is a Mailer ID? Upon request, USPS assigns either 6- or 9-digit Mailer ID based upon annual mail volume. This ID is used in the Intelligent Mail barcode to identify the mail owner or agent, and contributes to the uniqueness of Full-Service barcodes.

Q: What is the Customer Business Gateway?

The Business Customer Gateway provides online access to USPS services including PostalOne!, FAST®, CLDS (Customer Label Distribution System), and Mailer IDs (MIDs). You will use this account when submitting mailing statements electronically, a requirement for Full-Service.

Shape-based pricing has been in place since 2007. Nevertheless, questions about some pieces are still common. Notice 123, Price List, provides graphics on the minimum and maximum size for shape-based pricing for both domestic and international mailing. A piece that is letter size, or appears to be letter size, could be too thick or have other characteristics requiring it to be classified as a large envelope (flat) or a parcel.

When is a flat not a flat?
Most flats “begin” when one dimension (length, height or thickness) exceeds a maximum letter-size dimension without exceeding a maximum flat-size dimension. Here are some examples:

• A piece 10 inches (length) x 6 1/2 inches (height) x 1/4 inch (thickness) is a flat because the height is more than 6 1/8 inches.
• A piece 12 inches x 5 inches x 1/10 inch is a flat because the length is more than 11 1/2 inches.
• A piece 6 inches x 4 inches x 1/2 inch is a flat because the thickness is more than 1/4 inch.

To provide more options for mailers, and because our primary flats sorting equipment can efficiently process some letter-size pieces, those pieces may qualify as automation flats, at the mailer's option. Automation flats do not necessarily have to have any one dimension exceed a letter-size minimum
dimension. The minimums for automation flats are 6 inches (length) x 5 inches (height) x 0.009 inch (thickness).

Automation flats, however, have additional requirements than just size. They must be relativelyflexible, but not too flimsy, and be within uniform thickness parameters.

In the past several years, we have been coordinating the standards for nonautomation flats so that they are almost similar to those for automation flats, except for the presence of a barcode. This move is in alignment with the recent coordination of machinable and automation letters. Currently, the main differences between nonautomation flats and automation flats are these:

• Minimum sizes allowed.
• Deflection standards apply only to automation flats, until January 2010.
• The presence or lack of a barcode matching delivery address.

First-Class Mail, Bound Printed Matter, and Standard Mail flat-size pieces will pay parcel prices when any of the following criteria are met:

• Not uniformly thick.
• Does not pass the flexibility text in DMM 301.1.3.
• If polywrapped, does not use USPS-approved polywrap.

Standard Mail pieces also may be eligible to mailed at NFM prices until May 2010.

*From MailPro Sept/Oct 2009 Issue.

More than 40 million Americans change their address annually.  To ensure lists accuracy, process your lists through the NCOALink database (National Change of Address).  This will help you avoid mailing to your customers' old addresses.  This database is updated weekly and is a service that we provide to our customers.

Today standards change for letter-sized booklets by requiring three 1.5" or 2" non perforated tabs. See below for requirements or read the ruling.

Q: What is the National Change of Address database?
A: When individuals, families or companies move, they typically file a Change of Address with the USPS so their  mail can be forwarded to them at their new address. This information is compiled into a database that is  maintained by the USPS.

Q: How does this information get distributed to companies who do the processing? If I filed a Change of  Address form myself, is my information protected?

A: Privacy is a major concern to both consumers who file a Change of Address and to the USPS. NCOA processing is performed exclusively by licensees. In order to become licensed to perform this processing, a vendor must meet multiple criteria including security criteria and must go through a licensing process to ensure that they will handle the data in accordance with USPS requirements. Additionally, the actual database that is distributed is encrypted such that the individual licensees are unable to directly access the information. The vendors must use software to perform the process and the software performs the lookups. Licensees are required to secure both the product and the server that does the processing.

Q: Why does my lettershop keep asking me to sign a Processing Acknowledgment Form (PAF)?
A: The USPS requires licensees to have a signed copy of the PAF for anything that they process using the NCOA database. That PAF has to be signed by the list owner – the lettershop is not allowed to sign as the list owner. PAF forms are valid for one year from the date the list owner signed the form. That means if you signed a form on 09/30/2008 it will be valid through 09/29/2009. Keep in mind that you will also have to sign a separate PAF form for 18-month processing and 48-month processing. If your lettershop outsources NCOA processing to more than one licensee, you may also be asked to sign a new PAF for each licensee that they use.

Q: I recently did a mailing where my vendor did the NCOA processing and I still got mail returned to me. Doesn’t NCOA take care of that? Why am I still getting returns?
A: There is no form of Move Update that will completely eliminate your return mail. No matter what you do, you may always get some returns. NCOA will substantially reduce your return mail if you are using the new addresses, though. There are a number of reasons why you will still see some returns. Here are some of those reasons:

• NCOALink® requires an exact matching process. This is actually for the consumer’s protection of privacy. If a customer file doesn’t have the same original name and address as it appears in the USPS database, then the USPS will not provide the new address information. That being said, there is some flexibility to allow for nicknames and similar sounding but not spelled exactly the same matches. The record may be flagged as a possible move but a new address can’t be provided if a match can’t be confirmed. So, it’s possible that the record in your database may have been a non-exact match in this scenario but could not be move updated. You can ask your vendor to let you know about these records after they perform NCOA processing so you can make the final decision as to whether or not to mail these.
• Not everyone files a Change of Address. In fact, estimates have ranged from 15% to 20% of the population moves without filing a Change of Address with the Post Office. That means an NCOA process will not catch those moves – they will probably get returned to you identified as having moved without leaving a forwarding address.
• Did you instruct your vendor not to mail to the new address but to still mail to the old address? Depending on the class of mail, how long ago the person moved and any ancillary endorsement you may have used, it’s possible the mail would not be forwarded to your customer but would be returned to you instead.
• It’s possible that the person may have moved but the new address they provided was not a good address or that they moved again after your file was processed. These instances are infrequent but they do occur.
• If you don’t update your database regularly – or haven’t for a few years – it’s possible the individual moved more than 4 years ago which means their move falls outside of the NCOA process.
• It’s possible that they didn’t move at all. Maybe this was a LACS update (Locatable Address Conversion System) where a rural address got converted to an urban-style address. Those updates only stay in the system for 18 months. After that, the old address becomes a DPV failure and it’s likely undeliverable and will get returned to you. You’ll need to investigate alternatives such as Address Element Correction or another type of address updating to try to find that customer. Or, you may need to pull it from your file.
• It’s also possible something else is wrong with the address itself that makes it undeliverable. Maybe the street or the house/building number doesn’t exist or maybe it’s missing a directional. Again, you may need to investigate alternatives such as Address Element Correction or another type of address updating to try to find that customer. Or, you may need to pull it from your file.

Q: Do I have to use the new address provided by NCOALink®?
A: No. You can mail to any address you choose. However, your choice may require you to pay more postage. The USPS plans to step up their enforcement efforts and has many tools in place to assess whether or not you are updating your file. If the USPS determines that you have submitted a mailing at discounted rates but are not move updating your file, they may come back to you and require you to pay additional postage for your entire mailing. As an option, you could choose to mail to the existing addresses you have but submit only those records that NCOA processing did not identify as having moved at discounted rates since those would have gone through an NCOA process and would be within compliance. Addresses identified as having moved that you choose to still mail at the old address should be mailed at single-piece rates to remain in compliance.

Q: Is there anything I can do to improve my file processing with NCOALink®?
A: Yes, there is. NCOALink® requires that your data be clearly separated into a primary address line, a secondary address line, a city/state/ZIP+4 line, a company name (if applicable) and an individual name field. If your data is formatted in a label format (or “line data”) rather than discrete-fielded data it is much harder to map your data for the NCOA process.

Q: Will NCOA processing update my business contact information?
A: No. Here’s how business matching works: If an entire business moves, then that business files a Change of Address. When NCOA processing is performed on your file and a business is found, only the business name and address is matched to the Change of Address record. The contact name of an individual is not included in that match. Therefore, if John Jones moves from ABC Company to XYZ Company and you are mailing to his old employer (ABC Company) no match would be identified and you’d still end up mailing to him at ABC Company. The only way to get John Jones’ new business address in this example would be to get it from him directly. An individual is not permitted to file a Change of Address if they change employers. However, if ABC Company filed the Change of Address and you are mailing to John Jones at ABC Company, then your file would be updated if it matched the Change of Address record.

Q: Will NCOALink® process my foreign records?
A: No. In fact, foreign records must not be submitted for NCOA processing. This brings up another great point, though. If you have foreign data it’s important that you have a “country” field and then you put the country name in that field. That allows the foreign data to be identified and pulled out prior to NCOA processing. Without that country field there’s a high likelihood that the software will not recognize that the address is foreign and will identify it as a DPV failure.