Mailing Systems Technology - November/December 2009 - (Page 16)

Ship It Sharing Our Best Practices niversity and corporate mail operations are not only responsible for incoming and outgoing mail, but for FedEx, UPS, USPS, DHL and courier shipments. Shipping is very different in a mail center than it is in a warehouse. Shipping managers mostly ship products in cartons or on pallets, and the charges are passed on to the customers, so, generally, they don’t worry about budgets. Managers of mailing operations are often frustrated regarding their capacity to control the budget for shipping and mailing expenditures. They are often asked, especially in these economic times, to reduce costs, yet the people that make decisions about how to send an express envelope or choose the service level are not under their control. One of my readers is John Sikorski of Princeton University; he shared seven of his best practices to save money on shipping in the mail center. Thank you, John! “Seven Cost-Cutting Measures” 1. Educate the staff in departments to know which way packages should be sent by holding a shipping seminar for anybody who deals with shipping out packages. 2. Every time that the university signs a contract with the vendors, we do a cost study to see the difference in prices between FedEx, UPS and the USPS. 3. Establish a cost calculator where staff can go to see which vendor costs less. We have done this for FedEx and UPS. The cost calculator has options that will be true for most of the departments most of time, such as Next Day Morning and Afternoon, Second Day Service and Ground Service. We mostly do commercial address and domestic packages, so the shipping calculator is only for the United States. Within the cost calculator, we also put the fuel surcharge that one of the vendors charges the university. U Publisher’s Note: The U.S. Postal Service requires the following statement be published for Mailing Systems Technology (Periodicals Class) mailings only. Mailing Systems Technology has had a (Periodicals Class) permit since January 1989. U.S. Postal Service STATEMENT OF OWNERSHIP, MANAGEMENT AND CIRCULATION Required by 39 U.S.C. 3685 1. Publication Title Mailing Systems Technology 2. Publication No. 1088-2677 3. Filing Date September 24, 2009 4. Issue Frequency Jan-Feb, Mar-Apr, May-June, July-Aug (Digital Only), Sept-Oct, Nov-Dec, Source Guide 5. No. Of Issues Published Annually 7 6. Annual Subscription Price (if any) Free 7. Complete Mailing Address of Known Office of Publication (Street, City, County, State and ZIP + 4)(Not Printer) 2901 International Lane, Suite 100, Madison, Dane County, WI 53704-3128 Contact Person Rachel Spahr, (608)241-8777 x 5082 8. Complete Mailing Address of the Headquarters of General Business Offices of the Publisher (Not Printer) 2901 International Lane, Suite 100, Madison, WI 53704-3128 9. Full Names and Complete Mailing Address of Publisher, Editor and Managing Editor (Do not leave blank) Publisher (Name and Complete Mailing Address) Ron Brent, RB Publishing Inc., 2901 International Lane, Suite 100, Madison, WI 53704-3128 Editor (Name and Complete Mailing Address) Dan O’Rourke, RB Publishing Inc., 2901 International Lane, Suite 100, Madison, WI 53704-3128 Managing Editor (Name and Complete Mailing Address) Amanda Armendariz, RB Publishing Inc., 2901 International Lane, Suite 100, Madison, WI 53704-3128 10. Owner (If the publication is owned by a corporation, give the name and address of the corporation immediately followed by the names and addresses of all stockholders owning or holding 1 percent or more of the total amount of stock. If not owned by a corporation, give the names and addresses of the individual owners. If owned by a partnership, or other unincorporated firm, give its name and address as well as those of each individual owner. If the publication is published by a nonprofit organization, give its name and address). (Do Not Leave Blank). Full Name Complete Mailing Address Ronald Brent RB Publishing Inc., 2901 International Lane, Ste. 100, Madison WI 53704-3128 Marll Thiede RB Publishing Inc., 2901 International Lane, Ste. 100, Madison WI 53704-3128 Gregory Rice Executive Management, Inc. 2901 International Lane, 2nd Floor Madison WI 53704-3128 11. Known Bondholders, Mortgages and other Security Holders Owning or Holding one Percent or more of Total Amount of Bonds, Mortgages or Other Securities .. None 12. (Must be completed if the publication title shown in item 1 is a publication published and owned by a non-profit organization). For completion by nonprofit organizations authorized to mail at special rates. The purpose, function and nonprofit status of this organization and the exempt status for federal income tax purposes has not changed during preceding 12 months. 13. Publication Mailing Systems Technology 14. Issue Date for Circulation Data September-October 2009 15. Extent and Nature of Circulation Controlled Average No. Copies Each Issue During No. Copies of Single Issue Published Nearest Preceding 12 Months to Filing Date a. Total No. Copies (Net Press Run) 36,200 35,443 b. Legitimate Paid and/or Requested Distribution (By Mail and Outside the Mail) (Include advertiser’s proof and exchange copies) 33,335 32,871 2. Paid Requested In-County Mail Subscriptions Stated on Form 3541. 0 0 3. Sales Through Dealers and Carriers, Street Vendors, Counter Sales and Other Non-USPS Paid Distribution 0 0 4. Other Classes Mailed Through the USPS 1 0 c. Total Paid and/or Requested Circulation [Sum of 15b (1,2,3 and 4)] 33,336 32,871 d. Nonrequested Distribution (By Mail and Outside the Mail) 1. Outside-County as Stated on Form 3541 1,631 584 2. In-County as Stated on Form 3541 0 0 3. Other Classes Mailed Through the USPS 11 12 4. Nonrequested Copies Distributed Outside the Mail 920 1,900 e. Total Nonrequested Distribution 2,562 2,496 f. Total Distribution (Sum of 15c and 15e) 35,898 35,367 g. Copies not Distributed (See instructions to Publishers #4 (page #3) 302 76 h. Total (Sum of 15f and g) 36,200 35,443 i. Percent Paid and/or Requested Circulation (15c/fx100) 92.8% 92.9% 16. Publication of Statement of Ownership for a Requester Publication is required and will be printed in the November-December 2009 issue of this publication. Rachel Spahr, Circulation Manager/September 14, 2009. I certify that all information furnished on this form is true and complete. I understand that anyone who furnishes false or misleading information on this form or who omits material or information requested on the form may be subject to criminal sanctions (including fines and imprisonment) and/or civil sanctions (including civil penalties). 1. Paid Requested Outside-County Mail Subscriptions Stated on Form 3541. PS Form 3526-R, September 2007 NOVEMBER-DECEMBER 2009 a www.MailingSystemsTechnology.com http://www.MailingSystemsTechnology.com

Table of Contents for the Digital Edition of Mailing Systems Technology - November/December 2009

Mailing Systems Technology - November/December 2009
Contents
Editor’s Note
Real-Life Management
Software Byte
Employing Technology
Everything IMB
Ship It
Best Practices
What You Think
From the Source
Mail Managers React to Economic Times
Cost Comparisons
The Intelligent Mail Challenge
Special Product Profile Section
Reality Check
Pushing the Envelope

Mailing Systems Technology - November/December 2009

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