Mailing Systems Technology - May/June 2009 - (Page 18)

Best Practices One decision that must be made on every mailing job is which fields from your address data records to select for printing on the mailpiece. Common constraints are found in the size of the label, insert, window opening, etc. Quick decisions must be made as you react to the ever-changing demands of your clients; services/ product provided by your vendors; capabilities/limitations/condition of your addressing equipment and — lest we forget —the requirements of the USPS! Here are some quick guidelines that are intended to ease your decision making process — at least as far as USPS requirements are concerned. With Mary Ann Bennett Best Use of Mailpiece Addressing Space Refer to USPS Publication 28: Postal Addressing Standards for additional information and guidelines. Per USPS Mailpiece Quality Control Program — September 2007 Module 6 page 17: “Window envelopes — Printing an address block barcode on inserts that show through an address window is also a very popular option. This allows the mailer to gain additional efficiencies by eliminating the need to apply address labels. It also makes the enclosed information more personal. You must locate the address window so that the barcode, as visible through the window, will meet the positioning requirements for address block barcoding. Window coverings, if used, must be sufficiently transparent to allow the barcode and its background to meet the reflectance requirements for POSTNET barcodes covered in module five, USPS Barcodes. The Postal Service makes this determination by measuring the barcode through the window material using a USPS envelope reflectance meter. The 1/8 inch and 1/25 inch clearance requirements to label edges for address block barcodes also apply to address window edges or die cuts. These requirements are summarized in the following graphic:” Line 1. Optional Endorsement Line (OEL): Must be the first line at the top of the address block or label except when an address block barcode is placed above it. A mailer receiving address corrections through Address Change Service (ACS) may use the first eight positions on the left side of the OEL for the ACS participant code. Do not place any info on this line other than ACS and OEL. Line 2. POSTNET (or IMB) Address Block Barcode: USPS preferred location of the barcode is above the address block or immediately below the OEL. However, it may be placed below the address block if necessary. Lines 3, 4, 5 & 6. Optional Address Info: Mailstop Code; Contact Name; Title; and Department, Group, Division Name should be placed on your mailpiece only after you have allocated space for your required fields. Lines 7, 8 & 9. Required for USPS Delivery: Business/Firm Name, Delivery Address and City, ST, ZIP+4 must appear as the last three lines of the address block in a business address. Each of these lines should be printed on a single line for maximum MLOCR matching. Use USPS standard business and address word abbreviations for address data elements whenever necessary. The MLOCR (Multi Line Optical Character Reader) can read a maximum of 40 characters per line within a maximum of eight separate words per line. If either parameter is exceeded, the MLOCR ignores the entire line. Important Reminders: • • • Always make sure your last line of addressing data for domestic addresses lists CITY, STATE and ZIP+4. Always include as much DELIVERY address information as possible in the line directly above the CITY, STATE and ZIP+4 line. Make sure your barcode (POSTNET, PLANET, BASIC or FULL IMB) are clearly visible on your mailpiece. If the USPS can’t see it, they can’t read it — and you cannot claim your barcode automation postage discounts. a Mary Ann Bennett of The Bennett Group is a 33-year veteran of the direct mailing industry. Email her at 18 MAY - JUNE 2009 a

Table of Contents for the Digital Edition of Mailing Systems Technology - May/June 2009

Mailing Systems Technology - May/June 2009
Editor’s Note
Real Life Management
Software Byte
Employing Technology
Everything IMB
Ship It
Best Practices
What You Think
From the Source
The Key to Approval
Practical Insights
Mail.XML and Services Oriented Architecture (SOA)
Implementing the Intelligent Mail Barcode
Internet-Powered Postal Mail
Using Personalization Technology
Reality Check
Pushing the Envelope

Mailing Systems Technology - May/June 2009