Mail Services Survey 121 Completed Survey, Thank You Satisfaction levels ranged from 72-1/2 % up to 91.7% Awareness & usage of service were lower In the coming months you will see: Educational seminars to help youEducational seminars to help you Emphasis on quicker, timely serviceEmphasis on quicker, timely service Revamped pricing and services offeredRevamped pricing and services offered Visits and improved communication from us.Visits and improved communication from us. Other responses from your inputOther responses from your input

Move Update List Clean Up for Improved Delivery

According to USPS Regulations Mailing lists need to be updated every 95 days electronically, and every time a mail piece is returned with the updated information affixed (Change Of Address). Mailing lists need to be updated every 95 days electronically, and every time a mail piece is returned with the updated information affixed (Change Of Address). The USPS will test a small percentage of these pieces for compliance using the equipment at the Bulk Mail Entry Unit. The USPS will test a small percentage of these pieces for compliance using the equipment at the Bulk Mail Entry Unit. How can we comply?

NCOA (National Change of Address) When you move from one location to another, you are supposed to fill out a change of address card for the Post Office, which is the basis for the NCOA lists. Prior to each outgoing mailing processed by Mail Services, or an outside vendor as Automation- compatible mail, the mailing list needs to be passed through NCOA software and CASS Certify to update addresses and to determine deliverability.

Outgoing Desktop Mail FastForward (NCOA) is being performed on desktop mail that is sent to Kent State’s contracted presort house. Mail is processed through a MLOCR and changes are made as they are presorting it for group postal discounts. This method gives no feedback for making corrections.

RETURNED MAIL Change of address requests on mail pieces are called Ancillary Service Endorsements or Address Change (Correction) Service. When having mailers or envelopes printed, request one of these phrases be printed 2 lines below the return address: Address Correction Requested – Mail forwarded, copy back with changes Return Service Requested – Mail Returned with correction notice Change Service Requested – Mail disposed, correction notice returned

RECORD KEEPING The Postal Inspectors could ask for proof of compliance for up to 3 years after the date they investigate. KSU staff needs to keep the change of address records, returned mail and any other proof for a period of 3 years. ) Your department is currently being charged back for 1st Class postage and return fees for each corrected mail piece. You can save your department money by maintaining a clean, updated mailing list.

Addressing Mail (so it gets delivered)

The better you address the envelope, the faster your mail gets from Point A to Point B. Human Resources is just one example of how 10 Departments located in 3 separate buildings can have delays due to bad addressing. BenefitsBenefits Communications & Special Events Communications & Special Events CompensationCompensation Employee Relations Employee Relations Equal Opportunity and Affirmative ActionEqual Opportunity and Affirmative Action Labor Relations Labor Relations Records Records Talent Acquisition Talent Acquisition Training and Development

It is equally important to address Outgoing mail with the most information you can provide. You do not have to provide the +4 at the end of the zip code, but provide it if you have it. Always put the P.O. Box on the line above the City, State, Zip. Otherwise, the delivery address should show above them. Remember, the Post Office and their machinery read from the bottom right upwards, so addressing with that in mind will assure accurate delivery.

Mail larger than 6” tall or 11” long Goes flat rate and, with one exception, should be addressed similar to how you address letter mail. That exception is the placement of the address, as can be seen on the next slide. One of the latest pieces of technology the Post Office now employs are the Flat Sequence Sorters (FSS). Because these machines optically scan and sort larger pieces of mail, the requirement for addressing is that it needs placed in the top or right half of the mail piece. These machines sort the mail down to the sequence in which the carrier delivers.

Formatting Mailing Lists in Excel

Typical Unformatted Excel File Unformatted Zip Field

To Reformat Zip Code Field Plus 4 column, if separate, Format as Text

Completion of Work Orders

Minimum need: Dept., Acct. No., Services requested, Auth. By & Phone

Business Reply Mail Barcodes Effective May, 2011, the automation discounts for Postnet barcodes will no longer be given. Intelligent Mail Barcodes can be used anytime. If you are planning on ordering Reply Envelopes or Cards, contact Mail Services to get new art produced for your Reply Mail. Postnet Barcode -out Intelligent Mail Barcode – Required by May, 2011

BRM Personal Service By 2011, Mail Services can provide you with Personalized Business Reply Envelopes. Available in lots of 500, can have up to 2 lines with your Department, Name, or particular project. Index # will be added in addition. Details to come !!!

Questions or Comments? Contact Steve Finley Manager Mail Services THANK YOU!