1. NO RECORD MAIL TRAINING1

2. PARS OVERVIEW
Seeing The 'BIG' Picture!

3. HOW TO PROPERLY HANDLE COAs
How Do We Make Corrections To Existing COAs?
What Happens To My New COA When It Is Mailed From My New Address?
How Long Does It Take PARS To Process My COA?
What Happens When A Customer Moves and Does Not Complete a COA?

4. NEW CHANGE-OF-ADDRESS ORDER FORM 3575
Must Be Completely Filled Out
Must Be Signed

5. NEW CHANGE-OF-ADDRESS ORDER FORM 3575
New Easy to
Scan COA
FIM and
Barcode

6. REVISED PS FORM 3546
Check Correction
Affix Label Only or Write Name and Old Address

7. REVISED PS FORM 3575Z
MLNA Box Closed

8. COA Forms Scanned at One of 87 CFPS Sites
AUTOMATED CHANGE OF ADDRESS FORMS PROCESS
Memphis TN
COA Forms Scanned at One of 87 CFPS Sites
Data Entered and Verified at Four Remote Encoding Centers
NCSC

9. What is the PS Form 3982 Process Under PARS?
Will Every Carrier Route In The District Get A Label?
How Will Carrier/PO Box Clerk Be Notified Of Customer Move?
There Are Many Times The COA Is In The FCS (DM) Database But Not In COARS, Why Is That?

10. Occurs 5 days after COA entry
INTERCEPTION
Occurs 5 days after COA entry
If start date is today – Interception 5 days
If start date is in the future – Interception 5 days, but not prior to the customer’s stated effective date
PARS Identifies Potential UAA Mailpieces at their Point of Origin, rather than at their Destination
Both the COA Record and the Mail Must Match Exactly

11. PS FORM 3575 / 3546 / 3982 PROCESS (FULL UP PARS)
Carrier may NOT Transcribe the Change of Address PS Form 3575 onto PS Form 3982
Carrier will Receive and Verify a Label Containing the Old Address Information and Affix It to the PS Form 3982
Court Ordered Protected Individual (COPI) – Same Handling Procedures
The reasons the carrier may have to transcribe is instances where the 3982 label is not received from CFS. Since CFS is not able to reprint 3982 labels upon request from the Delivery Units, the supervisor will have to look into COARS and pull new COA information and provide to the carrier. The carrier would then have to verify the information and transcribe onto Form 3982. 2

12. PS FORM (Revision)
Carrier / Clerk Places Label on PS Form 3982

13. Processing Errors - COA Data NOT Entered Correctly
PS FORM 3546
If Incorrect Information is Discovered, Carrier will Complete a PS Form
3546 and Send to the CFS Unit
Processing Errors - COA Data NOT Entered Correctly
Patron Errors
Clerk Errors
CFPS OCR or AMS Look-up Errors 2

14. CARRIER PERSONAL KNOWLEDGE OF CHANGE TO COA
Carrier Forgets or Fails to
Complete PS Form 3546
Canceling a Move Order
                    

15. CANCELLED MOVES NOT DELETED
Temporary Order
Customer Files Temporary Order with No End Date (or End Date Beyond What They Really Need)
No End Date Policy is to Enter 364 Days (Maximum)
Customer Returns “Early” and Informs Carrier
Carrier Stops Sending Mail to CFS

16. CANCELLED MOVES NOT DELETED
Permanent Order - Circular Move
Customer files Permanent Order from “Point A” to “Point B”
Customer Returns to “Point A” and Informs Carrier
(Customer Might Even File Another “Permanent” Order from “Point B” to “Point A” )
Carrier for “Point A” Stops Sending Mail to CFS

17. CANCELLED MOVES NOT DELETED
Permanent Order
Customer Files a Family Order
Customer Informs Carrier It Should be Individual
Carrier Sends Only the “Right” Mail to CFS

18. IMPLICATIONS
COA is Still in FCS Database, therefore COA is also in CARS
PARS Intercepts Mail and Sends to Wrong Address
PARS Intercepts “WRONG” Person’s Mail

19. IMPORTANCE OF PS FORM 3546
Each Example Demonstrates Carrier Personal Knowledge not Applied to PS Form 3546
Mail is Still Intercepted Using the Now Invalid Change of Address Order
More Emphasis TODAY is Required in Communicating the Importance of Completion of PS Form 3546
There will be a 3546 policy sent out to re-emphasize the use for correction

20. COA NOTIFICATION TO DELIVERY UNIT
Form 3982 Label Printed at CFS and Sent to Delivery Unit
Move Validation Card Printed at NCSC

21. Print Form 3982 Labels at All CFS Sites
FORM 3982 BRIDGE STRATEGY
Print Form 3982 Labels at All CFS Sites
Plan to Migrate Form 3982 Label Printing to Delivery Units Mid to Late Phase 2 Deployment

22. FORM 3982 LABEL
Form 3982 Labels Generated at Local CFS Site
CFS Clerks Separate Labels into Pouches and Dispatch to Delivery Units
Carrier Verifies Label for Accuracy
Carrier Places Label on Form 3982

23. FORM 3982 LABEL DETAILS

24. What Constitute A No Record Mail Piece?
NO RECORD IN PARS
What Constitute A No Record Mail Piece?
How Should A Mail Piece With Customer Name and “Or Current Resident” Be Handled?
How Should UBBM Mail Be Handled In The Delivery Unit?
How Will The Delivery Unit Receive No Record Pieces From The Plant CIOSS Machine?

25. Mailpiece Shows Any of the Following Endorsements and sent in CIF:
NO RECORD IN PARS
Mailpiece Shows Any of the Following Endorsements and sent in CIF:
“Current Resident”
“Occupant”
“Postal Customer”
“Residential Customer”
Or any other endorsement that indicates current resident
This mail should be handled properly at the DU
Deliver as Addressed
Endorse and send to RTS processing
N C /01/03
EXCEPTIONAL ADDRESS FORMAT:
MAIL PIECE TO BE DELIVERED
AS ADDRESS UNLESS SPECIFIC
REASON FOR NON-DELIVERY EXISTS
** BC: PM **

26. Carrier to Review Start Date on 3982 Label Deliver Mail as Addressed
NO RECORD IN PARS
Mail Sent in Prior to Effective Date Will be Sent Back to Delivery Unit
“ COA Not Effective – Deliver as Addressed”
Carrier to Review Start Date on 3982 Label
Deliver Mail as Addressed
D C /01/03
TO CARRIER:
JONES’ JANE A
COA NOT EFFECTIVE
DELIVER TO OLD ADDRESS
** BC: PM **

27. Mail sent in After Temporary Date Will be Sent Back to Delivery Unit
NO RECORD IN PARS
Mail sent in After Temporary Date Will be Sent Back to Delivery Unit
“ Temporary Order Expired – Deliver as Addressed”
Carrier to Review Temporary End Date on 3982 Label
Deliver Mail As Addressed
T D C /01/03
TO CARRIER:
JONES’ JANE A
TEMPORARY ORDER EXPIRED
DELIVER TO OLD ADDRESS
** BC: PM **

28. NO FORWARD ORDER ON FILE
NO RECORD LABEL
Blank Upper Left Hand Corner
Indicates No 11-Digit Found in the CARS Database
Name Match Not Found
N C /01/03
RETURN TO SENDER
NO FORWARD ORDER ON FILE
UNABLE TO FORWARD
** BC: PM **

29. NO FORWARD ORDER ON FILE
NO RECORD LABEL
Extraction (4+3) in the Upper Left Hand Corner
Indicates 11-Digit was Not Found
Found 5-Digit
Extraction / Name Match Not Found
HAYE N C /01/03
RETURN TO SENDER
NO FORWARD ORDER ON FILE
UNABLE TO FORWARD
** BC: PM **

30. NO FORWARD ORDER ON FILE
NO RECORD LABEL
Short Name Keying in the Upper Left Hand Corner
Indicates 11-Digit was Found
Attempting to Name Match
Extraction / Name Match Not Found
HAYA N C /01/03
RETURN TO SENDER
NO FORWARD ORDER ON FILE
UNABLE TO FORWARD
** BC: PM **

31. Two Categories of Name Keying Information:
REC NAME KEYING
Two Categories of Name Keying Information:
Short Name - an Extraction Based on the Name
Name+Number - an Extraction Based on the Name and Address
Depending on the Information Already Acquired by the System, an image is sent to either Name+Number and/or Short Name 2

32. REC SHORT NAME KEYING
Short Name Keying is Used when the Receiver’s Address has been Resolved
Since the Address is Resolved, the System is Only Looking at Moves for that Address
Example: PP Pero
7760 Roseberry Farm Dr
Manassas, VA
REC Keys: PERP

33. REC SHORT NAME PROMPT

34. REC NAME + NUMBER
Name + Number is Used When the Receiver’s Address has not been Completely Resolved, but the ZIP Code is Known
The Name + Number Extraction Looks Within the Recipient’s ZIP Code in an Attempt to Find a Unique Match
Example: Tracy A. Telo
11260 Chatterly Loop Apt 102
Manassas, VA
REC Keys: TELO260

35. REC NAME + NUMBER PROMPT

36. The [NO MATCH] Prompt May Appear in any Keying Mode
Indicates that the Last Input is Syntactically Correct but No Matching Entry is Found in the Database
REC Keyers Respond by Performing One of the Three Following Items:
If the Last Entry was Incorrect, Re-Enter the Previous Response Correctly
If There is Another Possible Answer, Enter a Different Response
If the Previous Entry was Correct and There is Not Another Reasonable Answer, Press the <None> Key

37. NO FORWARD ORDER ON FILE
NO RECORD LABEL
Example: Bill Young, HR Manager
EQUANT (Carrier Circled)
12490 Sunrise Valley Drive
Reston VA
REC 1st Attempt EQUA490 = NO MATCH
REC 2nd Attempt YOUN490 = NO MATCH
Extraction Imprinted Will Reflect REC Keyers Last Attempt (2nd)
YOUN N C /01/03
RETURN TO SENDER
NO FORWARD ORDER ON FILE
UNABLE TO FORWARD
** BC: PM **

38. NO FORWARD ORDER ON FILE
NO RECORD LABEL
Example: Agus Perada
111 Army Navy Dr Apt 1219
Arlington, VA
REC 1st Attempt PERA111 = NO MATCH
REC 2nd Attempt AGUS111 = NO MATCH
Extraction Imprinted will Reflect REC Keyers Last Attempt (2nd)
AGUS N C /01/03
RETURN TO SENDER
NO FORWARD ORDER ON FILE
UNABLE TO FORWARD
** BC: PM **

39. NO FORWARD ORDER ON FILE
NO RECORD LABEL
Example: Murphy Payne
695 Main Street
Anywhere, USA 98765
REC 1st Attempt PAYN695 = NO MATCH
REC 2nd Attempt MURP695 = NO MATCH
Extraction Imprinted Will Reflect REC Keyers Last Attempt (2nd)
MURP N C /01/03
RETURN TO SENDER
NO FORWARD ORDER ON FILE
UNABLE TO FORWARD
** BC: PM **

40. NO FORWARD ORDER ON FILE
NO RECORD LABEL
Example: Sergio R Quezada & Daniela C Vargas
10111 Irongate Way
Manassas, VA
REC 1st Attempt VARG111 = NO MATCH
REC 2nd Attempt QUEZ111 = NO MATCH
Extraction Imprinted will Reflect REC Keyers Last Attempt (2nd)
QUEZ N C /01/03
RETURN TO SENDER
NO FORWARD ORDER ON FILE
UNABLE TO FORWARD
** BC: PM **

41. MATCHING FROM A SELECTION WINDOW
Prior to Forwarding Any Mailpiece to a New Address, a REC Keyer Must Confirm that the Name, Address and Move Type in the Change of Address Database Matches the Information on the Mailpiece Image

42. Be Careful in Assuming REC has Keyed an Extraction Incorrectly
REC Keyers
CIOSS No Record Label Appears to be Keyed Incorrectly Based on Knowledge of CFS Keying
Be Careful in Assuming REC has Keyed an Extraction Incorrectly
REC has Several Opportunities to Make a Name Match
REC Keyer May also be Presented With a Selection Window to Match Name(s) for a Delivery Point

43. NO FORWARD ORDER ON FILE
NO RECORD CIOSS LABEL
What Distinguishes a CIOSS Label from a CFS Label?
YOUN N C /01/03
RETURN TO SENDER
NO FORWARD ORDER ON FILE
UNABLE TO FORWARD
** BC: PM **

44. FUTURE CFS NO RECORD LABEL
Verbiage Change on the Label
“RETURN TO POSTMASTER OF ADDRESSEE FOR REVIEW”
FCS Release 1.10 – January 2007

45. DELIVERY TO MAIL PROCESSING
Carriers Send Non-PARS Mail to the CIOSS Machine
No Record Percentage Soars

46. CIOSS End of Run will Identify Total No Record Pieces for the P&DC
NO RECORD REPORTS
CIOSS End of Run will Identify Total No Record Pieces for the P&DC
All Carrier Identified Mail Received from the Delivery Units Run on the same CIOSS Sort Plan
In Phase I Reports are Not Available for the Delivery Units
No Delineation to 5 Digit Level

47. NO RECORD – PARS FUTURE ENHANCEMENTS
Reports
Delivery Unit
5 Digit
Carrier Route
No Record Label (CIOSS)
Route Number Identification on Each Piece

48. COARS (Change Of Address Reporting System)
Can The Delivery Units Change Information In COARS?
What Is The Purpose For COARS In The Delivery Unit?
Who Will Have Access To The COARS Database?
What Access Do Will A Delivery Unit Have In COARS?

49. CHANGE OF ADDRESS REPORTING SYSTEM (COARS)
Web Based Application
Allows for Lookup of COA Records
View Scanned COA Forms
Entire History of the COA Form is Available When Online with CFPS
Research Additions / Corrections Made to a Record

50. CHANGE OF ADDRESS REPORTING SYSTEM (COARS)
Database Contains Highly Sensitive Information
Uses Advanced Encryption Techniques
Users to Request Logon ID Through eAccess
Users will have Read Only Access
Corrections Made Using Form 3546 through a Scanner or ‘Key From Paper’ Terminal
Will Accommodate 10,000 Concurrent Users
PARS will automate some of the existing functions we already perform.
Just like our prior automation programs – we take the slow manual effort out of tasks and automate them to reduce costs and improve service.
This means things must change. And we know that change is hard for some to manage, even on an individual level.
Change is even harder to manage when it crosses functional boundaries.
And this program involves change for F2, F4, F1 and probably a few others. It involves new equipment like the scanners in the CFS units, and It involves modified equipment like the CIOSS, but the biggest change will be in the methods and procedures that our employees use to perform a task. They must change their daily routine that they are probably comfortable with. 2

51. QUERIES TO THE COARS DATABASE
Individual / Family / Business Lookup
By Street Name
By PO Box
By Rural Route / Highway Contract
Other Lookups
By Carrier ID + Zip   
By Transaction ID

52. COA FORMS SUMMARY REPORT

53. COA IMAGE DISPLAY

54. COARS WEBSITE LOGON

55. DIAGNOSTICS “A Label Is Worth A Thousand Words”1

56. LABEL GENERATED DUE TO A MOVE
Forwarding Label for:
Intercept
First Class Mail
DOE015* T N I /02/01
JOE DOE
15 RICHARDS ST
ANYWHERE MA
** BC: **

57. X = Forwarding Order Expired
T = Temporary Order
X = Forwarding Order Expired
(* or #) Character
Indicates Multiple
COA with Same
Last Name from
Same Old
Address.
Database ID: D = Daily National
L = Local 3
Digit ID of
CIOSS Site
that Labeled Mail 3 - -
digit ID of
N = National
CIOSS machine
COA Name Determined by:
0 If Done by AFR, 1 If by Keyer
that labeled mail
CFS Extract if Used by PARS. If Not Used Space is Left Blank
COA name determined by:
Two-Digit REC Site ID
If “00”, the AFR Finalized
the Entire Mailpiece
CHER470 # T
220 N 1 9 03 C 15
09/24/03 A
Additional information
A’ = Properly Processed
Through ACS
‘O’ = Keyline Overridden
ACS< -
Class of mail,
‘1’ = First class
‘2’ = Periodicals
‘3’ = Standard Mail
‘4’ = Package Services
Year COA
Became Active
ACS<
Indicates that an ACS
Electronic Record has been
Processed. This is Printed on
Intercept (I)
Carrier Redirect (C)
Intercept (I)
ACS< - -
indicates that an ACS
Carrier redirect (C)
electronic record has been
Month of Order Start Date,
‘1’ .. ‘9’: January –
processed. This is printed on
‘1’ . ‘9’: January _ September
‘A’: October
the
the 2 2 nd nd
line
line
‘B’: November
‘A’: October
‘C’: December
Date Image was Resolved
by AFR or REC,
Expressed in Format
MM / DD / YY
Date mail was labeled,
‘B’: November
‘N’: No Order on File
expressed in format
‘C’: December
MM/DD/YY
‘N’: No Order on File

58. LABEL GENERATED FOR REASONS OTHER THAN A MOVE
Waste Label for:
RTS
Standard Mail
ACS
NIXIE
/02/04
ACS<-
KEYLINE =
ATTEMPTED –
NOT KNOWN
MAIL DISPOSED OF AT MAILERS REQUEST
UNABLE TO FORWARD
DO NOT FORWARD / DO NOT RETURN

59. LABEL CONTENTS NIXIE 220 3 15 09/24/02 ACS<- The Word NIXIE
Will Appear
First 3 -
digit ID of
CIOSS machine
that labeled mail
Digit ID of
CIOSS Site
that Labeled Mail
Two-Digit REC Site ID
If “00”, the AFR Finalized
the Entire Mailpiece
NIXIE
220 3 15
09/24/02
ACS<-
Class of mail,
‘1’ = First class
‘2’ = Periodicals
‘3’ = Standard Mail
‘4’ = Package Services
Date Image was resolved
by AFR or REC,
Expressed in Format
MM / DD / YY
ACS< -
indicates that an ACS
electronic record has been
processed. This is printed on
the 2 nd
line
Indicates that an ACS
Electronic Record has been
Processed. This is Printed on

60. INDIVIDUAL FORWARDING ORDER
220 D C /31/04
FORM 3547
PITTMAN ’ LINDA S
RR 1 BOX 185
WEST FREEDOM PA
** BC: **
Bar Code
’ Denotes
Individual
Individual Orders Have First Name Printed
Use of ‘ to Denote Individual Order

61. EXAMPLE OF WASTE MAIL LABEL
220 N C /22/04
ACS<-
WHITE
COA Found
For White
MAIL DISPOSED OF AT MAILERS REQUEST
UNABLE TO FORWARD
ACS NOTIFICATION PROVIDED
DO NOT FORWARD / DO NOT RETURN
No Bar Code Sprayed
Mail Wasted at the Plant

62. NO RECORD LABEL – FIRST CLASS MAIL
SHAR N C /02/04
RETURN TO SENDER
NO FORWARD ORDER ON FILE
UNABLE TO FORWARD
** BC: PM **
Postmaster
Human Readable to Address As Reflected on Envelope – Bar Code is to Official Postmaster Address

63. CFS LABEL
MALO /03/04
Class of
Mail
Label
Date
4 Digit
Keyer ID
Extract
Code
Keyer
Console
Month and Year Order
Became Effective
5 Digit ZIP Code
Of Old Address

64. NO FORWARD ORDER ON FILE UNABLE TO FORWARD
WRONG INDIVIDUAL
Chase
P O Box Phoenix AZ
Your Pre-Approved Chase Platinum MasterCard
Erica A Nielsen
2171 San Mortiz Cir Apt 807
Herndon VA
NIEL N C /02/04
RETURN TO SENDER
NIEL /03/04
NOTIFY SENDER OF NEW ADDRESS
NIELSEN ’ MARIA E
79889 BANBURY SQ
STERLING VA
NO FORWARD ORDER ON FILE UNABLE TO FORWARD
RETURN TO SENDER
** BC: PM **

65. ERROR IDENTIFICATION NIXIE 220 3 18 07/23/04 FORM 3547D
P O BOX 7502
Hollister MO
CHANGE SERVICE REQUESTED
PRSRT STD
US POSTAGE
PAID
BOOK CLUB
ASSOCIATES
#BYDBCGQ************************3-DIGIT 200
# #
MS KIMBERLY ROBINSON
TH ST SW
WASHINGTON DC
Should Say ACS< -
NIXIE /23/04
FORM 3547D
NOT DELIVERABLE AS ADDRESSED
MAIL DISPOSED OF AT MAILER’S REQUEST
WASTE – DO NOT FORWARD / DO NOT RETURN

66. REC SITE IDENTIFICATION
COA KEYING
Salt Lake City UT 1
Wichita KS 6
Chattanooga TN 7
Charleston WV 8
Beaumont TX 10
Modesto CA 21
Fort Wayne IN 22
YES
Tampa FL 24
Pittsburgh Pa 25
Selma CA 30
Fayetteville NC 34
Glendale AZ 39
San Juan 60

67. CIOSS SITE IDENTIFICATION
Phase 1 PARS Sites
SITE NAME
SITE ID
Abilene TX RIOSS
795
Mojave CA RIOSS
935
Anchorage AK P&DC
995
Monmouth NJ P&DC 77
Baltimore MD P&DC
212
Morgan Station NY P&DC
100
Bowling Green KY P&DC
421
North Bay (Petaluma) CA P&DC
949
Brooklyn NY P&DC
112
North Metro GA P&DC
300
Charleston SC P&DC
294
North Texas (Coppell) P&DC
750
Charleston WV P&DC
250
Northern Virginia (Merrifield) P&DC
220
Cincinnati OH P&DC
450
Northwest Boston MA P&DC 24
City of Industry CA P&DC
917
Oakland CA P&DC
945
Colorado Springs CO P&DC
808
Orlando FL P&DC
328
Columbus OH P&DC
430
Oxnard CA P&DC
930
Dallas TX P&DC
752
Pasadena CA P&DC
910
Dulles VA P&DC
201
Portland OR P&DC
970

68. CIOSS SITE IDENTIFICATION cont.
Phase 1 PARS Sites
SITE NAME
SITE ID
East Texas (Tyler) P&DC
757
Provo UT P&DC
845
Everett WA P&DC
982
Flushing (Queens) NY P&DC
110
Flint MI P&DC
484
Salt Lake City UT P&DC
841
Fort Worth TX P&DC
760
Santa Barbara CA P&DC
931
Gary IN P&DC
463
Santa Clarita CA P&DC
913
Lexington KY P&DC
403
Seattle WA P&DC
980
Madison WI P&DC
535
Staten Island NY P&DC
103
Middlesex-Essex MA P&DC
018
Suburban MD P&DC
208
Mid-Florida (Lake Mary) P&DC
327
Syracuse NY P&DC
130
Milwaukee WI P&DC
530
Watertown NY MPC
136
Minneapolis MN P&DC
553
Youngstown OH P&DC
444

69. CIOSS SITE IDENTIFICATION cont.
Phase 2 PARS Sites
SITE NAME
SITE ID
Phoenix AZ
757
Provo UT P&DC
845
Margaret Sellers (San Diego) P&DC
982
Flushing (Queens) NY P&DC
110
Kilmer NJ
484
Salt Lake City UT P&DC
841
Chicago IL
606
Santa Barbara CA P&DC
931
Gary IN P&DC
463
Santa Clarita CA P&DC
913
Lexington KY P&DC
403
Seattle WA P&DC
980
Madison WI P&DC
535
Staten Island NY P&DC
103
Middlesex-Essex MA P&DC 18
Suburban MD P&DC
208
Mid-Florida (Lake Mary) P&DC
327
Syracuse NY P&DC
130
Milwaukee WI P&DC
530
Watertown NY MPC
136
Minneapolis MN P&DC
553
Youngstown OH P&DC
444