1. S42 International Postal Address Components and Templates Mailers´ Technical Advisory Committee (MTAC) August 5, 2004 Presenters: Ruth Jones, Mabel Grein & Joe Lubenow

2. 2 S42 – INTERNATIONAL POSTAL ADDRESS AGENDA 1) Background on Universal Postal Union (UPU) 2) S42 Standard 3) Why did we chose this solution? 4) The Postal Address Database 5) The Parsing of Address Elements 6) The Address Template Concept 7) Slotting Parsed Address Elements into Templates

3. 3 S42 – INTERNATIONAL POSTAL ADDRESS AGENDA 8)OTHER

4. 4 S42 – INTERNATIONAL POSTAL ADDRESS UNIVERSAL POSTAL UNION n Established in 1874, the Universal Postal Union (UPU) is the second oldest international organization after the International Telecommunications Union. n The UPU is the primary forum for cooperation between postal services and helps to ensure a truly universal network of up-to-date products and services.

5. 5 S42 – INTERNATIONAL POSTAL ADDRESS WHAT IS A STANDARD The British Standards Institute describes a standard as: "a published specification that establishes a common language, and contains a technical specification or other precise criteria and is designed to be used consistently, as a rule, a guideline, or a definition".

6. 6 S42 – INTERNATIONAL POSTAL ADDRESS UPU STANDARDS BOARD The UPU's Standards Board develops and maintains a growing number of technical standards and electronic data interchange (EDI) message specifications to improve the exchange of postal-related information between Posts, and promotes the compatibility of UPU and international postal initiatives.

7. 7 S42 – INTERNATIONAL POSTAL ADDRESS POST*Code - PROJECT TEAM 2 The UPU and the Postal Operations Council charged the POST*Code Project team to develop a standard: n Provide the definition of address components n Create Postal address templates

8. 8 S42 – INTERNATIONAL POSTAL ADDRESS KEY PARTICIPANTS n UPU POST*Code project team n Experts from all participating Posts n Experts from the industry n European CEN Technical Committee 331 n UPU DMAB Address Management Project team n USPS International Address Working Group (IATWG) n IDEAlliance Address Data Interchange Specification working group

9. 9 S42 – INTERNATIONAL POSTAL ADDRESS INTERNATIONAL ADDRESS STANDARD UPU S42  S42 Standard consists of three major concepts:  Elements  Templates  Rendition Instructions  The Standard is based upon a comprehensive list of name and address elements originally developed by the CEN

10. 10 S42 – INTERNATIONAL POSTAL ADDRESS INTERNATIONAL ADDRESS STANDARD UPU S42 Elements: n The elements define the smallest meaningful parts of names and addresses

11. 11 S42 – INTERNATIONAL POSTAL ADDRESS EXAMPLE: UPU ADDRESS ELEMENTS n Street Number n Street Name n Street Type n Town n ZIP Code n + 4

12. 12 S42 – INTERNATIONAL POSTAL ADDRESS INTERNATIONAL ADDRESS STANDARD UPU S42 Address Template:  The template is a map of where specific address elements should occur in the delivery address to insure delivery in the most economical and automation compatible fashion for the destination post.

13. 13 S42 – INTERNATIONAL POSTAL ADDRESS INTERNATIONAL ADDRESS STANDARD UPU S42 Rendition Instructions:  Rendition Instructions govern "the production of addresses on an output medium such as an address label or a computer display screen.  Included in the standard is a registry of rendition instructions, which can be formatting rules for final presentation, including abbreviation and prioritization of data elements when there are constraints on available space."

14. 14 S42 – INTERNATIONAL POSTAL ADDRESS EXAMPLE OF US RENDITION INSTRUCTIONS:  City = “Chicago” = S42 town  State = “Illinois” = S42 region  ZIP Code = “60625” = S42 Primary Postcode  ZIP Code Addendum = “3806” = S42 Secondary Postcode  State abbreviation should be used  State abbreviation should be capitalized  Two spaces recommended after State continue…

15. 15 S42 – INTERNATIONAL POSTAL ADDRESS EXAMPLE OF US RENDITION INSTRUCTIONS:  Hyphen needed between parts of ZIP Code  Hyphen only permitted if both parts present  Result: “Chicago IL 60625-3806”

16. 16 S42 – INTERNATIONAL POSTAL ADDRESS INTERNATIONAL ADDRESS STANDARD UPU S42 n Australia n Brazil n Chile n Finland n France n Germany n Great Britain n Japan n Morocco n Netherlands n New Zealand n Portugal n Sweden n United States of America n Venezuela

17. S42 Published Standard February 3, 2004

18. 18 S42 – INTERNATIONAL POSTAL ADDRESS WHY USE S42? Benefits n Address logic can be built into existing software n The use of the S42 Standard benefit foreign mail being sent out of the country as well as in bound mail from other countries. n Keep all addresses in one database, both domestic and foreign n Improve Address Quality

19. 19 S42 – INTERNATIONAL POSTAL ADDRESS NEXT STEPS FOR THE S42 SUB-GROUP n Add data from other countries n Continue the testing process n Assist other countries as requested with addressing issues n Continue to integrate the templates into software n Develop additional implementation engines

20. What makes a Standard effective? First a standard must meet a need. “It is difficult to share address information across organizations and this is especially true of international address information.”

21. What makes a Standard effective? Experts in the problem area must be involved in addressing the need. The members of the UPU standards board POST*CODE work group were appointed on the basis of their qualifications in their addressing domains. They were joined in their work by individuals with a clear link to postal and/or standards activities. Thus bringing together a sense of how the posts perceive addresses (ideally) and how external organizations view them (reality).

22. What makes a Standard effective? A standard must be known to exist  The unfortunate truth is that many standards never see the light of day. They exist in a half world where those in the know may use them but distribution is often limited.  This practice of exclusion allows some companies a clear business advantage and allows others to capitalize by building expensive software solutions only the truly large corporations can afford.

23. Why did we choose this solution? We chose parsed address elements because of the way the world posts tend to maintain their address information. It was a good way to solve the issues around address quality, integrity and rendition. It also offered solutions to the problem of how to store multinational addresses in one database.

24. USPS Data - Street Record

25. USPS Data - Firm Record

26. USPS Data - General Delivery

27. USPS Data - PO Box Record

28. USPS Data - RR and HC

29. USPS Data - Military

30. Common Definitions  Addressee, the final recipient of the mail.  Constructs, combinations of address elements that can form a line of an address.  Mailee, commonly referred to as “Care of” or “attention” information.  NLT - Natural Language Template a common way of expressing the components and order of address elements  PATDL – Postal Address Template Description Language.

31. Parsing Address Elements The parsing of addresses into elements can be done manually. However, it is easier when handling large volumes of addresses to secure parsed elements as part of the address matching process that is already required for mailing discounts. All CASS certified matching engines are required to parse address lines into address elements.

32. Templates The template is a map of where specific address elements should occur in the delivery address to insure delivery in the most economical and automation compatible fashion for the destination post.

33. Template Constructs The USPS Publication 28 example of address line order and content served as the example for the ordering of the isolated elements into the address lines or constructs.

34. The First Level Identifiers 10 Addressee specification segment 11 Mailee specification segment 12 Recipient despatching information segment 13 Delivery point specification segment, excluding delivery point location construct 14 Delivery point location construct

35. Second Level Identifiers  00organisation name  01legal status  02organisational unit  03function  04addressee role descriptor  05form of address  06given name  07surname prefix  08surname  09name qualifier  10qualification  11mailee role descriptor  12defining authority  13postcode  14country  15region  16town  17district  19delivery service type  20delivery service indicator  21thoroughfare name  22thoroughfare type  23thoroughfare qualifier  24street number or plot  30floor  31door  32supplementary delivery point data  33supplementary despatch data  34proximate town  35delivery service qualifier

36. Street Address Template LINE/CONSTRUCT Mailstop Addressee Mailee Title Department/Division Organization Urbanization RR/Military Address or PO Box Address or Street Address City/State/ZIP CONTAINS 12.33 10.11, 10.05,10.06-1,10.06-2, 10.06-3, 10.08, 10.09, 10.10 11.11, 11.05,11.06-1,11.06-2, 11.06-3, 11.08, 11.09, 11.10 10.04, 10.03 OR 11.11, 11.03 10.02 10.00 13.17 14.21, 13.19, 13.20 13.19, 13.20 14.24, 14.23-1, 14.21, 14.22, 14.23-2, 14.31-1, 14.31-2 13.16, 13.15, 13.13-1, 13.13-2

37. Street Example LINE/CONSTRUCT Addressee Urbanization Street Address City/State/ZIP CONTAINS 10.05 10.06-1 10.06-2 10.08 SENOR JUAN CASTELLANOS ROGRIGUEZ 13.17 URB SAN JOAQUIN 14.24 14.21 38 CALLE A RODRIGUEZ 13.16 13.15 13.13-1 13.13-2 ADJUNTA PR 00601-2302

38. Firm/Street Example LINE/CONSTRUCT Addressee Title Organization Street Address City/State/ZIP CONTAINS 10.06-1 10.06-2 10.08 CHARLES G GRISSOM 10.04 MANAGER OF EDUCATION 10.01 MISSIONARY TRAINING CENTER 14.24 14.23-1 14.21 14.23-2 2005 N 900 E 13.16 13.15 13.13-1 13.13-2 PROVO UT 84604-1763

39. General Delivery Example LINE/CONSTRUCT Organization Street Address City/State/ZIP CONTAINS 10.01 HEMPSTEAD COUNTY 14.21 GENERAL DELIVERY 13.16 13.15 13.13-1 13.13-2 WASHINGTON AR 71862-9999

40. PO BOX Example LINE/CONSTRUCT Addressee Street Address City/State/ZIP CONTAINS 10.06-1 10.06-2 10.08 BILLY BOB JONES 13.19 13.20 PO BOX S 13.16 13.19 13.13-1 13.13-2 PROVO UT 84603-0320

41. RR AND HC Examples LINE/CONSTRUCT Addressee Street Address City/State/ZIP LINE/CONSTRUCT Addressee Street Address City/State/ZIP CONTAINS 10.05 10.06-1 10.08 MS PRISCILLA PRUNELY 14.21 13.19 13.20 RR 3 BOX 624A 13.16 13.19 13.13-1 13.13-2 PROVO UT 84604-9658 CONTAINS 10.06-1 10.08 ELVIS CORNWALLIS 14.21 13.19 13.20 HC 79 BOX 54 13.16 13.19 13.13-1 13.13-2 HEAD OF GRASS KY 41135-9701

42. Military Example LINE/CONSTRUCT Addressee Street Address City/State/ZIP LINE/CONSTRUCT Addressee Street Address City/State/ZIP CONTAINS 10.05 10.06-1 10.08 PFC TIM CONNORS 14.21 13.19 13.20 PSC 2 BOX 339 13.16 13.19 13.13-1 13.13-2 APO AA 34002-0339 CONTAINS 11.002 11.003 11.006 CAPTAIN FRED FREITAG 14.21 USNS ZEUS TARC 7 13.16 13.19 13.13-1 13.13-2 APO AE 09595-4076

43. The Concept  IDEAlliance, CEN, OASIS, ECCMA, and others are all also working on standards that use parsed elements to illustrate the affiliation of address elements as in a database or to demonstrate the content of address lines.  The difference between them is -- only the UPU and IDEAlliance standards include a common language to describe address content (NLT) and to render addresses to meet mail piece requirements (PATDL). And…

44. The Concept …only the UPU and ADIS standards are being developed to include the world posts, leaders from other standards efforts, the addressing software vendors, and the mailing community.