Mail Services SurveyMail Services Survey

121 Completed Survey, Thank You121 Completed Survey, Thank YouSatisfaction levels ranged from 72-1/2 % Satisfaction levels ranged from 72-1/2 %

up to 91.7% up to 91.7% Awareness & usage of service were lowerAwareness & usage of service were lowerIn the coming months you will seeIn 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 UpdateMove Update

List Clean Up for List Clean Up for Improved DeliveryImproved Delivery

According to USPS RegulationsAccording to USPS Regulations

Mailing lists need to be updated every 95 Mailing lists need to be updated every 95 days electronically, and every time a mail days electronically, and every time a mail piece is returned with the updated piece is returned with the updated information affixed (Change Of Address). information affixed (Change Of Address).

The USPS will test a small percentage of The USPS will test a small percentage of these pieces for compliance using the these pieces for compliance using the equipment at the Bulk Mail Entry Unit. equipment at the Bulk Mail Entry Unit.

How can we comply?How can we comply?

NCOA NCOA (National Change of Address)(National Change of Address)

When you move from one location to another, When you move from one location to another, you are supposed to fill out a change of address you are supposed to fill out a change of address card for the Post Office, which is the basis for card for the Post Office, which is the basis for the NCOA lists.the NCOA lists.

Prior to each outgoing mailing processed by Mail Prior to each outgoing mailing processed by Mail Services, or an outside vendor as Automation-Services, or an outside vendor as Automation-compatible mail, the mailing list needs to be compatible mail, the mailing list needs to be passed through NCOA software and CASS passed through NCOA software and CASS Certify to update addresses and to determine Certify to update addresses and to determine deliverability.deliverability.

Outgoing Desktop MailOutgoing Desktop Mail

FastForward (NCOA) is being performed FastForward (NCOA) is being performed on desktop mail that is sent to Kent State’s on desktop mail that is sent to Kent State’s contracted presort house. contracted presort house.

Mail is processed through a MLOCR and Mail is processed through a MLOCR and changes are made as they are presorting changes are made as they are presorting it for group postal discounts. it for group postal discounts.

This method gives no feedback for making This method gives no feedback for making corrections.corrections.

RETURNED MAIL RETURNED MAIL

Change of address requests on mail pieces are Change of address requests on mail pieces are called Ancillary Service Endorsementscalled Ancillary Service Endorsements or Address or Address Change (Correction) Service. Change (Correction) Service. When having mailers or envelopes printed, When having mailers or envelopes printed, request one of these phrases be printed 2 lines request one of these phrases be printed 2 lines below the return address: below the return address:

Address Correction RequestedAddress Correction Requested – Mail – Mail forwarded, copy back with changesforwarded, copy back with changes

Return Service RequestedReturn Service Requested – Mail Returned – Mail Returned with correction noticewith correction notice

Change Service RequestedChange Service Requested – Mail disposed, – Mail disposed, correction notice returnedcorrection notice returned

RECORD KEEPING RECORD KEEPING

The Postal Inspectors could ask for proof of The Postal Inspectors could ask for proof of compliance for up to 3 years after the date they compliance for up to 3 years after the date they investigate. KSU staff needs to keep the change investigate. KSU staff needs to keep the change of address records, returned mail and any other of address records, returned mail and any other proof for a period of 3 years. proof for a period of 3 years.

) Your department is currently being charged ) Your department is currently being charged back for 1st Class postage and return fees for back for 1st Class postage and return fees for each corrected mail piece. You can save your each corrected mail piece. You can save your department money by maintaining a clean, department money by maintaining a clean, updated mailing list. updated mailing list.

Addressing MailAddressing Mail

(so it gets delivered)(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.Benefits    Communications & Special Events  Compensation    Employee Relations   Equal Opportunity and Affirmative Action    Labor Relations   Records    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 Formatting Mailing Lists in ExcelLists 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 Completion of Work OrdersOrders

http://www.kent.edu/mailservices/upload/work-order-form.pdfhttp://www.kent.edu/mailservices/upload/work-order-form.pdf

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

Business Reply Mail BarcodesBusiness Reply Mail BarcodesEffective 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 ServiceBRM Personal Service

By 2011, Mail Services can provide you with By 2011, Mail Services can provide you with Personalized Business Reply EnvelopesPersonalized Business Reply Envelopes..

Available in lots of 500, can have up to Available in lots of 500, can have up to 2 lines2 lines with your Department, Name, or particular with your Department, Name, or particular project. Index # will be added in addition.project. Index # will be added in addition.

Details to come !!!Details to come !!!

Questions or Comments?Questions or Comments?

Contact Steve FinleyContact Steve FinleyManager Mail ServicesManager Mail Services

330-672-8703330-672-8703sfinley7@kent.edusfinley7@kent.edu

THANK YOU! THANK YOU!