# Presentation: 194309

## Move Update

- November 2008

**Notes:**
Today’s presentation covers four topics: Move Update, Intelligent Mail, Service Standards, and Customer Supplier Agreements.  

We begin with Move Update.

## Move Update Nov. 23, 2008

- Move Update is required for mailpieces claiming Presorted or Automation prices for First-Class® Mail
- Move Update is required for all mailpieces claiming Standard Mail® prices (Letters, Flats, Parcels and Not Flat-Machinables)
- To meet the Move Update standard, mailers must be using addresses on mailpieces that have been updated using an approved method within 95 days prior to the mailing date
- First-Class Mail or Standard Mail mailpieces that use an exceptional or an alternative address format are not required to meet the Move Update standard

**Notes:**
Postal regulations require mailers who claim presorted or automation prices for First-Class Mail to demonstrate that they have performed a Move Update within 95 days prior to the date of mailing.

Move Update is also be required for all mailpieces claiming Standard Mail prices. The same 95 day time period applies to Standard Mail.

The Move Update standard applies to the address used on the mailpiece. To be compliant the mailer must have used one of the authorized Move Update programs to check if a change-of-address exists for the address within the prior 95 days. 

Mailpieces that use an alternative address format are not required to meet the Move Update requirement. This is because the Postal Service does not forward mailpieces that have an alternative address format.

## Alternative Address Formats

**Alternative Address Formats – DMM 602:**
**Simplified Address = “Postal Customer”**
**Occupant Address = “Occupant”**
**Exceptional Address = **
**“****Jane Doe or Current Resident” or **
**“****Jane Doe or Current Occupant”**

**Notes:**
Alternative address formats include:

The simplified address, where the addressee line may be one line only that reads “Postal Customer,” 

The occupant address, where the addressee line reads “Occupant,” 

and the exceptional address, where the addressee line reads either “Jane Doe or Current Resident” or “Jane Doe or Current Occupant.”

Note that occupant and exceptional address formats must also include a delivery address line and the city, state and ZIP Code.

## Move Update Verification

**Signature on the Postage Statement by either the  Mail Owner or Agent certifies compliance**
**Postage Statements revised to indicate Move Update method**
**Mailers must record Move Update method**
**USPS can request substantiation of Move Update compliance**
**Move Update reports will be furnished in sites with MERLIN and Performance Based Verification (PBV) activated**

## Postage Statement Move Update Method Checkbox

**Postage Statement ****Move Update Method Checkbox**

## Substantiation

**Ancillary Service Endorsement**
- Copies of mailpieces with endorsement
- Copies of address notices received
- Demonstrate how address updates are used to update addresses
**Address Change Service/OneCode ACS**
- Billing reports or invoices
- Copies of mailpieces
- Demonstrate how address updates are used to update addresses
**FASTforward**
- MLOCR confirms *FASTforward* is turned on
*FASTforward *identifier on mailpiece
- Demonstrate how address updates are used to update addresses
- PS Form 6014, Certification of Move Update Compliance

## Substantiation (continue)

**NCOA****Link ****® **
**Processing Summary Report**
**Mailer System Output Reports**
**Billing Reports or Invoices**
**Demonstrate how address updates are used to update addresses**
**Alternative Method**
**Letter of approval from NCSC**
**Directly Acquired Addresses**
**Records to demonstrate how addresses were acquired**

## Move Update Verification Process

**Contains name, address and barcode (if available)**

**Sample extracted from the mailing is**
**processed on **
**MERLIN**

**Mailpiece ID can be used to identify any**
**piece found as an Error****.**

**Move Update Verification ****Process**

**BME clerk selects**
**sample mailpieces **
**for MERLIN verification**

**The NCSC performs a **
**DPV & Move Update**
**validation****  **

**Move Update **
**Verification results **
**are displayed in**
** *****PostalOne!***

**Results forwarded**
**to *****PostalOne!***** **

**Mailpieces are **
**run on MERLIN, **
**data file sent to NCSC**

**Notes:**
(Speaker Note: Bold text below is the exact language within each box above)
Here is a flowchart to help you understand how the 95 day clock starts when you perform Move Update on the addresses you mail to. Let’s go through this together: Date of First Mailing on or after November 21, 2008: 

The first question to ask is: Does mailpiece bear an alternative address format? Remember? It’s that “Jane Doe or Current Resident” format we reviewed earlier. If yes, going to the “green light“ box to the right: Address does not have to meet Move Update standard. You are good to go – no further action is necessary.

If the answer is “No”, then going down to the next box the second question needs to be asked: Was address directly acquired from your customer within 95 days? We give you a 95 day grace period for those addresses you get directly from your customers you are mailing to. If your answer is yes, going to the “green light“ box to the right: Continue to use existing address for remainder of 95 days - address currently meets Move Update standard. Here again, you are good to go – no further action is necessary for this mailing.

(Don’t Click – See next slide’s notes for continuation)

## MERLIN Mailpiece Identification Number (MPID)

- 156

- 136

**Mailpiece ID** **>**

## Move Update FeedbackReports Today

**Mailing’s MoveUpdate Address Validation Report**

## Move Update Worksheet Near Future

## Move Update Verification Update 

**As occurs today, if First-Class mailers are unable to confirm Move Update method, mailing is not eligible for First-Class mail discount prices**
**Data Evaluation and Thresholds**
**Business Mail Acceptance being trained**
**Reports shared for First-Class and Standard Mail during transition period**
**Assessments based upon thresholds after transition period**

## Move Update Feedback

**Appendix**

## Move Update Methods

**There are 6 ways a mailer can perform a      **
**   ****Move Update.**
**4 of these methods are pre-approved, and 2 **
**   ****of these methods require separate approval**.

**Notes:**
There are 6 ways a mailer can perform a Move Update.

4 of these methods are pre-approved, and 2 of these methods require separate approval.

## 4 Pre-Approved Methods:
Ancillary Service Endorsements
ACS® or OneCode ACS®
NCOALink ® 
FASTforward® Multiline Optical Character Reader 
2 Methods Requiring Separate Approval:
Legal Restraint Method
99 Percent Accuracy Method

**Ancillary Service Endorsements**
**ACS® or OneCode ACS®**
**NCOA****Link ****® **
***FASTforward*****® Multiline Optical Character Reader**** **
**2**** ****Methods Requiring Separate Approval:**
**Legal Restraint Method**
**99 Percent Accuracy Method**

**Move Update Methods**

**Notes:**
The four pre-approved methods include the use of ancillary service endorsements, the ACS and OneCode ACS programs, NCOALink, and the use of the FASTforward Multiline Optical Character Reader.

## Move Update Methods

**Ancillary Service Endorsements**

**Notes:**
All of these methods will now be described in detail, beginning with the use of ancillary service endorsements.

## Ancillary Service Endorsements

** ****On-piece mailing instructions **
** ****Same handling for all classes of                             **
**   ****mail**
** ****Very different fees applicable****   for First-Class and Standard!**

**Return**
**Address**
**Change**

**Endorsements **
**keywords**

**Endorsement**

**Service Requested**

**Ancillary Service Endorsements**

**Followed by...**

**Notes:**
One of the approved methods for Move Update is the use of an appropriate ancillary service endorsement on mailings. 
Ancillary service endorsements allow mailers to obtain the addressee’s new address if the addressee filed a change-of-address order with the Postal Service, or the reason for non delivery. These endorsements also provide the Postal Service with instructions on how to handle undeliverable-as-addressed mail, does the mailer want the piece to be returned, forwarded, or disposed of at the delivery Post Office? 

To initiate this method, a mailer prints an ancillary service endorsement on the mailpiece. This endorsement can be placed in one of several regions on the mailpiece.

Some examples of ancillary service endorsements are Return Service Requested, Address Service Requested or Change Service Requested. These are the only ancillary service endorsements that can be used to meet the Move Update requirement.

Although the meaning of the different ancillary service endorsements are the same regardless of mail class, there are very different fees that apply depending on the mail class. Standard Mail mailers must be extremely careful when using ancillary service endorsements as their method of Move Update compliance as there can be substantial fees that result if the mailing list is not current. 

## Ancillary Service Endorsements

**Return Service Requested**
**The Postal Service will return non-deliverable mailpieces with the new address information, or the reason for non-delivery.**
**No forwarding service is provided.**

**Notes:**
When a mailer applies the “return service requested” endorsement on a mailpiece, the Postal Service will return non-deliverable mailpieces with the new address information, or reason for non-delivery.  The mailpiece is not forwarded when the Return Service endorsement is applied to a mailpiece. 

## Ancillary Service Endorsements

**Address Service Requested**
** ** **Service provided varies by time period:**
**Months 1 – 12: the mailpiece is forwarded at no charge; the mailer is provided a separate hardcopy notice of the new address for a fee**
**Months 13 – 18: the mailpiece is returned with the new address attached**
**After month 18 or if undeliverable at any time: the mailpiece is returned with reason for nondelivery**

**Notes:**
When a mailer applies the “address service requested” endorsement on a mailpiece, the service varies by time period.

In the first twelve months following a change of address order received by the Postal Service, the Postal Service will forward the mailpiece at no charge, and provide the mailer with a separate hardcopy notice of the new address for a fee. 

For the thirteenth through eighteenth month after the effective date of a change of address order, the Postal Service will return the mailpiece with the new address attached. 
After month eighteen, or, if the mailpiece is undeliverable at any time, the Postal Service will return the mailpiece with the reason for nondelivery shown on the mailpiece.
For First-Class Mail, there are never any charges for the forwarding or return of a mailpiece.
For Standard Mail, a “weighted” fee is charged on all mailpieces that are returned, when “address service requested is used. This fee covers the cost of any forwarding and return of Standard Mail and is calculated by multiplying the First-Class Mail (or Priority Mail for pieces over 13 oz.) single-piece price for the weight of the Standard Mail mailpiece times 2.472.

## Ancillary Service Endorsements

**Change Service Requested**
**Separate notice of a new address or reason for nondelivery is provided; in either case, a fee is charged.**
**Mailpiece is not forwarded or returned, but disposed of by the Postal Service.**
**For First-Class Mail this endorsement is available *****only***** when used in conjunction with ACS or OneCode ACS.**

**Notes:**
When a mailer applies the “Change Service Requested” endorsement to a mailpiece, the Postal Service will provide the mailer with a separate notice of the new address, or the reason for nondelivery, for a fee.  The mailpiece is not forwarded or returned, but is disposed of by the Postal Service.  

For First-Class Mail, the “Change Service Requested” endorsement is available only when used in conjunction with ACS or OneCode ACS.

There is a second option available with the Change Service Requested endorsement for First-Class Mail if using ACS or OneCode ACS. This option allows mailpieces that can be forwarded to be sent to the new address with all other undeliverable mail disposed of. In all cases, an ACS or OneCode ACS notice is provided to the mailer.

## Ancillary Service Endorsements

**For an address to meet the Move Update requirement, the mailer must send at least one letter or card to an address with an approved ancillary endorsement within 95 days before reuse of the address.**
**To complete the Move Update process, the mailer must make the address change received as a result of the use of approved ancillary endorsement.**
**It is recommended that the mailer retain address correction records for up to two years.**

**Notes:**
For an address to meet the Move Update requirement, the mailer must send at least one letter or card to an address with an approved ancillary endorsement within 95 days before reuse of the address.

To complete the Move Update process, the mailer must make the address change received as a result of the use of approved ancillary endorsement.

It is recommended that the mailer retain address correction records for up to two years.

## Move Update Methods

**ACS****®**** and OneCode ACS****®**

**Notes:**
Now lets talk about another Move Update method using the programs ACS or OneCode ACS.

## ACS® and OneCode ACS®

**An electronic enhancement to traditional, manual methods of providing change-of-address information to mailers.**
**Mailers add a unique mailer identification code to the address area of their mailpieces to identify them as ACS participants.**
**The Postal Service uses the mailer identification code to send change-of-address information electronically to the mailer.**
**Mailers can choose to receive electronic notifications daily, weekly, biweekly, or monthly.**
**Available for all classes of mail.**

**Notes:**

ACS is an electronic enhancement to the traditional, manual method of providing change-of-address information to mailers, as described previously in the ancillary endorsements section.  

To initiate this Move Update method, mailers add a unique mailer identification code to the address area of their mailpieces to identify them as ACS participants.

The Postal Service uses the mailer identification code to send change-of-address information electronically to the mailer.

Mailers can choose to receive the electronic notifications daily, weekly, biweekly, or monthly.

ACS is available for all classes of mail.

## (ACS®)

**Tanya Hyde-Goode Inc**
**123 Main St**
**Memphis TN  38101-1234**
**Change Service Requested**

**DEW**

**456 ELM ST**

**CANDICE WAITE **

**MEMPHIS TN 38188-0001**

**STE 201**

**#BXBJDCK  ************* 5-Digit 38188**

**#WAIC 381 SEP 2009#**

**Mailer Participant Code****>**

**Optional Keyline****>**

**PROCRASTINATORS ANNOYMOUS LLC**

**<**** ****Ancillary Service Endorsement**

**(ACS****®****)**

_**Address Change Service**_

- PRSRT  STD
- AUTO
- US POSTAGE PAID
- NEW YORK, NY
- PERMIT NO. 1

**Notes:**

To participate in ACS, the mailer must obtain a mailer’s “participant code” from the Postal Service’s National Customer Support Center, and apply it to the top of the address label, as shown in the diagram here. The Postal Service uses this mailer participant code to send change-of-address information electronically to the mailer that is linked to the Mailer ID.

The “optional keyline” is created by, and used by, mailers to identify their own end customers when address correction notifications are received from the Postal Service. When the Postal Service cannot deliver a mailpiece the mailer can use the optional keyline information returned by the Postal Service to link the electronic notice provided to a customer address record and make the appropriate update to the address record.

The “Ancillary Service Endorsement” is used to instruct the Postal Service on regarding the mailpiece's appropriate disposition after the change-of-address information is sent electronically to the mailer. 

## OneCode ACS®

**1**

**Kay Shira Weather Forecasting Limited**
**123 Main St**
**Memphis TN  38101-1234**
**Electronic Service Requested**

**6060 PRIMACY PKWY STE 201**

**LES ISMORE**

**MEMPHIS TN 38188-0001**

**OneCode ACS****®**

**DEPRECIATION CONSULTANTS**

- The mailer must print ancillary service endorsement on Standard Mail®

**<**** On-Piece Endorsement**

- PRSRT  STD
- AUTO
- US POSTAGE PAID
- NEW YORK, NY
- PERMIT NO. 1

**Notes:**
OneCode ACS is the next generation of ACS.  As shown in the diagram here, the mailer participant code and optional keyline information are inserted into an Intelligent Mail Barcode.  This will allow faster reading and transmission of information both to and from the Postal Service.  

The on-piece Ancillary Service Endorsement is required on Standard Mail and optional on First-Class Mail when participating in the OneCode ACS program. The ancillary service endorsement is used to instruct the Postal Service regarding the mailpiece's appropriate disposition upon determining that it is undeliverable as addressed in situations where the piece must be handled manually.  

The use of the ancillary service endorsement “Electronic Service Requested” is recommended when participating in the OneCode ACS program. When this endorsement is used, the mailpiece disposition is determined by the value contained in the Intelligent Mail barcode. When a different ancillary service endorsement is printed on the mailpiece, the printed endorsement is used to determine mailpiece disposition and the value in the Intelligent Mail barcode is ignored.

Mailers can use OneCode ACS with letters and flat-size mailpieces mailed as First-Class Mail, Standard Mail, and Periodicals. 

## Move Update Methods

**NCOA****Link ****®**

**Notes:**
Now lets talk about another Move Update method called the NCOALink.

## 
NCOALink is an address correction service provided to mailers through companies licensed by the Postal Service.

Computer software purchased, leased, or developed by the licensee is used to access the NCOALink database.

**NCOA****Link**** is an address correction service provided to mailers through companies licensed by the Postal Service.**
**Computer software purchased, leased, or developed by the licensee is used to access the NCOA****Link ****database.**

**NCOA****Link**

**Notes:**
NCOALink is an address correction service provided to mailers through companies licensed by the Postal Service.

Individual mailers can also license NCOALink for their internal use to maintain their address lists.

Computer software purchased, leased, or developed by the licensee is used to access NCOALink data.

## NCOALink

**Updated change-of-address information for the entire country is provided on a regular basis to the licensee by the Postal Service through the  NCOA****Link ****database.**
**The licensees match mailing lists submitted to them by mailers on tape or disk against the information contained in the NCOA****Link ****database.**
**If a match is made, NCOA****Link**** can correct the address *****before***** it is printed.**

**Notes:**
Updated change-of-address information for the entire country is provided on a regular basis to the licensee by the Postal Service through the  NCOALink database.

The licensees match mailing lists submitted to them by mailers on tape or disk against the information contained in the NCOALink database.

If a match is made, NCOALink can correct the address before it is printed. 

## NCOALink

**The NCOA****Link ****process improves mail deliverability by providing mailers with current, standard, delivery point coded addresses for individual, family, and business moves.**

**Notes:**
The NCOALink process improves mail deliverability by providing mailers with current, standard, delivery point coded addresses for individual, family, and business moves.

## Move Update Methods

***FASTforward******®****** *****Multiline Optical **
**Character Reader (MLOCR)**

**Notes:**
Now lets talk about another Move Update Method called FASTforward® Multiline Optical Character Reader, also known as the FASTforward® MLOCR.

## FASTforward® MLOCR

**The *****FASTforward *****system consists of a Postal Service-owned, and user-licensed, computer system containing *****FASTforward***** name and address-matching software, and the Postal Service’s change-of-address database.**

**Notes:**
The FASTforward system consists of a Postal Service-owned and user-licensed computer system containing FASTforward name and address-matching software and change-of-address database.  

## FASTforward® MLOCR

***FASTforward***** hardware and software are interfaced with commercial MLOCR equipment.  As automation-compatible mailpieces run through the MLOCR, the names and addresses are checked against the COA information contained in the *****FASTforward***** system, and if a COA is applicable, the correct address and barcode are sprayed on the mailpiece.**
**Using *****FASTforward *****MLOCR allows mailers to avoid delays associated with traditional mail forwarding.**

**Notes:**
Fastforward  hardware and software are interfaced with MLOCR equipment.  As automation-compatible mailpieces run through the MLOCR, the names and addresses are checked against the change-of-address information contained in the Fastforward system, and if a change-of-address is applicable, the correct address and barcode are sprayed on the mailpiece.

 Using FASTforward MLOCR allows mailers to avoid delays associated with traditional mail forwarding.

## Move Update Methods

**Legal Restraint Method**

**Notes:**
The final two Move Update methods are not pre-approved, but rather require separate approval.  The first of these methods is the Legal Restraint Method.

## Legal Restraint Method

**Mailers who claim they are restricted from incorporating Postal Service COA information into their mailing lists without permission from the addressees may request approval from the Postal Service’s National Customer Support Center.**

**Notes:**
Mailers who claim they are restricted from incorporating Postal Service change of address information into their mailing lists without permission from the addressees may request approval from the Postal Service’s National Customer Support Center.

## Legal Restraint Method

**Unless the mailer is a federal, state, or local government entity, the request must be accompanied by citation of the specific legal restriction, including copies of the statutes or regulations**
**Federal, state or local government entities must still make a request, but will receive a letter of approval without having to submit a citation**.

**Notes:**
Unless the mailer is a federal, state, or local government entity, the request must be accompanied by citation of the specific legal restriction, including copies of the statutes or regulations

Federal, state or local government entities must still make a request, but will receive a letter of approval without having to submit a citation.

## Legal Restraint Method

**Mailers approved to use the Legal Restraint Method must have a process in place to: **
**Identify customer change-of-address using   **
**   ****approved Move Update programs within 95 days     **
**   ****of mailing**
**Contact customer within 30 days to request **
**   ****address correction from customer**
**Make changes to address information within 30 **
**   ****days of receiving change from customer**
**Keep documentation of above steps for 2 years**

**Notes:**
Being provided a Legal Restraint alternative does not eliminate the requirement for the mailer to use a Move Update program to identify their moving customers.

To be eligible for the Legal Restraint alternative the mailer must use one of the authorized Postal Service programs, NCOALink, ACS, FASTforward, or ancillary service endorsements, to identify customer changes-of-address. The mailer must have used one of the authorized programs within 95 days of the mailing.

Once the mailer learns of a customer’s change-of-address they have 30 days to contact the customer and request the customer provide an address correction notice so the mailer can update the address list. The mailer can use any method they prefer to contact the customer, telephone, mail, email, etc.

After getting an address correction update the mailer must apply the update to their address list within 30 days. If the mailer does not receive an address correction from the customer they can continue to send mail to the customer’s old address at a discounted price.

The mailer must be able to show that they made the effort to contact the customer to request the customer update their address record. This documentation should include the method and date each step was performed. The documentations should be retained by the mailer for 2 years and provided to the Postal Service if requested.

## Move Update Methods

**99 Percent Accuracy Method**

**Notes:**
Our final Move Update method is the 99 Percent Accuracy Method.  This method also requires separate Postal Service approval.

## 99% Accuracy Method

**   ****Mailers who believe their mailing lists are already accurate because their customers diligently notify them of address changes may meet their Move Update requirements by:**
**Getting approval from the National Customer Support Center and following a 4 step validation process**.

**Notes:**
Mailers who believe their mailing lists are already accurate because their customers diligently notify them of address changes may meet their Move Update requirements by:

Getting approval from the National Customer Support Center and following a 4 step validation process.

## 99% Accuracy Method

**To determine if the mailer has current address information for their customer, the Postal Service evaluates the address list for accuracy.**
**If less than 1% of the customer addresses in the address list have a change-of-address detected, the mailer is given written approval to use the 99% Method to satisfy the Move Update requirement **_**for the address list tested**_**.**
**The Postal Service will periodically review the mailing list to determine if it is being kept up-to-date.**

**Notes:**
If the mailing list is in compliance after the third year, the mailer will be permitted to mail based on the validation process for the next 4 years.  However, at the end of each 4-year cycle, the mailer must show that the mailing complies with current standards.  If the list doesn’t meet compliance with current standards, it will have to be revalidated using the initial verification process.

## Move Update Resource Information

**Move Update Resource Information**

**Notes:**
For more information on the Move Update process, mailers can visit the Postal Service on the web at 
www.usps.com/ncsc/services/  or ribbs.usps.gov

call customer support at 800-238-3150.

or, access our Publication 363, Updating Address Lists Is a Smart Move, at usps.com.