# Presentation: 288891

## Gail Milton
Address Management, USPS 
&
Mike Sexson
Special Projects, State of CO 

- Address Management, USPS
- &
- Mike Sexson
- Special Projects, State of CO

**HOW GOVERNMENT AGENCIES USE ADDRESS QUALITY TO BETTER SERVE THE COMMUNITY**

## QUALITY ADDRESSING PROFESSIONAL CERTIFICATE

***This session qualifies as one of the four Addressing sessions, in addition to the Tuesday, May 20******th****** General Session needed for the****** ******Address Quality Specialist Certificate!***

## Announcing 2 New Symposiums

*15 Presentations focusing on Intelligent Mail*
*See Page 20 of the Catalog** *

*7 Presentations focusing*
*on Direct Mail and the Environment*
*See Page 21 of the Catalog*

***Announcing 2 New Symposiums***

## Value of Address Quality

- 147 million addresses
- 1.8 million new addresses
- 45 million change of address

**Notes:**
We have been advocating for years about the value of Address Quality.  Even if you have all the right tools and the agencies are not using the service, it does not do you any good.
The Postal Service delivers to over 147 million addresses, approximately 1.8 million addresses are added to the national database each year and over 45 million changes of addresses are being filed yearly.
Before clicking on slide 3 
If you are not taking a proactive approach to managing your address lists ....

## Slide 5

**Notes:**
The results I can guarantee are creating or adding to your UAA (Undeliverable as addressed).

## Your List

- What is the source for your list?
- Provided to you
- Rented
- Built In-House
- What are you doing with your lists?
- Take advantage of Address Cleansing tools

**Notes:**
What is the source for your list? 
Are you buying or renting a list?
Is it provided to you by the agency?
Do you build or create your own list in house?
Regardless of how you obtain your list, you need to take advantage of Address Cleansing tools to ensure the best opportunity for your mail to get into the hands of the person you want it to.
Maybe you or your boss thinks that “addressing stuff is a nuisance” or just an “added costs to your business” or “we do it because we have to in order to get a discount” or “ we do not have it in our budget to spend the money to do that stuff... do you think money grows on trees?”

## Returned Mail

- $60,000

**Notes:**
What would you boss say if you had to pay for $60K for postage on returned mail?         Would you have to find the money then?

## ROI

- Why does it matter?
- Physical address quality - addressing elements to construct a specific delivery address
- Move Update quality – name of the addressee AND the new address at which they reside
- Overall Costs – paper, printing, ink, list processing, energy
- Response rates

**Notes:**
Why does it matter?   We want to show you how to get a better return on your investment
There are several important aspects, that if you pay attention to this and work on this, your results from your investment will dramatically improve.
Physical address quality - addressing elements to construct a specific delivery address
Move Update quality – name of the addressee AND the new address at which they reside
Overall Costs – paper, printing, ink, list processing, energy
Response rates

## Address Quality Tasks

- What should you be doing?
**Total Address Quality** *with*...
- Addressing Accuracy Tools and
- Customer Data Management Tools

**Notes:**
What should you be doing?     Total Address Quality with Addressing Accuracy and Customer Data Management Tools
Well, the Postal Service has lots of these tools for you!!

## Addressing Accuracy Tools

- CASSTM
- DPV®
- LACSLink®
- AEC & AEC II®
- SuiteLinkTM
- AIS Products

**Notes:**
Here are the address accuracy tools
CASS - 
Use CASS certified software at the very least within 185 days of mailing.  Soon this requirement will be changed to 90 days.
CASS now includes two additional elements – DPV and LACS
DPV allows you to confirm whether or not each address on your mailing list is recognized as a valid delivery point by the USPS
LACS – converts addresses that are changed by local governments
Such as rural route address style to street style conversions
Renumbering changes
Street name changes
Basically the delivery point remains the same and the residents have not moved, but the official mailing address has been changed.
AEC – this is a USPS offered service which is designed to resolve the “worst of the worst” addresses (those that can not be ZIP+4 coded and/or DPV confirmed)

AEC resolves many address deficiencies. It does not resolve move-related issues.
Suite Link improves business addressing by adding known secondary (suite) numbers to allow delivery sequencing where it would otherwise not be possible.  Given a business name and an associated ZIP+4 coded address that matches to a high-rise default, the SuiteLink process will return the appropriate suite number when available.
AIS Products – are all the products comprised of Address Management System data – carrier route product, city state product, ZIP+4 just to name a few.

## Customer Data Management Tools

- NCOALink®
- ACSTM
- OneCode ACSTM
- ANKLinkTM

**Notes:**
Here are the Customer Data Management tools
NOCA Link 
OneCode ACS, or ACS
Did you know that approx. 78% of UAA is move related?
When was the last time that your addresses were processed using NCOA or ACS?
Have you incorporated that change of address notification you received into your list?
These Customer Data Management tools are both pre and post mailing MoveUpdate processes.

## How does this add up?

- Getting your message into the right hands
- Increase sales and response
- Reduces costs associated with Undeliverable as Addressed (UAA) mail

**Notes:**

How does this add up?
Getting your message in the right hands
	The IRS realized in 2001 the benefit of using the Postal Service’s Change of Address data to update the “last known address” of a taxpayer.  The IRS is licensed as an NCOALink provider.  They use the Postal Service’s NCOALink data as part of their  customer data management process.
Increase sales and response
Reduces costs associated with UAA
Remember the costs associated with UAA is not just the wasted postage.. it is the printing, paper, labor, processing time, lost sales, lost customer contact, environmental impacts
Reducing your costs associated with UAA will improve your ROI !

## How do you succeed?

- Grow your own money tree by using Address Quality tools.

**Notes:**
How do you succeed? By growing your own money tree.  Implement Addressing Accuracy and Customer Data Management tools and show your management and other departments the value . Instead of spending the $60K on returned postage – reappropriate it so you can mail more, bigger mailpiece, better paper etc...

## Mike Sexson
Special Projects Coordinator
Marketing and Research Coordinator
State of Colorado

- Special Projects Coordinator
- Marketing and Research Coordinator
- State of Colorado

## Colorado and UAA Mail

- The Typical Price of Postage - .42 cents
- The Average Price of a Printed Envelope - .04 cents
- The Average Price of a Printed Sheet of Paper on 2 sides - .05 cents
- Average Labor - $20.00 hour
- Address Cleansing in Colorado – Not Priceless but a Savings of $4 Million in Postage Alone the First Year!
- The Costs of Missed Opportunities – _That’s Priceless_

## The Beginning of an Idea!

- IDS – Integrated Document Solutions
- USPS® Schedules Meeting
- The Problem
- What they can do to help
- Wish List
- Stake Holders for the Meeting
- USPS
- IDS
- Other Colorado Government Agencies

## How or What to do!!

- Understanding the Hurdles from the USPS® View
- IDS Hurdles
- IDS is Committed All the Way
- The First Step of a Plan of Action!

## The Road Map for a Strong Foundation!

- The Support Committee

## First Committee Meeting

- All or None
- What do we want to do?
- Wish List
- Involve the Governor’s Office

## Second Meeting - Education

- Stake Holders
- Demos and Education
- Confidentiality Agreement
- Testing

## IDS and All State CO Agencies Agreement

- MEMORANDUM OF UNDERSTANDING
- CONFIDENTIALITY AGREEMENT
- Agreement and understanding between the State of Colorado, Department of Personnel and Administration, Division of Central Services (DCS), Integrated Document Solutions, whose offices are located at 1001 E. 62nd Avenue, Room A11, Denver, Colorado 80216, hereinafter referred to as “IDS”, and the Department of __________________________, located at ___________________ hereinafter referred to as "Agency."
- Whereas, the Agency agrees to furnish IDS access to electronic data files that contain mailing addresses for the sole purpose of running data as a test against different types of address cleansing software to identify potential cost savings for the State and to ensure compliance with current and future USPS standards; and
- Whereas, IDS agrees to review, examine, inspect or obtain such information only for the purposes described above, and to otherwise hold such information confidential pursuant to the terms of this agreement.
- NOW THEREFORE, it is hereby understood that:
- 1.  The Agency shall furnish IDS certain confidential information as described on attached list and the Agency may further allow Agency employees or representatives to disclose information to IDS under the following conditions:
- a.  IDS agrees to hold all information received in confidence and that it shall be used only for the contemplated purpose stated herein, and shall not be used for any other purpose or disclosed to any third party under any circumstances.  Any Open Records Act request received pursuant to C.R.S. § 24-72-201 et  seq. shall be directed to the Agency as appropriate.
- b.  IDS shall make no copies or otherwise extract or retain any details from the information obtained from the Agency.
- c.  The information obtained shall not be disclosed to any third party unless said party agrees to execute and be bound by the terms of this agreement and the Agency has granted prior approval for the disclosure.
- 2.  For the purpose of this agreement, the persons named below are designated the representatives of the parties.
- IDS:						Agency:
- Mike Sexson
- Dept of Personnel and Administration
- Division of Central Services -
- Integrated Document Solutions
- 1001 E. 62nd Ave, Room A11
- Denver, CO 80216
- (303) 866-5320
- FAX (303) 866-4024
- Mike.sexson@state.co.us
- 3.  This agreement shall be binding upon and inure to the benefit of the parties, their successors and assigns.
- 4.  This constitutes the entire understanding between the parties.
- Department of					Department of Personnel and Administration
- 						Division of Central Services
- _                                                 _			_                                                       ___                   _
- Authorized Signature/Date			Authorized Signature/Date

## USPS® Complete Support

- NCOALink®
- Ask for the World

## Meeting with the Governor’s Staff

- EDO Two Phases
- GEMS Support

## The Announcement

- Executive Director’s Order (EDO) from the Governor
- We are Equal

## The Map to Success by Being a Smarter Government by the Power of Partnership

- Partner With USPS
- Discuss Stake Holders
- Set Meeting Date

- First Meeting
- Stake Holders invited
- Discuss Problem
- Set up Second Meeting

- Second Meeting
- Committee Organized
- Demo’s and Education
- Confidentiality Agreements
- Testing Discussed

- Set up Meeting with Governor’s Legal Counsel
- Governor’s Budget Director
- Pros and Cons of Doing Project
- Discuss EDO

- Run Test’s on Different Agency’s Data
- Compile Data of % that is Bad
- Get Data on Amount of Postage used State Wide
- Work with your Legislative Liaison

- Become Vendor for NCOA link
- Research Software that is Best Fit
- Develop Process for Using the New Service
- Go through Procurement Process

- Run Program in Test Mode
- Educate Government Agency's
- Educate by Running the Program
- Announce EDO / Program

- Work on Rough Draft for EDO Together

-  Continue to Become a Smarter Government
-  Continue to Keep all Government Agency's Educated

## True or False Questions

- The U.S. Postal Service® can assist government agencies in reducing mail expenses?
- Move Update Products and Services can help Government Agencies keep up with moving citizens?
- Government Agencies are exempt from following USPS® Addressing Requirements?

## Thank You

## Quality Addressing Track

_**Monday**_
*Tools & Techniques that Make the Case for Address Quality*
- Ruth Jones/Gary Seitz - Period 5, **10:00 - 11:00am - Room 212AB**
*What are “Bad” Addresses & What to do With Them*
- Charles Hunt/Kevin Conti - Period 6, **11:15am - 12:15pm - Room 212AB**
_**Tuesday**_
*Move Update – How to Keep in Touch With Moving Customers*
- Audrey Conley/Adam Collinson - Period 10, **10:00 - 11:00am - Room 212AB**
*Intelligent Addressing to Achieve 100% Mail Integrity*
- Jim Wilson/Eric Houger - Period 11, **11:15am - 12:15pm - Room 210AB**
*How Government Agencies use Address Quality to Better Serve the Community**               *                 Gail Milton/Mike Sexson - Period 13, **3:15 - 4:15pm - Room 212AB**
_**Wednesday**_
*The ROI of Address Quality*
- Charles Hunt/Chris Lien - Period 16, **2:15 - 3:15pm - Room 212AB**
*Stump the Experts with Your Un-codable UAA Mail*
- Jim Wilson/Alice VanGorder - Period 17, **3:30 - 4:30pm - Room 212AB**