Technical Guide

April 2002

**ADVANCE Notification & Tracking System Technical Guide • April 2002**

**Table of Contents**

**ADVANCE
Overview\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
1**

**Mail Alerts Overview
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
1**

**The ADVANCE Process
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
1**

**The ADVANCE Quality Check System
(AQCS)\...\...\...\...\...\...\...\...\...\...\...\...\...\..... 2**

Objective/Benefits of
AQCS\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....
2

Overview of AQ 2

Requirements to Participate in AQCS
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
2

**For More Information
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....
3**

**Standard Mail Requirements
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....
4**

**Periodicals Requirements
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
5**

**Mail Alert Requirements
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
5**

**File Transmission Via the Internet
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....
6**

**File Naming Conventions
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
6**

**ADVANCE Standard Mail Header File Layout
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.... 8**

**ADVANCE Periodicals Header File Layout
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\..... 9**

**ADVANCE Detail File Layout
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
10**

**ADVANCE Confirmation
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
10**

**Mail Alert Standard Mail, Package Services, and**

**First-Class Mail Header File
Layout\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
11**

**Mail Alert Periodicals Header File Layout
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\..... 12**

**Mail Alert Detail File
Layout\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....
13**

**Data Element Definitions
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
14**

**ADVANCE and Mail Alert Mailpiece Image Files
\...\...\...\...\...\...\...\...\...\...\...\...\... 17**

**Data Reports
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....
17**

**Frequently Asked
Questions\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
18**

**Appendix A: Area ADVANCE Coordinators
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\..... 20**

**Appendix B: Delivery Performance Summary Report
Samples\...\...\...\..... 21**

Sample 1: Area Summary Mailer Report
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
22

Sample 2: District Summary Mailer
Report\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
23

Sample 3: ZIP Code Summary Mailer Report
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
24

Sample 4: Daily Performance by ZIP Code Mailer Report (Cumulative)
\...\...\...\...\...\...\...\...\...\...\...\...\..... 25

Sample 5: Daily Performance by ZIP Code Mailer Report (Additive)
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.... 26

Sample 6: DUC ZIP Code Comments Report
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
27

**ADVANCE Notification & Tracking System Technical Guide • April 2002**

Sample 7: State Summary Mailer Report
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....
28

**Appendix C: Mailer Summary Letter : Standard Mail Mailings
Only\...\....29**

**ADVANCE Mailer ID Application
Form\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....30**

**ADVANCE Overview**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
1**

**ADVANCE Overview**

The ADVANCE Notification and Tracking System was developed to facilitate
the

delivery and tracking of USPS Standard Mail and Periodicals mailings
with

specific in-home delivery windows. ADVANCE provides mailer delivery

performance reports and data for each mailing.

ADVANCE is a service that tracks the delivery process for qualified
Standard

Mail and Periodicals mailings. Mailers must meet certain requirements
for the

USPS to post ADVANCE mailings on the Web.

**Mail Alerts Overview**

Mail Alerts were developed to electronically notify delivery units (DUs)
and

postal managers of scheduled First-Class Mail, Standard Mail, Package
Services,

and Periodicals mailings for an upcoming month. Mail Alerts are
currently

published in the *Postal Bulletin*.

Mail Alerts via the Web is a service that uses the ADVANCE
infrastructure to distribute

the notifications. Mailers must meet certain requirements for the USPS
to

post a Mail Alert on the Web. At this time, there are no Mail Alert
reports available.

**The ADVANCE Process**

Using ADVANCE to track date-sensitive mailings is easy. At least eight
business

days before the beginning in-home requested delivery date for a Standard
Mail

mailing or the preferred delivery date/publication issue date (if a
preferred delivery

date is not specified) for a Periodicals mailing, mailers are required
to provide

detailed information about their upcoming mailings to the National
Customer

Support Center (NCSC) located in Memphis, Tennessee. In addition to
supplying

the two data files containing information on the mailing, Standard Mail
mailers

are required to provide an actual mailpiece or image of the mailpiece to
the NCSC

(Periodicals mailers are not required to send the NCSC a mailpiece). The
NCSC

also requires a copy of the facing slip if one is used in the mailing.
The NCSC processes

the mailing information before sending the information to the
appropriate

DUs.

There are approximately 7,000 DUs, which serve over 11,000 ZIP Codes,
participating

in the ADVANCE system. ADVANCE posts information via the Internet to

all participating units that have mail volume that meets or exceeds the
mail-piece

requirements per mailing. Participating DUs include those having ten or
more carrier

routes and/or a computer system. ADVANCE will send a notification to all

participating delivery units in which mail volume does not meet the
minimum

requirements per mailing.

When the mailpieces arrive at the DU, the date the mailing was located
is entered

by the DU. Then, as the delivery events occur, the DU enters when
delivery began

and when it was completed. Using this process, the district and area
offices can

track the mailing to ensure receipt and delivery at the DU.

**The ADVANCE Quality Check System (AQCS)**

**2 ADVANCE Notification & Tracking System Technical Guide • April
2002**

After the DU has entered the required dates, ADVANCE provides delivery
performance

reports for Standard Mail mailings calculated from the data entered by
the

DU. These reports can be obtained in real time through the ADVANCE
Mailer

Web page, where it can be viewed and/or downloaded by the mailer in a
password-

protected environment.

**The ADVANCE Quality Check System (AQCS)**

**Objective/Benefits of AQCS**

AQCS is an independent check of the accuracy of the ADVANCE system. The

purpose of AQCS is to monitor the accuracy of ADVANCE over time and to
provide

information that will help the USPS improve ADVANCE. AQCS is not

designed to target non-compliant delivery units, nor is it meant to
replace the

ADVANCE system.

Standard Mail and Periodicals mailers who participate in AQCS are
provided with

valuable data on each mailing scheduled in the form of both daily and
end-ofmailing

reports. These reports contain timely receipt data from the independent

reporter panel and critical comparisons to the requested in-home dates
and data

from ADVANCE.

**Overview of AQCS**

AQCS is a seed program administered by PricewaterhouseCoopers. It is
based on

a panel of household reporters who track and report the receipt dates of
specific

ADVANCE mailings.

The Scope of AQCS is currently as follows:

• 2,000 reporters across the country

• 450 5-digit ZIP Codes tracked (3-5 reporters per ZIP Code)

**Requirements to Participate in AQCS**

There is only one key requirement to participate in AQCS -- the
printer/mailer

must already be participating or willing to participate in the ADVANCE
system. It

is important to note that the mailings that are measured in AQCS must
qualify for

and be measured in ADVANCE (i.e. meet the minimum mailing requirements).

Although the benefits of participating in AQCS are substantial, the
costs are minimal.

Through AQCS, mailers have the benefit of two service performance
measures

based on one system. Just like ADVANCE, there are no direct fees

associated with participating in AQCS. The only cost associated with
AQCS is the

mailpieces cost.

**For More Information**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
3**

**For More Information**

ADVANCE & Mail Alerts Please contact your USPS account representative;
the NCSC at 800-238-3150;

Alexis Broadhurst-Ross, National Program Manager at 202-268-3765; e-mail

**ncsc.adv@usps.gov**, or write

ADVANCE

NATIONAL CUSTOMER SUPPORT CENTER

UNITED STATES POSTAL SERVICE

6060 PRIMACY PKWY STE 201

MEMPHIS TN 38188-0001

ADVANCE Quality

Check System (AQCS)

Please contact Consumer Affairs at USPS headquarters:

Frank Ippolito at 202-268-4681, or

Michele Jones at 202-268-2306

**Standard Mail Requirements**

**4 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Standard Mail Requirements**

To participate in the ADVANCE system, Standard Mail mailers must meet
the following

requirements:

**Obtain a Mailer ID **The mailer ID is a 7-character code that uniquely
identifies the mailer. To obtain

your mailer ID, fax or mail a completed ADVANCE Notification &Tracking
System

Web Access Request to the ADVANCE Technical Support Department at the

NCSC.

**Provide Mailing Data**

**to NCSC by the**

**Following Format**

• Electronically via the ADVANCE Mailer Web page at **advmail.usps.gov**

**Meet the Mailing**

**Requirements**

Mailers must comply with all mailing requirements to qualify for ADVANCE

tracking.

• Produce non--automation-compatible\* mailings containing at least
300,000

Standard Mail flats, catalogs, and/or letter-size mailpieces for a
mailing that is

sent to more than one postal area. This is considered a national
mailing.

• Produce non--automation-compatible\* mailings containing at least
150,000

Standard Mail flats, catalogs, and/or letter-size mailpieces for a
mailing that is

sent to only one postal area. This is considered an intra-area mailing.

• Produce non-automation-compatible\* mailings containing at least
75,000

Standard Mail Flats, catalogs, and/or letter-size mailpieces for a
mailing that

is sent to only one district area. This is considered an intra-district
mailing.

• Mail 50 or more mailpieces to any carrier route within a participating
5-digit

ZIP Code to generate a notification and tracking. If a mailing has less
than 50

mailpieces on all carrier routes within a 5-digit ZIP Code, a
notification will

only be sent to the delivery unit.

\* mail that does not arrive in a Delivery Point Sequence (DPS) tray

*Note: A list of participating 3- and 5-digit ZIP Codes can be obtained
by downloading*

*the files from the RIBBS Website (http://ribbs.usps.gov).*

• Provide an image of the mailpiece or a sample mailpiece. The NCSC must

also be provided a copy of the bundle facing slip if one is used in the
mailing.

*Note: An actual mailpiece sample is preferred rather than an image.*

• Provide the required data files and mailpiece to the NCSC at least
**eight **business

days before the beginning in-home delivery date. You must submit a

header file and a detail file for each mailing.

• Print the requested in-home delivery dates on the mailpiece and/or
bundle facing

slip. The NCSC must also be provided a copy of the bundle facing slip if

one is used in the mailing. The in-home delivery window must be a
minimum

of two days and a maximum of five days.

*Note: The beginning in-home date and ending in-home date should never
fall on*

*a Sunday or a USPS holiday.*

**Periodicals Requirements**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
5**

**Participate in the**

**Drop Ship**

**Appointment**

**System (DSAS)**

Any mailer who enters their ADVANCE mailpieces at a destination Bulk
Mail

Center (BMC) or a destination Sectional Center Facility (SCF) is
required to enter

their ADVANCE mailer ID(s) on the DSAS Appointment Screen for each
facility.

Any mailer who enters the majoirty of their ADVANCE mailpieces at a
Destination

Delivery Unit (DDU) or an origin mail processing facility is not
required to

enter their ADVANCE mailer ID(s) in the DSAS system.

*Note: In the future, we plan to extend this requirement to mail entered
at the DDU.*

**Periodicals Requirements**

To participate in the ADVANCE system, Periodicals mailers must meet the
same

requirements for possession of a mailer ID and required data format as
Standard

Mail mailers. The following mailing requirements apply only to
Periodicals mailers:

• Mail only non-automation-compatible\* pieces.

• Mail at least 15 pieces to any carrier route within a participating
5-digit ZIP

Code.

*Note: A list of participating 3- and 5-digit ZIP Codes can be obtained
by downloading*

*the files from the RIBBS Website (http://ribbs.usps.gov).*

• If a mailing contains less than 15 pieces for all routes, a
notification will be

sent to the delivery unit.

• Provide the required data files to the NCSC at least **eight
**business days before

the preferred delivery date or publication issue date (if a preferred
delivery

date is not specified). A header file must be submitted for each
mailing. A

detail file must be submitted for every sixth mailing to ensure that
specified

mail volumes by carrier routes match the actual number of subscriptions.

• Daily publications may only request tracking for one day per week.

• If you produce mailings that have multiple or differing covers/sizes,
there

must be a separate header and detail file for each cover/size. This is
necessary

to enable the delivery units to recognize your mailing when it arrives.
If multiple

covers/sizes exist, please contact the NCSC prior to sending the header

and/or detail files.

\* mail that does not arrive in a Delivery Point Sequence (DPS) tray

*Note: The preferred delivery date should never fall on a Sunday or a
USPS holiday.*

**Mail Alert Requirements**

To become a Mail Alert participant, Standard Mail, Package Services,
First-Class

Mail, and Periodicals mailers must meet the same requirements for
obtaining a

mailer ID and providing the required data as an ADVANCE participant. The
following

requirements apply to all Mail Alert participants:

• Produce mailings containing at least 300,000 pieces.

• Provide the required data files to the NCSC at least **five **business
days before

the system posting date of the mailpiece to the participating delivery
units.

**File Transmission Via the Internet**

**6 ADVANCE Notification & Tracking System Technical Guide • April
2002**

• For Standard Mail mailings only, provide an image of the mailpiece or
a sample

mailpiece. The NCSC must also be provided a copy of the bundle facing

slip if one is used in the mailing.

*Note: An actual mailpiece sample is preferred rather than an image.*

Each Mail Alert will remain displayed on the Web for five business days
after the

mailer's designated system posting date.

**File Transmission Via the Internet**

To transfer files via the Internet, a Web browser (e.g., Internet
Explorer 4.x or

higher or Netscape Navigator 3.x or higher) must be installed on your
computer,

and you must have an Internet provider for Web access. The Web address
for file

transfers is **advmail.usps.gov**. This URL is the address of the
ADVANCE Mailer

Web Page, which is used to upload detail and image files. Mailers also
use this

Web page to submit header information and obtain reports and data on
current

mailings.

*Note: To login to this Web page, you must have a valid mailer ID and
password*

*assigned by the NCSC.*

**File Naming Conventions**

Participation in ADVANCE requires adherence to specific file-naming
conventions.

Each mailing will require a minimum of two data files: a header file and
a

detail file. An image file can be transmitted if a mailer has the
ability to scan a

mail-piece and create an image file. File-naming conventions have been
developed

to aid in efficient system administration and accommodate differences in

micro- and mainframe naming conventions. Use the specific naming
patterns for

the platform upon which you operate.

Each data file name consists of two elements: the base file name and the
file

extension. The base file name cannot exceed eight characters, and the
file extension

must be comprised of one of the three possible values listed below. To

develop the base file name, combine the last three characters of your
mailer ID

plus five unique characters from the mailing ID (a unique, alphanumeric
ID

assigned to the mailing by the ADVANCE mailer). For example, assume the
customer's

mailer ID is "BCBBXYZ," and that the mailer has assigned a mailing ID

of "COM00007." The mailer could develop the following name for the data
file:

BCBBXYZ + COM00007 = XYZ00007

To complete the file naming process, attach the extension ".HDR" to the
header

record, ".DET" to the detail file, and ".GIF" to the image file, e.g.,

Header File: XYZ00007.HDR

Detail File: XYZ00007.DET

Image File: XYZ00007.GIF

**File Naming Conventions**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
7**

*Note: The file naming process reflects ADVANCE mailing extensions.*

*Important: The base file name must be the same for any particular
mailing.*

**ADVANCE Standard Mail Header File Layout**

**8 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**ADVANCE Standard Mail Header File Layout**

The following table defines the file layout for a Standard Mail header
file. Submit

only one record per file per mailing, and use the file extension ".HDR."

**\* **Field Type: A = Alpha only; A/N = Alphanumeric; N = Numeric

*Note: See Data Element Definitions beginning on page 15 for a detailed
description*

*of header file data elements.*

**Field**

**Ref**

**Num Field Description**

**Logical**

**Length**

**Field**

**Type\* Begin End**

1 Mailer ID 8 A 1 8

2 Mailing ID 8 A/N 9 16

3 Mailer Name 25 A/N 17 41

4 Contact Name 30 A/N 42 71

5 Contact Phone Number 12 N 72 83

6 Contact Fax Number 12 N 84 95

7 Advertiser Name 25 A/N 96 120

8 Advertiser ID 8 A/N 121 128

9 Beginning In-Home Date 8 N 129 136

10 Ending In-Home Date 8 N 137 144

11 Mailpiece Description 60 A/N 145 204

12 Size of Mailpiece 20 A/N 205 224

13 Thickness of Mailpiece 15 A/N 225 239

14 Background Colors 30 A/N 240 269

15 Mailpiece Contact Name 30 A/N 270 299

16 Mailpiece Contact Phone Number 12 N 300 311

17 Data Files Contact Name 30 A/N 312 341

18 Data Files Contact Phone Number 12 N 342 353

19 Mail Preparation Container 2 N 354 355

20 Mail Preparation Level 2 N 356 357

21 Mail Entry/Drop Shipment Code 2 N 358 359

22 Comments 60 A/N 360 419

23 Mail Class Code 2 A/N 420 421

24 Carriage Return Line Feed 2 422 423

**ADVANCE Periodicals Header File Layout**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
9**

**ADVANCE Periodicals Header File Layout**

The following table defines the file layout for a Periodicals header
file. Submit

only one record per file per mailing, and use the file extension ".HDR."

**\* **Field Type: A = Alpha only; A/N = Alphanumeric; N = Numeric

*Note: See Data Element Definitions beginning on page 15 for a detailed
description*

*of header file data elements.*

**Field Ref**

**Num Field Description**

**Logical**

**Length**

**Field**

**Type\* Begin End**

1 Mailer ID 8 A 1 8

2 Mailing ID 8 A/N 9 16

3 Mailer Name 25 A/N 17 41

4 Contact Name 30 A/N 42 71

5 Contact Phone Number 12 N 72 83

6 Contact Fax Number 12 N 84 95

7 Publication Name 25 A/N 96 120

8 Publication ID 8 A/N 121 128

9 Issue Date 8 N 129 136

10 Preferred Delivery Date 8 N 137 144

11 Mailpiece Description 60 A/N 145 204

12 Size of Mailpiece 20 A/N 205 224

13 Thickness of Mailpiece 15 A/N 225 239

14 Background Colors 30 A/N 240 269

15 Mailpiece Contact Name 30 A/N 270 299

16 Mailpiece Contact Phone Number 12 N 300 311

17 Data Files Contact Name 30 A/N 312 341

18 Data Files Contact Phone Number 12 N 342 353

19 Mail Preparation Container 2 N 354 355

20 Mail Preparation Level 2 N 356 357

21 Mail Entry/Drop Shipment Code 2 N 358 359

22 Comments 60 A/N 360 419

23 Mail Class Code 2 A/N 420 421

24 Frequency Code 1 A/N 422 422

25 Carriage Return Line Feed 2 423 424

**ADVANCE Detail File Layout**

**10 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**ADVANCE Detail File Layout**

The following table defines the file layout for the detail file. Repeat
records as

necessary, and use the file extension ".DET."

**\***Field Type: A = Alpha only; A/N = Alphanumeric; N = Numeric

**\*\***For further AMS carrier route information, please contact the
NCSC\'s Customer

Support Department at 800-238-3150.

\*\*\*This field must contain preceeding zeros.

*Note: ADVANCE and Mail Alert mailings should contain data provided for*

*every carrier route receiving mail in a 5-digit ZIP Code. Determining*

*mail volume by carrier route makes location and tracking of your mail*

*easier.*

*The detail file layout is identical for ADVANCE and Mail Alert
mailings.*

**ADVANCE Confirmation**

After the NCSC receives the mailer data files and successfully processes
the data,

you will receive a mailer summary letter via the ADVANCE Mailer Web
page.

**Field**

**Ref**

**Num Field Description**

**Logical**

**Length**

**Field**

**Type\* Begin End**

**Contact**

**Notes**

1 Five-Digit ZIP Code 5 N 1 5

2 Carrier route number

(AMS contains approved

carrier route IDs)**\*\***

4 A/N 6 9

3 Total Pieces Per Carrier

Route\*\*\*

8 N 10 17 Right

Aligned

4 Carrier Return/Line Feed 2 18 19 Required if

MS-DOS;

Otherwise,

Spaces

**Mail Alert Standard Mail, Package Services, and First-Class Mail
Header File Layout**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
11**

**Mail Alert Standard Mail, Package Services, and**

**First-Class Mail Header File Layout**

The following table defines the file layout for a Standard Mail, Package
Services,

and First-Class Mail header file. Submit only one record per file per
mailing, and

use the file extension ".HDM."

\* Field Type: A = Alpha only; A/N = Alphanumeric; N = Numeric

*Note: See Data Element Definitions beginning on page 15 for a detailed*

*description of header file data elements.*

**Field Ref**

**Num Field Description**

**Logical**

**Length**

**Field**

**Type\* Begin End**

1 Mailer ID 8 A 1 8

2 Mailing ID 8 A/N 9 16

3 Mail Prepared By 25 A/N 17 41

4 Mail Owner/Advertiser 25 A/N 42 66

5 System Posting Date 10 N 67 76

6 Mailpiece Description 60 A/N 77 136

7 Type of Mailpiece 2 A 137 138

8 Size of Mailpiece 20 A/N 139 158

9 Thickness of Mailpiece 15 A/N 159 173

10 Background Colors 30 A/N 174 203

11 Mailpiece Contact Name 30 A/N 204 233

12 Mailpiece Contact Phone Number 12 N 234 245

13 Mailpiece Contact Fax Number 12 N 246 257

14 Data Files Contact Name 30 A/N 258 287

15 Data Files Contact Phone Number 12 N 288 299

16 Mail Preparation Container 2 N 300 301

17 Mail Class Code 2 A/N 302 303

18 Mailpiece Count 12 N 304 315

19 Automation Compatible 1 A 316 316

20 Mail Entry/Drop Shipment Code 2 N 317 318

21 Comments 60 A/N 319 378

22 Carriage Return Line Feed 2 379 380

**Mail Alert Periodicals Header File Layout**

**12 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Mail Alert Periodicals Header File Layout**

The following table defines the file layout for a Mail Alert Periodicals
header file.

Submit only one record per file per mailing, and use the file extension
".HDM."

\* Field Type: A = Alpha only; A/N = Alphanumeric; N = Numeric

*Note: See Data Element Definitions beginning on page 15 for a detailed*

*description of header file data elements.*

**Field Ref**

**Num Field Description**

**Logical**

**Length**

**Field**

**Type\* Begin End**

1 Mailer ID 8 A 1 8

2 Mailing ID 8 A/N 9 16

3 Mail Prepared By 25 A/N 17 41

4 Mail Owner/Advertiser 25 A/N 42 66

5 System Posting Date 10 N 67 76

6 Mailpiece Description 60 A/N 77 136

7 Type of Mailpiece 2 A 137 138

8 Size of Mailpiece 20 A/N 139 158

9 Thickness of Mailpiece 15 A/N 159 173

10 Background Colors 30 A/N 174 203

11 Mailpiece Contact Name 30 A/N 204 233

12 Mailpiece Contact Phone Number 12 N 234 245

13 Mailpiece Contact Fax Number 12 N 246 257

14 Data Files Contact Name 30 A/N 258 287

15 Data Files Contact Phone Number 12 N 288 299

16 Mail Preparation Container 2 N 300 301

17 Mail Class Code 2 A/N 302 303

18 Mailpiece Count 12 N 304 315

19 Automation Compatible 1 A 316 316

20 Frequency Code 1 A 317 317

21 Publication Name 25 A/N 318 342

22 Mail Entry/Drop Shipment Code 2 N 343 344

23 Comments 60 A/N 345 404

24 Carriage Return Line Feed 2 405 406

**Mail Alert Detail File Layout**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
13**

**Mail Alert Detail File Layout**

The following table defines the file layout for the Mail Alert detail
files. Repeat

records as necessary, and use the file extension ".DTM."

**\***Field Type: A = Alpha only; A/N = Alphanumeric; N = Numeric

**\*\***For further AMS carrier route information, please call the
NCSC\'s Customer

Support Department at 800-238-3150.

\*\*\*This field must contain preceeding zeros.

*Note: ADVANCE and Mail Alert mailings should contain data provided for*

*every carrier route receiving mail in a 5-digit ZIP Code. Determining*

*mail volume by carrier route makes location and tracking of your mail*

*easier.*

*The detail file layout is identical for ADVANCE and Mail Alert
mailings.*

**Field**

**Ref**

**Num Field Description**

**Logical**

**Length**

**Field**

**Type\* Begin End**

**Content**

**Notes**

1 Five-Digit ZIP Code 5 N 1 5

2 Carrier route number (AMS

contains approved carrier

route IDs)**\*\***

4 A/N 6 9

3 Total Pieces Per Carrier

Route\*\*\*

8 N 10 17 Right Aligned

4 Carrier Return/Line Feed 2 18 19 Required if

MS-DOS;

Otherwise,

Spaces

**Data Element Definitions**

**14 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Data Element Definitions**

**Advertiser ID **Assigned by the NCSC which can be used by the mailer
submitting the header

file. Leave blank if an ID has not been assigned to the advertiser's
name.

**Advertiser Name **Name of a company on a mailpiece that best
identifies the mailpiece.

**Automation**

**Compatible**

Code that identifies whether the mail qualifies for an automation
discount.

Y = Yes

N = No

**Background Colors **The background colors of the mailpiece.

**Beginning In-Home**

**Date**

Date field that contains the beginning in-home delivery date of the
mailing.

**Comments **Additional information or descriptions related to the
mailing.

**Contact Fax Number **Fax number of contact name.

**Contact Name **The name of the individual the NCSC should contact to
clarify/resolve any issues

associated with the mailing.

**Contact Phone**

**Number**

Phone number of primary contact.

**Data Files Contact**

**Name**

The name of the individual the NCSC should contact to clarify/resolve
any issues

associated with the data files.

**Data Files Contact**

**Phone Number**

Phone number of the data files contact.

**Ending In-Home**

**Date**

Date field that contains the ending in-home delivery date of mailing
window.

**Frequency Code **Identifies the frequency of the mailing, such as
daily, weekly or monthly.

D = Daily (each day)

W = Weekly (each week)

B = Biweekly (two times a week)

M = Monthly (each month)

S = Bimonthly (two times a month)

Y = Annually (each year)

**Data Element Definitions**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
15**

T = Biannually (two times a year)

Q = Quarterly (four times a year)

**Issue Date **Date of issue on the publication.

**Mail Class Code **Identifies the type (i.e., class) of mail.

1C = First-Class Mail

2C = Periodicals

3C = Standard Mail

3B = Package Services (formerly Standard Mail B)

**Mail Entry/Drop**

**Shipment Code**

Identifies the USPS facility at which the mailing was primarily entered.

01 = Destination BMC: must participate in DSAS

02 = Destination SCF: must participate in DSAS

03 = Destination DU

04 = Origin BMC/SCF

05 = Other

**Mail Owner/**

**Advertiser**

Name of the company on a mailpiece that best identifies the mailpiece.

**Mail Preparation**

**Container**

Identifies how the mailing is primarily containerized.

01 = Sack

02 = Pallet

03 = Tray

04 = Palletized Sack

05 = Other

**Mail Preparation**

**Level**

Identifies how the mailing is primarily prepared.

01 = Carrier route

02 = 5-digit

03 = ZIP+4

04 = Prebarcoded

05 = Walk sequence

06 = Saturation

07 = Mixed state

08 = Residual

09 = Other

**Data Element Definitions**

**16 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Mail Prepared By **Name of the company associated with the mailer ID.

**Mailer ID **A 7-character alphabetic ID that identifies each ADVANCE
and/or Mail Alert

mailer.

**Mailer Name **Name of the company associated with the mailer ID.

**Mailing ID **An 8-character unique alphabetic, numeric, or
alphanumeric ID assigned to the

ADVANCE and/or Mail Alert mailing by the mailer.

**Mailpiece Contact**

**Name**

Person to contact with questions or comments regarding the mailpiece or
mailpiece

image.

**Mailpiece Contact**

**Phone Number**

Phone number of mailpiece contact name.

**Mailpiece Contact**

**Fax Number**

Fax number of mailpiece contact name.

**Mailpiece Count **Total number of mailpieces in a Mail Alert mailing.

**Mailpiece**

**Description**

This field contains descriptive information about the mailing that can
assist delivery

unit personnel in identifying the mailing. It should describe the type
of mailpiece

and cover design, e.g., Catalog; Blue blocks with dishes pictured.

**Preferred Delivery**

**Date**

Date upon which delivery is preferred. The NCSC will convert this date
to a day

of the week.

**Publication ID **Assigned by the mailer. Leave blank if an ID has not
been assigned to the publication's

name.

**Publication Name **Name of the magazine or publication.

**Size of Mailpiece **Dimensions of the mailpiece, e.g., 8 ½\" x 11\".

**System Posting**

**Date**

Field that contains the mailer's requested date to post the Mail Alert
in the delivery

unit.

**Thickness of**

**Mailpiece**

Thickness in inches, e.g., ½\" thick.

**Type of Mailpiece **Code identifying the type of mail comprising the
mailing.

LL = Letters

FF = Flats

PP = Parcels

**ADVANCE and Mail Alert Mailpiece Image Files**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
17**

**ADVANCE and Mail Alert Mailpiece Image Files**

The NCSC now accepts electronically scanned images of ADVANCE and Mail

Alert Mailpieces. We cannot accept a faxed copy of the mailpiece.

Mailers should use these guidelines when scanning and sending image
files to the

NCSC. These guidelines are designed to ensure that images are web-ready.
Mailpiece

image requirements do not apply to Package Services, First Class Mail,
and

Periodicals Mailings, but image files for periodicals will be accepted
and transmitted

to the delivery units if received at the NCSC.

• Images must be of file type .jpg or .gif, otherwise the file will not
load properly

in a web browser. Gif files should be *interlaced *(an option when
saving

the file), and jpeg files should be *optimized*.

• File name must include the mailer's mailing ID; i.e. xyz12345.jpg

• The image should be write-reading (not on its side or upside down).

• Image dimensions should be no larger than 640 x 480 pixels\* at 100%
scale.

• Select RGB color with an image resolution of 72 dpi/ppi.

• File size no larger than 2 megabytyes (2,000K).

• Front and back covers assembled as one graphic.

• Multiple mailpieces should be scanned separately and assembled as one

graphic image.

• If a bundle facing slip is used, it must be included in the same
graphic image

as the mailpiece.

*\* If the subject is of a large size, such as a tabloid or a multiple
mailpiece*

*assembled into one image, the image may be larger than 480 pixels
while*

*remaining 640 pixels wide.*

**Scanning Tips **• When scanning, place the image as squarely as
possible on the glass.

• Most scanning software allows you to preview the image before actually

scanning the image. In the preview image, drag a box around the image,
taking

care to crop out extra white or dark space around the image. The box can

be resized by dragging a corner. After the cropped image has been
scanned,

you can crop it more precisely in your graphics software.

• If your image contains large areas of flat color or text, .gif is
best.

• If your image contains tonal values such as gradients, then .jpg is
best.

**Data Reports**

ADVANCE provides delivery performance reports for each ADVANCE mailing

that are accessible through the ADVANCE Mailer Web page at
**advmail.usps.gov**.

These reports include an Area Summary Mailer report, a District Summary
Mailer

report, a ZIP Code Summary Mailer report, Daily Performance by ZIP Code

report, and a DUC ZIP Code Comments report. All five reports are
displayed for

15 days after the Standard Mail ending in-home date or the Periodicals
issue date.

Currently, there are no mailer reports available for Mail Alert
mailings.

**Frequently Asked Questions**

**18 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Frequently Asked Questions**

Q. Is it required that all mailers make a Drop Shipment Appointment?

A. No, only Standard Mail ADVANCE and Mail Alerts mailers that enter
their

mailings at a destination BMC and/or SCF need to enter their ADVANCE

Mailing ID on the Drop Ship Appointments Screen.

Q. Does ADVANCE track all mail classes?

A. No. ADVANCE is currently tracking only Standard Mail mail with
specific,

requested in-home delivery dates and Periodicals.

Q. If I don't sort my mail by carrier route, can I still use ADVANCE to
track

delivery?

A. Yes, but mail that is sorted to the 3- or 5-digit level may arrive at
the delivery

unit commingled with other Standard Mail mailpieces, which means it
cannot

be easily identified and, thus, cannot be tracked by delivery unit
personnel.

The 50 piece minimum per carrier route for Standard Mail ensures that
delivery

units can identify the mailing.

Q. Should my Standard Mail data file include participating ZIP Codes
with

routes to which I am mailing less than 50 mailpieces?

A. Yes, because an advisory notice can be sent to the participating
delivery units.

Q. What if I produce a Standard Mail mailing with different mailpiece
covers or

"images" for different areas of the country or even for a single ZIP
Code?

Would it be treated as a single or multiple mailing?

A. If a mailing with multiple covers has different sizes, then each
cover must be

handled as a separate mailing.

Q. Will Standard Mail that does not bear a requested in-home delivery
date be

tracked by ADVANCE?

A. A Standard Mail mailing must have a beginning and ending date for
in-home

delivery to qualify for tracking by ADVANCE. The in-home delivery
date(s)

must be printed on the mailpiece or on bundle facing slips. If you are
using

facing slips, you must send a copy of one to the NCSC.

Q. Are the requirements the same for Standard Mail and Periodicals
mailers?

A. Almost, but not exactly. Each participant must submit a header file;
however,

Periodicals mailers are only required to submit a detail file for every
sixth

mailing and are NOT required to submit a mailpiece.

Q. Why doesn't ADVANCE calculate on-time service performance for
Periodicals

mailings?

A. The calculation of on-time service performance would require that the
participant

provide the origin 3-digit ZIP Code for every mailpiece.

Q. How many ZIP Codes are covered by ADVANCE, and how can I determine

which ones are covered?

**Frequently Asked Questions**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
19**

A. As a rule, any delivery unit that has ten or more carrier routes is
covered by

the ADVANCE system, i.e., approximately 7,000 DUs serving approximately

11,000 ZIP Codes. The number of participating ZIP Codes will increase as

delivery units become equipped with the necessary computer hardware.

*Note: A list of participating 3- and 5-digit ZIP Codes can be obtained
by downloading*

*the files from the RIBBS Website (http://ribbs.usps.gov).*

Q. Where do I get reports on the status of my mailing?

A. Consolidated delivery performance reports for each participating
ADVANCE

mailer will be available via the ADVANCE Mailer Web page.

Q. How do I find out more about ADVANCE and how it might work for me?

A. For more information on ADVANCE, call the ADVANCE Technical Support

Department at 800-458-3181, or a USPS account representative. If you
wish

to contact the headquarters ADVANCE National program manager, call

202-268-3765 or send your correspondence to

ALEXIS BROADHURST-ROSS

DELIVERY SYSTEMS SUPPORT

UNITED STATES POSTAL SERVICE

475 LENFANT PLZ SW RM 7142

WASHINGTON DC 20260-2808

**Appendix A: Area ADVANCE Coordinators**

**20 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Appendix A: Area ADVANCE Coordinators**

The following table contains the address and telephone number for each
area

ADVANCE Coordinator. A contact person for each area office can assist
you with

ADVANCE-related issues.

***Note: ****For the most accurate, up-to-date contact information,
check the*

*ADVANCE Mailer Web page at ****advmail.usps.gov****.*

**Area Address Phone Number**

New York Metro 14202 20TH AVE RM 320

FLUSHING NY 11351-0200

800-504-2622

FAX 718-539-6743

Northeast 6 GRIFFIN RD N

WINDSOR CT 06006-7030

860-285-7066

FAX 860-285-1260

Eastern 1 MARQUIS PLAZA

5315 CAMPBELLS RUN RD

PITTSBURGH PA 15277-7030

412-494-2557

FAX 412-494-2542

Western 1745 STOUT ST STE 621

DENVER CO 80299-1745

303-313-5884

FAX 303-313-5013

Pacific 400 OYSTER PT STE 315

SOUTH SAN FRANCISCO CA 94099-4200

800-613-2622

FAX 650-635-3035

Southwest 7800 N STEMMONS FWY STE 900

DALLAS TX 75247-4225

877-695-2622

FAX 214-905-9225

Southeast 225 N HUMPHREYS BLVD FL 5

MEMPHIS TN 38166-0860

800-317-2622

FAX 901-747-7482

Great Lakes 244 KNOLLWOOD DR FL 3

BLOOMINGDALE IL 60117-5090

800-992-3544

FAX 630-539-7599

Capital Metro 16501 SHADY GROVE RD

GAITHERSBURG MD 20898-9201

877-413-2622

FAX 301-548-1471

**Appendix B: Delivery Performance Summary Report Samples**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
21**

**Appendix B: Delivery Performance Summary Report**

**Samples**

**Appendix B: Delivery Performance Summary Report Samples**

**22 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Sample 1: Area Summary Mailer Report**

***Note: ****This sample represents only the first page of a multi-page
report. Report*

*format may vary. For the most accurate, up-to-date summary report,*

*check the ADVANCE Mailer Web page at ****advmail.usps.gov.***

**Appendix B: Delivery Performance Summary Report Samples**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
23**

**Sample 2: District Summary Mailer Report**

***Note: ****This sample represents only the first page of a multi-page
report. Report*

*format may vary. For the most accurate, up-to-date summary report,*

*check the ADVANCE Mailer Web page at ****advmail.usps.gov.***

**Appendix B: Delivery Performance Summary Report Samples**

**24 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Sample 3: ZIP Code Summary Mailer Report**

***Note: ****This sample represents only the first page of a multi-page
report. Report*

*format may vary. For the most accurate, up-to-date summary report,*

*check the ADVANCE Mailer Web page at ****advmail.usps.gov****.*

**Appendix B: Delivery Performance Summary Report Samples**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
25**

**Sample 4: Daily Performance by ZIP Code Mailer Report (Cumulative)**

***Note: ****This sample represents only the first page of a multi-page
report. Report*

*format may vary. For the most accurate, up-to-date summary report,*

*check the ADVANCE Mailer Web page at ****advmail.usps.gov****.*

**Appendix B: Delivery Performance Summary Report Samples**

**26 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Sample 5: Daily Performance by ZIP Code Mailer Report (Additive)**

***Note: ****This sample represents only the first page of a multi-page
report. Report*

*format may vary. For the most accurate, up-to-date summary report,*

*check the ADVANCE Mailer Web page at ****advmail.usps.gov****.*

**Appendix B: Delivery Performance Summary Report Samples**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
27**

**Sample 6: DUC ZIP Code Comments Report**

***Note: ****This sample represents only the first page of a multi-page
report. Report*

*format may vary. For the most accurate, up-to-date summary report,*

*check the ADVANCE Mailer Web page at ****advmail.usps.gov****.*

**Appendix B: Delivery Performance Summary Report Samples**

**28 ADVANCE Notification & Tracking System Technical Guide • April
2002**

**Sample 7: State Summary Mailer Report**

**Appendix C: Mailer Summary Letter : Standard Mail Mailings Only**

**ADVANCE Notification & Tracking System Technical Guide • April 2002
29**

**Appendix C: Mailer Summary Letter : Standard Mail**

**Mailings Only**

ADVANCE NOTIFICATION & TRACKING SYSTEM

NATIONAL CUSTOMER SUPPORT CENTER

UNITED STATES POSTAL SERVICE

6060 PRIMACY PKWY STE 201

MEMPHIS TN 38188-0001

June 01, 2000

Dear JOHN DOE,

We processed your mailing, XYZ12345, on 06/01/01. The in-home dates for
this mailing are 06/01/01 to 06/

01/01. The distribution of ZIP Codes by USPS area is listed below.

Thank you for your participation in the ADVANCE Notification & Tracking
System. If you have any questions

or comments, please contact ADVANCE Technical Support at 800-458-3181 or
e-mail us at

nadv1@email.usps.gov.

Sincerely,

NCSC ADVANCE Technical Support

Area

Name

Total Tracked

ZIPs Pieces ZIPs Pieces

NEW YORK METRO 367 337494 361 336946

NORTHEAST 353 208079 353 208079

PACIFIC 466 401919 466 401919

SOUTHWEST 289 144615 289 144615

SOUTHEAST 372 164883 372 164883

GREAT LAKES 281 201833 281 201833

\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_ \_\_\_\_\_\_\_

TOTALS 2128 1458823 2122 1458275

**ADVANCE NOTIFICATION & TRACKING SYSTEM WEB ACCESS REQUEST FORM**

To request access to ADVANCE Web, please provide the information below,
then send this completed form via USPS mail or

fax to the address listed at the bottom of this form. The ADVANCE mailer
ID can be used for an ADVANCE and/or a Mail

Alert mailing. Your e-mail address will be used to notify you of
approved access.

Job Title:

Manager's Name:

Mailer Name:

Department:

Address:

City: State: ZIP+4 Code:

Telephone Number: Fax Number:

If you have any questions regarding this ADVANCE Web access request

form, please contact ADVANCE Web Technical Support at 800-458-3181 or

e-mail us at ncsc.adv@usps.gov; otherwise, forward this completed form
by

mail or fax to:

ADVANCE WEB

NATIONAL CUSTOMER SUPPORT CENTER

UNITED STATES POSTAL SERVICE

6060 PRIMACY PKWY STE 201

MEMPHIS TN 38188-0001

FAX: 901-681-4521

E-mail Address:

Requester's Name:

Job Title: E-mail Address:

Country *(If other than US):*

( ) ( )

**Address Management/NCSC Use Only**

Mailer ID Assigned:

Date Customer E-mailed:

NCSC Initials:

Comments:

Advertiser IDs Assigned:

Please list all publication names (Use back of form if necessary).

**Privacy Act Statement**

The collection of this information is authorized by 39 U.S.C. 401 and
Public Law 100-235, Computer Security Act of 1987. This information will
be used

to assign computer logon IDs by which access to data and or/files on
computer systems is limited to authorized persons through the use of
computer

security access control products. As a routine use, this information may
be disclosed to a congressional office at your request; to OMB for
review of

private relief legislation; to a labor organization as required by the
NLRA; where pertinent, in a legal proceeding to which the USPS is a
party; to an

appropriate law enforcement agency for investigative or prosecutorial
purposes; to a government agency where relevant to a hiring, contracting
or

licensing decision by the requesting agency; to a government agency in
order to elicit information relevant to a hiring, contracting, or
licensing decision

by the USPS; to an expert or consultant under contract with the USPS to
fulfill an agency function; to the Federal Records Center for storage;
to the

Equal Employment Opportunity Commission for investigating a formal EEO
complaint filed against the USPS under 29 CFR 1613; and to the Merit
Systems

Protection Board of Offices of Special Counsel for proceedings involving
possible prohibited personnel practices. Completion of this form is
voluntary;

however, if this information is not provided, you may not be granted a
computer logon ID.

Manager's Signature:

Requester's Signature: Date:

Date:

**User Responsibility Agreement Statement**

I am responsible for Logon/Logoff, all actions pertaining to the use of
my assigned logon ID, and will not provide my logon ID to another
person. I agree

that access to computer data or files not authorized to me is
prohibited. I understand my logon ID may be suspended indefinitely if I
violate security

procedures or fail to provide update information for the information
listed above whenever I change job positions. I agree that misuse of a
USPS

computer system may result in disciplinary action and/or criminal
prosecution. I understand that any detected misuse of a computer system
will be

reported to the Inspection Service.

**Manager Responsibility Agreement Statement**

I agree that this logon ID will be used for authorized USPS work within
the scope of my organization. I also agree that upon termination of
transfer of

the user, I will advise the Computer Systems Security Officer in writing
as to the disposition of the computer files and/or data and logon ID. I
will

periodically review the use of the assigned logon ID and computer files
and/or data.

**Restricted Information When Completed**

ADV001 September 2003