[Federal Register: September 19, 2000 (Volume 65, Number 182)]
[Proposed Rules]
[Page 56518-56521]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr19se00-22]

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POSTAL SERVICE

39 CFR Part 111

Address Sequencing Service

AGENCY: Postal Service.

ACTION: Proposed rule with request for comment.

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SUMMARY: This proposed rule amends section A920 of the Domestic Mail
Manual (DMM) to enhance customer service and to provide notice of new
safeguards to protect the ownership of customer address lists.

DATES: Comments must be received on or before October 19, 2000.

ADDRESSES: Written comments should be sent to Manager, Address
Management, USPS, 6060 Primacy Pkwy, Ste 201, Memphis, TN 38188-0001.
Copies of all written comments will be available for inspection and
photocopying between 9 a.m. and 4 p.m., Monday through Friday, at the
above address.

FOR FURTHER INFORMATION CONTACT: DeWitt Crawford, (901) 681-4612, or
Susan Hawes, (901) 681-4661.

SUPPLEMENTARY INFORMATION: The manual address card sequencing process
that has been available for many years has become too labor intensive
and expensive for some mailers to maintain. An increasing number of
customers have requested the adoption of a more efficient and cost-
effective procedure for the sequencing of address lists. In response,
the USPS is proposing an electronic address sequencing service for
those customers who want to discontinue the production and processing
of manual address cards. This proposal is an outgrowth of meetings the
USPS conducted with saturation mailer groups and the Mailers Technical
Advisory Committee (MTAC).
    To ensure the integrity of the qualification process for the
electronic sequencing service, all USPS-qualified walk sequence address
files will contain seeded addresses known only to the list owner and
the USPS. This will help guard against the fraudulent submission of
rented lists for qualification. If a request for sequencing contains a
seeded address, and all known possibilities of fraud cannot be ruled
out, the request will be denied and the owner of the seeded address and
the Postal Inspection Service will be notified. Notification will
include requester's company name, ZIP Code, and level of address group
requested for qualification.
    Customers will be allowed three attempts to qualify a ZIP Code
within a six-month period. Failure to qualify within this time frame
will result in a suspension of one year from further attempts to
qualify the ZIP Code.
    To protect the integrity of customer address lists, and to add a
level of security, all customer requests for DMM A920 card and
electronic processing will be posted for 90 days on a password-secured
USPS Address Sequencing Service Web site. Company name, ZIP Code, and
requested address groups will be listed. This will enable USPS-
qualified list owners to monitor possible misuse of their rented or
leased address lists. Only USPS-qualified list owners will be able to
access the Web site.

Summary of Proposed Change

    Proposed DMM sections A920.1.0 through A920.6.4 provide an
electronic address sequencing service for those customers who want to
discontinue the production and processing of manual address cards.

[[Page 56519]]

List of Subjects in 39 CFR Part 111

    Administrative practice and procedure, Postal Service.

PART 111--[AMENDED]

    1. The authority citation for 39 CFR part 111 is revised to read as
follows:

    Authority: 5 U.S.C. 552 (a); 39 U.S.C. 101, 401, 403, 404, 414,
3001-3011, 3201-3219, 3403-3406, 3621, 3626, 5001.

    2. Amend the following section of the Domestic Mail Manual (DMM) as
follows:

A  Addressing

* * * * *

A900  Customer Support

* * * * *

A920  Address Sequencing Services

    [Amend 1.0 to add electronic file options to read as follows:]
1.0  SERVICE LEVELS
    The USPS provides the following levels of manual or electronic
address sequencing service for city carrier routes, rural routes,
highway contract routes, and post office box sections:
    a. Sequencing of address cards or electronic address files.
    b. Sequencing of address cards or electronic address files, plus
inserting blank cards for missing addresses or missing sequence numbers
for the addresses missing from the electronic files.
    c. Sequencing of address cards or electronic address files, plus
inserting cards with addresses for missing or new addresses, or
inserting addresses into electronic files for missing or new addresses.
    [Revise the heading of 2.0 to read as follows:]
2.0  CARD OR FILE PREPARATION AND SUBMISSION
    [Revise 2.1 to read as follows:]

2.1  Color and Size

    When submitting cards, all address cards must be made of white or
buff-colored card stock and identical in size (5 to 8\5/16\ inches long
and 2\1/4\ to 4\1/4\ inches high). Blank cards for missing and/or new
addresses must be of the same size as the submitted address cards but
of a different color. A customer must provide enough blank cards to
equal at least 10 percent of the number of address cards submitted.
    [Revise 2.2 to read as follows:]

2.2  Limitation

    The customer must not submit address cards or an address file in
excess of 110 percent of the possible deliveries for a specific 5-digit
ZIP Code delivery area. Customers requesting the service level in
A920.1.0c will be allowed three attempts to qualify a ZIP Code for the
service within a 6-month period. Failure to qualify within 6 months
will result in a suspension of 1 year for any additional attempts to
qualify the ZIP Code.
    [Revise 2.3 to read as follows:]

2.3  Addressing Format

    Addressing format is specific to the media being used.
    a. Card Processing--Cards must be faced in the same direction and
bear only one address each. The customer's current address information
must be computer-generated, typed, or printed along the top of the
card. The address must be within 1 inch from the top edge of the card
in about the same location on each card submitted. Each card must
include a complete address except for the ZIP Code, which is optional.
Street designators may be abbreviated as shown in Publication 28,
Postal Addressing Standards. When sequence cards are used to obtain
address sequencing information for post office boxes, the box section
number must be substituted for the carrier route number (if shown).
    b. Electronic Processing--The customer must submit address files on
electronic media, as described by the USPS. Call the National Customer
Support Center at 800-331-5747 for a copy of the required format.
    [Revise the first sentence of 2.4 and add second sentence to read
as follows:]

2.4  Header Cards

    When submitting address cards customers must provide carrier route
header cards, prepared with standard 80-column computer card stock (or
another size as described above). The header cards must be typed,
computer-generated, or printed by the customer. * * *
    [Revise 2.5 to read as follows:]

2.5  Delivery Unit Summary

    A Delivery Unit Summary must be typed, computer-generated, or
printed and provided by the customer for card processing. A printed
copy or electronic file will be acceptable for address file
submissions. When submitting address cards, an original and two copies
must be submitted for each 5-digit ZIP Code delivery area. When
submitting an address file, an original and two copies of a printed
form or one electronic file must be submitted for each 5-digit ZIP Code
delivery area. This form, used by the USPS to provide summary
information to the customer, is necessary for calculating total charges
for the service level provided. The original is returned to the
customer with the cards as the customer's bill. Examples of the
required format for the Delivery Unit Summary can be obtained from the
National Customer Support Center (see G043).
    [Revise the first sentence of 2.6 to read as follows:]

2.6  5-Digit ZIP Codes

    When submitting address cards, the cards for each 5-digit ZIP Code
area must be placed in separate containers, each with an envelope
affixed containing a packing list and Delivery Unit Summary sheets for
that 5-digit ZIP Code area. * * *
    [Revise 2.7 to read as follows:]

2.7  Submitting Cards or Electronic Files

    The designated place for submission of addresses for sequencing
depends on the type of media used.
    a. Card Processing--The customer must submit the containers of
address cards to the district manager of Address Management Systems for
carrier routes within the corresponding district. (Exception: Address
cards only for addresses in the city where the customer is located may
be submitted to the postmaster of that city for sequencing and
correction.) Unless otherwise directed, the customer must address
containers of address cards to:

MANAGER ADDRESS MANAGEMENT SYSTEMS
UNITED STATES POSTAL SERVICE
[STREET ADDRESS]
[CITY/STATE/ZIP+4]

    b. Electronic Processing--The customer must submit address files on
electronic media, as described by the USPS, to:

COMPUTERIZED DELIVERY SEQUENCING DEPARTMENT
NATIONAL CUSTOMER SUPPORT CENTER
UNITED STATES POSTAL SERVICE
6060 PRIMACY PKWY STE 201
MEMPHIS TN 38188-0001

    [Revise 2.8 by adding the following after the first sentence:]

2.8  Postage

    * * * Address files can be mailed at the appropriate rate or be
electronically transmitted, as determined by the USPS, to the National
Customer Support Center. * * *
    [Revise 2.9 to read as follows:]

2.9  USPS Sequencing

    Unsequenced address cards received at post offices or unsequenced
address

[[Page 56520]]

files received at the National Customer Support Center will be arranged
in sequence of carrier route delivery without charge. Cards with
incorrect or undeliverable addresses are removed from carrier route
bundles, bundled separately, and returned to the customer. When address
files are submitted, incorrect or undeliverable addresses are removed
from the original file and returned as a separate file.
    [Revise the heading and first sentence of 2.10 to read as follows:]

2.10  USPS Time Limits and Billing

    The post office or the National Customer Support Center, whichever
performs the service, returns the cards or address file and the bill
for applicable charges to the customer within 15 working days after
receiving a properly prepared request for address sequencing. This time
limit does not apply to cards received between November 16 and January
1, which are sequenced as promptly as possible. * * *
    [Revise 2.11 to read as follows:]

2.11  Seasonal Addresses

    Under all service levels, correct addresses subject to seasonal
occupancy, but which do not indicate seasonal treatment, will be
identified with an ``S'' on cards or a flag on address files. If the
address is included in a series such as those used for apartment
buildings, trailer parks, and seasonal delivery areas in general, the
appropriate ``seasonal'' indicator box is checked on the card or
flagged on the address file. When correct address cards or address
files are submitted that are not subject to seasonal occupancy, but
include seasonal treatment notations, the seasonal indicator is marked
out on cards or left blank on address files. For cards, a rubber band
is placed around the card to identify it before it is put in carrier
route sequence order in the returned deck of cards. No charge is
assessed for this service.
    [Revise the heading of 3.0 to read as follows:]
3.0  SEQUENCING CARDS WITH BLANKS FOR MISSING ADDRESSES OR SEQUENCING
ADDRESS FILES WITH MISSING SEQUENCE NUMBERS
    [Revise 3.1 to read as follows:]

3.1  USPS Sequencing

    USPS employees at post offices (for cards) or the National Customer
Support Center (for address files) arrange unsequenced addresses in
sequence of carrier route delivery without charge and remove incorrect
or undeliverable addresses. Cards are bundled separately for return to
the customer, with blank cards inserted for each existing address that
is not included in the customer's cards. Address files are returned
with missing sequence numbers inserted. (If several addresses in a
series are missing, a single blank card is inserted for the series
showing the number of missing addresses. For address files a series of
missing sequence numbers is inserted identifying the number of missing
addresses.)
    [Revise 3.2 to read as follows:]

3.2  USPS Time Limits and Billing

    The post office or the National Customer Support Center, whichever
performs the service, returns the cards or address file along with a
bill for applicable charges to the customer within 15 working days
after receiving a properly prepared request for address sequencing.
This time limit does not apply to cards received between November 16
and January 1, which are sequenced as promptly as possible.
    [Revise heading of 4.0 to read as follows:]
4.0  SEQUENCING WITH ADDRESS CARDS OR ADDRESS FILE WITH ADDRESSES ADDED
FOR MISSING AND NEW ADDRESSES
    [Revise 4.1 to read as follows:]

4.1  USPS Sequencing

    USPS employees at post offices (for cards) or the National Customer
Support Center (for address files) arrange unsequenced addresses in
sequence of carrier route delivery without charge and remove incorrect
or undeliverable addresses. New or missing addresses (including rural
address conversions to city delivery) are added for each existing
address that is not included in the customer's cards or address file.
Cards are bundled separately for return to the customer. An address
file is returned as a separate file.
    [Revise 4.2 to read as follows:]

4.2  Separate Address Groups

    Separate groups of address cards must be submitted for the
addresses in each 5-digit ZIP Code delivery area: city carrier
(residential addresses only); city carrier (business addresses only);
city carrier (combination of residential and business addresses); rural
and highway contract route addresses; or post office box addresses
(whether business, residential, or a combination). If submitting an
electronic address file, a single file meeting the same requirements is
acceptable. Each group must be accompanied by a statement showing:
    a. Types of addresses (i.e., residential, business, or a
combination).
    b. Number of addresses on the cards or in the address file.
    c. Name, mailing address, and telephone number of the list owner or
agent.
* * * * *
    [Revise 4.4 to read as follows:]

4.4  Address Percentage

    For the 5-digit ZIP Code area, the mailing list that the cards or
address file represent must contain 90 percent of all possible
residential or business city carrier addresses for addresses in the
respective address group, 90 percent of all city carrier addresses for
addresses in a combination residential/business address group, or 90
percent of all possible deliveries for addresses in rural/highway
contract route and post office box groups.
* * * * *
    [Revise the heading and the first sentence of 4.6 to read as
follows:]

4.6  Resubmitting Cards or Address File

    Customers must monitor community growth and determine when address
cards or address files need to be submitted for resequencing to
maintain the 90 percent eligibility level of address coverage.
5.0  SERVICE CHARGES
    [Revise the first sentence of 5.1 to read as follows:]

5.1  Basic Service

    For sequencing of address cards or address file, the applicable fee
is charged for each address card or address that is removed because of
an incorrect or undeliverable address. * * *
    [Revise 5.2 to read as follows:]

5.2  Blanks for Missing Addresses

    For sequencing of address cards or address file with total possible
deliveries shown, the applicable fee is charged for each address card
or address that is removed because it is incorrect or undeliverable. No
charge is assessed for the insertion of blank cards or missing sequence
numbers (for address files) showing the range of missing addresses in a
submitted list.
    [Revise the first sentence of 5.3 to read as follows:]

5.3  Missing or New Addresses

    For sequencing of address cards or address file with missing or new
addresses added, the applicable fee is charged for each address card or
address that is removed because it is incorrect or undeliverable, and
for each address

[[Page 56521]]

(possible delivery) that is added to the customer's list. * * *
* * * * *
    [Amend 5.5 by revising paragraph a to read as follows:]

5.5  Free Services

* * * * *
    a. If the customer includes a rural address (box number) in a deck
of cards or address file submitted for sequencing, and a street address
is assigned to that box number so it can be served on a city delivery
route, a correct address card or address is included at no charge.
* * * * *
6.0  SUBMITTING PROPERLY SEQUENCED MAILINGS
    [Revise the first sentence of 6.1 to read as follows:]

6.1  Customer Responsibility

    The customer must ensure that mailings are prepared in correct
carrier route delivery sequence and resequence cards or an address file
when necessary. * * *
    [Revise 6.2 to read as follows:]

6.2  Changes

    If delivery changes occur that affect delivery sequence, but do not
cause scheme changes, the customer is notified in writing and must then
submit cards or an address file for the affected routes or the complete
ZIP Code for resequencing.
    [Revise the third sentence of 6.3 to read as follow:]

6.3  Out-of-Sequence Mailing

    * * * If the customer does not take corrective action, the USPS
gives written notice that the customer is no longer allowed to submit
address cards to the post office or address files to the National
Customer Support Center for sequencing. * * *
    [Revise 6.4 to read as follows:]

6.4  Reinstatement

    Generally, a customer denied address card or address file
sequencing service for a specific ZIP Code may not submit cards for
sequencing at the post office or submit address files for sequencing at
the National Customer Support Center where that sequencing service was
terminated for 1 year after the effective date of termination. After
that time, the customer is again authorized to submit the ZIP Code
address cards (to the post office) or an address file (to the National
Customer Support Center) for sequencing. At any time during the year
after termination of service, the customer may renew the submission if
the postmaster (for address cards) or the National Customer Support
Center (for address files) is convinced that the customer has taken all
necessary action to correct the past errors.
    An appropriate amendment to 39 CFR part 111 to reflect these
changes will be published if the proposal is adopted.

Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 00-23658 Filed 9-18-00; 8:45 am]
BILLING CODE 7710-12-P