|Important Information for Non-automated, Non-barcoded, Non-Profit, and Regular Standard "A" (3rd class) Bulk Mail|
|If you are sending out a mailing that contains at least 200 pieces of the same size and weight, you can save money by sending them as Standard A Bulk Mail.
Mail Services offers an automated program for addressing and sorting mailpieces as a convenience to university departments. If you would like to use the automated program, please read these guidelines for providing data files. Those departments who do not participate in the Standard A Automated (Barcoded) Bulk Mail Program may continue to prepare their bulk mailings as before. Also, if your mail piece does not meet the mail piece design requirements for automation, you must prepare your mailing as a non-automated, non-barcoded Standard A bulk mailing. If you are unsure, please call 597-2913 to arrange for a consultation.
The mailpieces still must be manually sorted according to postal regulations. Your department can prepare the mailing or you may choose to have Mail Services prepare the mailing. For those who wish to prepare their own mailing, Mail Services can provide you with detailed instructions for all necessary procedures, including manually sorting the mailing into 5-digit, 3-digit and Area Distribution Center Zip code bundles.
** Please note that if you choose to manually prepare your mailing, you will pay higher postage rates, the preparation time will be much greater, and the mail will move more slowly within the U.S. postal system.
|One important change in preparation of a mailing that is non-automated, non-barcoded Standard A (originally known as 3rd class) Bulk Mailing:|
All Standard A Bulk mailings that are not automated (barcoded by Mail Services) must have the 5-digit zip codes in each address verified and corrected within 12 months prior to the date of mailing by an USPS-approved method. The methods include one of the following: Using CASS-certified address matching software, or current Address Information System (AIS) products to qualify those lists maintained in a database or manual verification using a Postal Service Zip Code directory or an electronic lookup service.
It should be noted that most zip codes are correct when they are entered into a database, so a quick manual check should suffice. Mail Services only requires this signed form from the department for their own records.
|Supplying Data Files for Barcoded Address Labels and Direct Impression Barcoded Addresses|
|Mail Services can provide printed address labels, complete with bar codes, for your use in preparing mailings. Should you wish to use this service, following are guidelines for submitting the address/mailing list information to Mail Services.|
|1.||Data files may be submitted on disk, by e-mail attachment or FTP transfer from Jenny Sullivan or Brenda Venoy at the Computer Service Center.|
|2||Information should be in a text format, comma or tab delimited (We will accept Excel format)|
|3||Data should not be provided in label format|
|4||Each data element should be in its own field
Example: Do not mix title and company information in the same field
|5||Fields must be consistent
Example: Address line should always contain street address
|6||Disks should be clearly labeled and indicate whether they need to be returned (if you would like your disks returned, you must provide a return address on the labels)|
|7||2 days lead time should be added for processing and address file|
|8||Need help? Our e-mail address is email@example.com|
|For more information, please contact Dennis Whitlatch at 597-2913.|