|
Addressing and address cleansing
Central Mail customers provide us with address files; we then spray the addresses
onto the mail pieces using a VideoJet system. Some customers maintain their own
address data files, but most who send mailings to UI constituents obtain the data
from Human Resources, the Alumni Association, or the UI Foundation. Address lists
can also be obtained through UI Benefits and ITS services. If you have your own
mailing list, you must update these files regularly.
Address cleansing is becoming more and more challenging. Central Mail Services
uses a cleansing process that will help you and your department save money. Address
files are run through a software program that will cross reference the addresses
with a U.S. Postal Service data file. The addresses are then updated through a
process called NCOA Link. Central Mail sprays these updated addresses and onto
your outgoing mail pieces.
This process will help you with an updated mailing address file (required by the
Postal Service) save you money by obtaining better postage rates, and finally, save
you money on mail pieces not being returned for improper or incorrect addresses.
Address corrections from the Postal Service can cost 70 cents per returned mail
piece, plus additional postage in some instances.
The Postal Service requires all mailings that claim discounted rates to have
their address files cleansed through an approved software program.
Many departments that maintain their own files and generate labels will not be in
compliance. This will result in higher postage rates. Please contact Central Mail
Services for information on how to avoid additional expenses with your mailings.
How to prepare your address files for Central Mail
Use the correct format, illustrated below for campus and off-campus mail, to save
your department money and speed the processing time. Create a spreadsheet that
has the columns shown, in the same order. When you have finished compiling
the list, send it to Central Mail using
file envoy, a simple web form with easy-to-follow instructions.
CAMPUS MAIL
For Campus Mail, you must include a department name, room number, and building
abbreviation. If any of these is missing, neither Campus Mail nor the UIHC Mail
Room staff will deliver the piece.
OFF-CAMPUS MAIL
- For off-campus mail, a street address is mandatory. It may contain locational
information, such as suite (STE) or building (BLDG), but must not contain department
names, subtitles, or "in care of ....".
- Spell out cities. The address-checking software will not accept IC for Iowa City
or NY NY, for New York City, for example.
- Use the correct nine-digit ZIP code, with a hyphen between the first five and last
four digits.
- Any personal or confidential information should be removed. Delete items
that you don't want printed as part of the address.
Collating
Collating of multi-part mailings is available.
Folding
Central Mail Services provides a folding service for your mail pieces. The letter
fold and single fold are most common. "Z" folds are not an option if you intend to
use any automated processing with your mailing - this type of fold is not compatible
with the equipment. A "Z" fold must be hand inserted, and inserting charges will
increase the cost of your mailing. Staples cause problems and could mean higher
mailing costs for you. Please do not use staples to seal your self mailers.
Inserting
We insert material automatically into #9, #10, and 6x9-inch envelopes with a top
flap. We insert material manually into large, flat-size envelopes (9x12, 10x13,
and 11x15 inches). While there are additional charges for manual inserting, the
time you save by not doing the inserting yourself, and the proper processing by
our staff will offset the additional expense.
Labeling
Some customers order addresses printed on adhesive labels instead of onto mail
pieces. We highly discourage the use of labels and promote the use of VideoJet
laser ink-jet printing. This process will give you better process of your mail
pieces, lower postage rates, and more timely delivery.
Mail piece design
Central Mail Services offers personal instruction on proper mail piece design.
A beautifully designed mail piece is wonderful. However, if it is not mailable
then you've wasted a great deal of time and effort on nothing. We would be happy
to review a proof and offer suggestions which will allow you to receive better
postage discounts and delivery service. We'll also make personal visits to if
you would like to schedule a visit. Please contact us when you are beginning a
new project.
Sealing
Automatic sealing of standard #9 and #10 gummed envelopes is another service we
offer. We can also seal 6x9-inch envelopes with a top flap. If you plan to use
this, nest the envelopes together and stand them upright with the flaps open. Do
not close the flaps - you'll be charged for the time we spend opening them. Flat
envelopes can also be sealed.
Tabbing
We use translucent tabs to seal self mailers (mail pieces that are not in
envelopes). Adding tabs can qualify mail pieces for savings on postage. Staples
should never be used as closures because they damage equipment and injure workers.
VideoJet service (ink-jet spraying)
VideoJet spraying is our ultimate service for addressing mail pieces. This
service allows us to spray an address and barcode directly onto each mail piece.
This provides value in many ways, particularly the opportunity for your department
to save money on postage expenses. Why spend hours applying labels when we can
quickly spray the addresses directly onto your mail pieces, saving you both time
and money.
|
