Software and Database Management Presented By: Michael Lloyd UNC Wilmington March 31, 2008

How to Select Mailing Software The objective when purchasing mailing software is to save time by eliminating preparation through automatically sorting mail and producing all proper marking and postal reports, and to save money by obtaining the lowest allowable postage rates that only mailing software can achieve. The objective when purchasing mailing software is to save time by eliminating preparation through automatically sorting mail and producing all proper marking and postal reports, and to save money by obtaining the lowest allowable postage rates that only mailing software can achieve.

What should Mailing Software Do ? Eliminates manual work for you! Automate Addresses for Discounts Certified your Address Lists “Cleanses” Address Lists Barcode Mailing Eliminates Duplicates Prepare required mail reports SAVE YOU MONEY

What I need to Know? Many software products promise to help you achieve your goals. Many software products promise to help you achieve your goals. They all seem similar, at least based on an overview of their product literature. They all seem similar, at least based on an overview of their product literature. Their prices vary, and sometimes greatly. Their prices vary, and sometimes greatly.

How much should it cost? That's a key question for most new users, and it's more complicated than the software's "sticker price" might suggest. That's a key question for most new users, and it's more complicated than the software's "sticker price" might suggest.

Mailing software is typically available as a subscription for a specified period, usually annually. Mailing software is typically available as a subscription for a specified period, usually annually. This is because mail preparation requirements are constantly changing to meet the requirements of the United States Postal Service. This is because mail preparation requirements are constantly changing to meet the requirements of the United States Postal Service. To keep up with those changing requirements, mailing software developers must continually modify the software. To keep up with those changing requirements, mailing software developers must continually modify the software.

Some mailing software vendors offer different mailing programs to support different levels of need, usually classified as low end and high end. Some mailing software vendors offer different mailing programs to support different levels of need, usually classified as low end and high end. The low-end (also low-cost) programs can minimize your investment risk, allowing you to get your feet wet without full immersion. The low-end (also low-cost) programs can minimize your investment risk, allowing you to get your feet wet without full immersion. Weighting the Cost?

But you should make sure the transition from the low end to high end is simple and straight forward and without penalty. But you should make sure the transition from the low end to high end is simple and straight forward and without penalty. In some cases, that transition is equivalent to changing software vendors because there is no commonality between the low-cost and high-cost offerings In some cases, that transition is equivalent to changing software vendors because there is no commonality between the low-cost and high-cost offerings

Stability Stability of the Software —There are a lot of programs in this industry that frustrate users with glitches, crashing and erratic behavior. Stability of the Software —There are a lot of programs in this industry that frustrate users with glitches, crashing and erratic behavior. You won't read about this in the product literature. Research the product with those whom current utilize the product. You won't read about this in the product literature. Research the product with those whom current utilize the product.

Subscription for Software Subscription costs for subsequent years are typically substantially lower than first-year costs. That makes the original selection of the right software for you, all the more important. Subscription costs for subsequent years are typically substantially lower than first-year costs. That makes the original selection of the right software for you, all the more important. You surely want to avoid paying that first year premium again, simply because your first software choice did not meet, or could not grow with, your needs. You surely want to avoid paying that first year premium again, simply because your first software choice did not meet, or could not grow with, your needs.

Software and Data Topics Reports and Terminology Reports and Terminology Standardization Standardization Address correction Address correction Merge/purge processing Merge/purge processing Presorting Presorting Custom printing options Custom printing options Exporting and Importing Exporting and Importing Database management Database management

CASS stands for Coding Accuracy Support System CASS certified software cleans up, corrects, and standardizes a mailing list. CASS certified software cleans up, corrects, and standardizes a mailing list. It will add missing ZIP+4 zip codes, Carrier Route codes, Delivery Point Numbers, Line of Travel information as well as correct any invalid address, city, state, or zip code information. It will add missing ZIP+4 zip codes, Carrier Route codes, Delivery Point Numbers, Line of Travel information as well as correct any invalid address, city, state, or zip code information. It will also put the address into the post office recommend standard format such as using the two letter abbreviation for state names. It will also put the address into the post office recommend standard format such as using the two letter abbreviation for state names. CASS software has nothing to do with sorting a mailing list or printing the mailing labels. That is done by PAVE certified software. CASS software has nothing to do with sorting a mailing list or printing the mailing labels. That is done by PAVE certified software.

PAVE stands for Presort Accuracy Validation and Evaluation PAVE certified software is bulk mail presort software that has been tested and certified by the post office for accuracy in doing different types of sorts and producing various types of postal documents. PAVE certified software is bulk mail presort software that has been tested and certified by the post office for accuracy in doing different types of sorts and producing various types of postal documents. Presort software sorts your mailing list according to all of the rules and regulations of the post office and produces, among other things, the barcoded mailing labels, barcoded tray and sack tags, Qualification Reports, Postage Statements, and Setup Reports Presort software sorts your mailing list according to all of the rules and regulations of the post office and produces, among other things, the barcoded mailing labels, barcoded tray and sack tags, Qualification Reports, Postage Statements, and Setup Reports

What is DPV and LACSLink DPV stands for Delivery Point Validation. This is a method by which a specific address is validated. DPV stands for Delivery Point Validation. This is a method by which a specific address is validated. In the general CASS processing an address is considered valid as long as it falls within the range of addresses listed in the CASS database. In the general CASS processing an address is considered valid as long as it falls within the range of addresses listed in the CASS database.

Delivery Point Bar Code

For instance, the CASS database may give the range of valid addresses for Main Street in zip code as being from 1000 to For instance, the CASS database may give the range of valid addresses for Main Street in zip code as being from 1000 to If you have an address in your mailing list of 1020 Main Street 77002, then the general CASS processing will consider this a valid address and assign it a Delivery Point Number even though there is a possibility that no such address really exists. If you have an address in your mailing list of 1020 Main Street 77002, then the general CASS processing will consider this a valid address and assign it a Delivery Point Number even though there is a possibility that no such address really exists. DPV will double check that Delivery Point Number against another database to verify that 1020 Main Street is actually a valid address. If so, the CASS matching stands. If not, the address is not considered a CASS match and return a code to let you know why the address was not matched DPV will double check that Delivery Point Number against another database to verify that 1020 Main Street is actually a valid address. If so, the CASS matching stands. If not, the address is not considered a CASS match and return a code to let you know why the address was not matched

What is eLOT ? eLOT stands for enhanced Line of Travel. eLOT stands for enhanced Line of Travel. eLOT Product was developed to give mailers the ability to sort their mailings in approximate carrier-casing sequence eLOT Product was developed to give mailers the ability to sort their mailings in approximate carrier-casing sequence eLOT data is only used when doing Non- Automation (ECR Basic Carrier Route sorting) eLOT data is only used when doing Non- Automation (ECR Basic Carrier Route sorting) ECR mail can be for either Letter or Non-Letter (Flat) sized pieces and is sorted not only by the Carrier Route number but also by the eLOT number which puts the mail more or less into the same order that the Postal Carrier travels when delivering the mail. ECR mail can be for either Letter or Non-Letter (Flat) sized pieces and is sorted not only by the Carrier Route number but also by the eLOT number which puts the mail more or less into the same order that the Postal Carrier travels when delivering the mail.

What Reports will be Needed? What Reports will be Needed? Cass Form Cass Form Pave Form Pave Form Mail Sort list Mail Sort list USPS Qualification Form USPS Qualification Form Summary Information Summary Information Job Summary Job Summary

Good Quality Software Allows User To? –Import Data –Correct Address –Find Duplicates –Sort Mailing –Export Data –Print Reports –Print Labels

Import Data

Sample Formatted Address List

Address Correction Standardize an address, it give you back a complete form of that address. Standardize an address, it give you back a complete form of that address. At the same time it should code for postal automation. At the same time it should code for postal automation.

Merge/Purge and Duplicate Detection Software Tool for finding and removing duplicates. Tool for finding and removing duplicates. Search and match on many identifying information such as: Search and match on many identifying information such as:  personal name  address  company name  account number etc Ability to work with multiple lists at one time as well as suppression list options. Ability to work with multiple lists at one time as well as suppression list options.

Presorting Mailing Sorting mail and preparing it in container so that it can be transported though the postal system. Sorting mail and preparing it in container so that it can be transported though the postal system.

Export data To transport data for use with media types (cd, flash, zip, variable data for example) To transport data for use with media types (cd, flash, zip, variable data for example)

Printing Label and Tags You should be design files You should be design files Use templates Use templates Order to print Order to print Design toolbox Design toolbox Customization of labels Customization of labels Easy set up Easy set up

Merlin - Mailing Evaluation Readability Lookup Instrument: VERIFIES Presort Mail Makeup Presort Mail Makeup Weight / Piece Count Weight / Piece Count Barcode Readability Barcode Readability Tray Label Accuracy / Paperwork Tray Label Accuracy / Paperwork Meter ID and Date / Permit Imprint Meter ID and Date / Permit Imprint Address / Barcode Accuracy Address / Barcode Accuracy Endorsements & Rate Markings Endorsements & Rate Markings Mail Piece Dimensions Mail Piece Dimensions

List Maintenance Features Delete record Delete record Modify Selected Records Modify Selected Records Filtering of records Filtering of records List Back Up List Back Up Create Subsists Create Subsists define indexes. define indexes. Identify duplicates Identify duplicates Prints reports of duplicate records. Prints reports of duplicate records. Hide and Unhide Hide and Unhide

Popular Mailing Software  AccuMail  ArcList  Bulk Mailer 5 Pro &Standard  MailRoom Toolkit  Mail Manager  PostalSoft Professional Suite  PostalSoft Business Edition  PostalSoft DeskTop Mailer  ProSort  SmartAddresser 2020