MTAC Workgroup #105 Efficient Dissemination of Addressing Related Information In Emergencies/Disasters

MTAC #105 - Charter The Workgroup Should Consider The Best Ways For Address Related Information To Be Communicated Efficiently In Cases Of Emergency/Disaster. Coordinated Dissemination Of Information Maintaining A Consistency Of Pertinent, Timely Data. There Should Be Appropriate Notifications Aimed At Stakeholders, Including Large Mailers, Small Mailers And The Public. Desired Results

MTAC Workgroup #105 The MTAC #105 Workgroup identified 11 issues that can be summarized as three major categories, as listed on the next page. The detailed findings and industry recommendations can be reviewed in the section following the workgroup’s recommended next steps. Summary of Findings

MTAC #105 - Status Issues 1: –Inconsistent communication disseminated from various sources within the USPS and mailing industry as to what has occurred and what should be done to avoid problems in the affected areas. –There should be one location identified as a placeholder where the mailing industry can go to find relevant information concerning the event, and various ways to communicate that information should be considered. Currently the usps.com website is preferred vehicle, but it is not user friendly and needs enhancements Issue 2: –Impacted mail recipients receive inconsistent or incomplete information on the impact of a mail embargo to their business or residence. Issue 3: –There should be more efficient way to take advantage of the current technology available to implement a resolution process to return mail to affected areas as soon as possible. –Enhancements to or a product developed with the functionality to replace the Mail Restoration Program is required. Issues Identified:

MTAC Workgroup #105 Issue 1: – In times of Emergency or Disaster, establish efficient communications to the mailing industry (Mail Owner, Service Provider, Vendor, and Logistics Provider). The BSN should be the owner of this information and responsible for it being properly communicated. Issue 2: –In times of Emergency or Disaster, establish effective communications to the mailing customer. Location, Mail Class and anticipated duration of impacts should be considered as a standard format in the communications. Issue 3: –In time of Emergency or Disaster, utilize technology to the extent possible in update and validation of address related information. Recommendations Identified:

MTAC Workgroup #105 It is recommended that the USPS take a close look at the individual recommendations and decide what issues can be resolved quickly and efficiently. –The workgroup did not make specific recommendations on when the USPS should implement these suggestions; however, it would be highly recommended to implement some of the changes prior to the next Hurricane season. Next Steps:

MTAC Workgroup #105 The industry leaders also recommend that the BSN begin to address the current communication issues related to the Hurricane Katrina/Rita and other service related issues listed on the usps.com website in order to help finalize messaging prior to the next emergency (that could occur). –By doing this, the USPS would be better prepared to act in a well defined and efficient manner as opposed to reacting to an emergency. –Also, the changes that are recommended to better disclose instructions on usps.com can provide immediate benefit for the current issues that are left over from Hurricane Katrina/Rita. Next Steps cont.:

MTAC Workgroup #105 Workgroup #105 is recommended to be considered complete with the presentation of the findings at this February 2007 MTAC meeting. The Final Report for workgroup #105 is posted on the MTAC Issues Tracking System (MITS) for review and future reference. What is left of the Workgroup?

MTAC Workgroup #105 Workgroup 105 leaders wish to thank the following participants for their time to work on this important group: Adam Collinson (CNC), John Whittington-Barry Elliott- Bill McGlyn (Time Customer Services), Clarence Banks (RRD), Chris Lien and Paula Stoskopf (Business Objects), Jody Berenblatt & Martha Rocha (Bank of America), Derrick Miliner (GSA), EC Nix (DST Output), Gerri Harrison (Check Free), Nicholas Wolf (Discover Financial), George Rosch (Social Security Ad.), John Chambers (Veterans Ad.), James West (Williams & Sonoma), Rich Bobic (Kable Fulfillment), Sharon Harrison (AT&T), Shawn Baldwin (BCC Software), Stephen Smith (Christian Sciences), Kevin Cartin (G1/PB), Patti Mason- David West-Robin Miller-Linda Malone & Joanne Smith (USPS), Erv Drewek (Brown Printing) & David Robinson & Paul Kolvakas (Pitney Bowes). Participation