Mailing & Fulfillment — ‘Move Update’ Moves Forward
Step 1: Know the Requirement
Currently, addresses on all Presorted First Class Mail must be updated within 185 days before the mailing date with a Postal Service-approved method:
o Address Change Service (ACS);
o National Change of Address Linkage System (NCOALink);
o FASTforward MLOCR processes if used each time before mail entry;
o Mailer Move Update Process Certification and USPS-approved alternative methods for mailers with legitimate restrictions on incorporating USPS-supplied change-of-address information into their mailing lists (see section on 99 Percent Accuracy); or
o Appropriate ancillary service endorsement.
Step 2: Identify Your Level of Exposure
You and your staff know your clients. You know whether or not they mail claiming First Class Presort discounts and how frequently.
o Who controls or is responsible for the database maintenance?
o If your customers perform their own database maintenance, how do they handle address change notifications?
o Is your mailing permit number being used by your client?
o Your signature is on the mailing statement, which alone “certifies” that the addresses in this mailing have met the entire Move Update standard. Chances are you will probably fight a losing battle and be held liable if you cannot present the “supporting documentation.” Thus, penalties and fines may be assessed.
o Review your clients one at a time and rank their “risk” levels and your potential exposure.
Step 3: Educate Internal Staff and Be Prepared for Pushback
Particularly those who can never say “no” to a customer.
o Assure that your salespeople and CSRs are aware of the risks associated with telling a client he can mail First Class using your permit, etc.
o Your CSRs have to ask the questions and check on the status of the addresses in the list.
o Do you have “current” Move Update documentation in-house?
o Does the customer have it, so it can be provided upon request?