Software and Software and Database Database

ManagementManagement

Presented By:Presented By: Michael Lloyd Michael Lloyd

UNC WilmingtonUNC WilmingtonMarch 31, 2008March 31, 2008

How to Select Mailing How to Select Mailing Software Software • The objective when purchasing mailing The objective when purchasing mailing

software is to software is to save timesave time by by eliminating preparation through eliminating preparation through automatically sorting mail and automatically sorting mail and producing all proper marking and producing all proper marking and postal reports, and to postal reports, and to save moneysave money by by obtaining the lowest allowable postage obtaining the lowest allowable postage rates that only mailing software can rates that only mailing software can achieve.achieve.

What should Mailing Software What should Mailing Software Do ?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?What I need to Know?

• Many software products Many software products promise to help you achieve promise to help you achieve your goals. your goals.

• They all seem similar, at least They all seem similar, at least based on an overview of their based on an overview of their product literature. product literature.

• Their prices vary, and Their prices vary, and sometimes greatly.sometimes greatly.

How much should it cost?How much should it cost?

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

• Mailing software is typically Mailing software is typically available as a subscription for a available as a subscription for a specified period, usually annually. specified period, usually annually.

• This is because mail preparation This is because mail preparation requirements are constantly requirements are constantly changing to meet the requirements changing to meet the requirements of the United States Postal Service. of the United States Postal Service.

• To keep up with those changing To keep up with those changing requirements, mailing software requirements, mailing software developers must continually modify developers must continually modify the software.the software.

• Some mailing software Some mailing software vendors offer different vendors offer different mailing programs to mailing programs to support different levels of support different levels of need, usually classified as need, usually classified as low end and high end.low end and high end.

• The low-end (also low-The low-end (also low-cost) programs can cost) programs can minimize your investment minimize your investment risk, allowing you to get risk, allowing you to get your feet wet without full your feet wet without full immersion. immersion.

Weighting the Cost?Weighting the Cost?

• But you should make sure the But you should make sure the transition from the low end to high transition from the low end to high end is simple and straight forward end is simple and straight forward and without penalty.and without penalty.

• In some cases, that transition is In some cases, that transition is equivalent to changing software equivalent to changing software vendors because there is no vendors because there is no commonality between the low-cost commonality between the low-cost and high-cost offerings and high-cost offerings

StabilityStability• Stability of the SoftwareStability of the Software —There are a —There are a

lot of programs in this industry that lot of programs in this industry that frustrate users with glitches, crashing frustrate users with glitches, crashing and erratic behavior. and erratic behavior.

• You won't read about this in the You won't read about this in the product literature. Research the product literature. Research the product with those whom current product with those whom current utilize the productutilize the product..

Subscription for SoftwareSubscription for Software

• Subscription costs for subsequent Subscription costs for subsequent years are typically substantially years are typically substantially lower than first-year costs. That lower than first-year costs. That makes the original selection of makes the original selection of the right software for you, all the the right software for you, all the more important. more important.

• You surely want to avoid paying You surely want to avoid paying that first year premium again, that first year premium again, simply because your first simply because your first software choice did not meet, or software choice did not meet, or could not grow with, your needs.could not grow with, your needs.

Software and Data TopicsSoftware 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 optionsCustom printing optionsExporting and Importing Exporting and Importing Database management Database management

CASSCASS stands for stands for Coding Coding Accuracy Support SystemAccuracy Support System • CASS certified software cleans up, corrects, and CASS certified software cleans up, corrects, and

standardizes a mailing list.standardizes a mailing list.• It will add missing ZIP+4 zip codes, Carrier Route It will add missing ZIP+4 zip codes, Carrier Route

codes, Delivery Point Numbers, Line of Travel codes, Delivery Point Numbers, Line of Travel information as well as correct any invalid address, information as well as correct any invalid address, city, state, or zip code information. city, state, or zip code information.

• It will also put the address into the post office It will also put the address into the post office recommend standard format such as using the recommend standard format such as using the two letter abbreviation for state names. two letter abbreviation for state names.

• CASS software has nothing to do with sorting a CASS software has nothing to do with sorting a mailing list or printing the mailing labels. mailing list or printing the mailing labels. That is That is done by PAVE certified software. done by PAVE certified software.

PAVEPAVE stands for stands for Presort Presort Accuracy Validation and Accuracy Validation and EvaluationEvaluation • PAVE certified software is bulk mail presort PAVE certified software is bulk mail presort

software that has been tested and certified software that has been tested and certified by the post office for accuracy in doing by the post office for accuracy in doing different types of sorts and producing different types of sorts and producing various types of postal documents. various types of postal documents.

• Presort software sorts your mailing list Presort software sorts your mailing list according to all of the rules and according to all of the rules and regulations of the post office and regulations of the post office and produces, among other things, the produces, among other things, the barcoded mailing labels, barcoded tray barcoded mailing labels, barcoded tray and sack tags, Qualification Reports, and sack tags, Qualification Reports, Postage Statements, and Setup Reports Postage Statements, and Setup Reports

What is DPV and LACSLink What is DPV and LACSLink

• DPV stands for DPV stands for Delivery Point Delivery Point ValidationValidation. This is a method by which . This is a method by which a specific address is validated.a specific address is validated.

• In the general CASS processing an In the general CASS processing an address is considered valid as long as address is considered valid as long as it falls within the range of addresses it falls within the range of addresses listed in the CASS database.listed in the CASS database.

Delivery Point Bar CodeDelivery Point Bar Code

• For instance, the CASS database may give the For instance, the CASS database may give the range of valid addresses for Main Street in zip range of valid addresses for Main Street in zip code 77002 as being from 1000 to 1090. code 77002 as being from 1000 to 1090.

• If you have an address in your mailing list of 1020 If you have an address in your mailing list of 1020 Main Street 77002, then the general CASS Main Street 77002, then the general CASS processing will consider this a valid address and processing will consider this a valid address and assign it a Delivery Point Number even though assign it a Delivery Point Number even though there is a possibility that no such address really there is a possibility that no such address really exists. exists.

• DPV will double check that Delivery Point Number DPV will double check that Delivery Point Number against another database to verify that 1020 Main against another database to verify that 1020 Main Street 77002 is actually a valid address. If so, the Street 77002 is actually a valid address. If so, the CASS matching stands. If not, the address is not CASS matching stands. If not, the address is not considered a CASS match and return a code to let considered a CASS match and return a code to let you know why the address was not matchedyou know why the address was not matched

What is eLOT ?What is eLOT ?

• eLOT stands for eLOT stands for enhanced Line of Travelenhanced Line of Travel. . • eLOT Product was developed to give mailers eLOT Product was developed to give mailers

the ability to sort their mailings in the ability to sort their mailings in approximate carrier-casing sequenceapproximate carrier-casing sequence

• eLOT data is only used when doing eLOT data is only used when doing Non-Non-AutomationAutomation ( (ECR Basic Carrier Route sortingECR Basic Carrier Route sorting))

• ECRECR mail can be for either Letter or Non- mail can be for either Letter or Non-Letter (Flat) sized pieces and is sorted not Letter (Flat) sized pieces and is sorted not only by the Carrier Route number but also by only by the Carrier Route number but also by the eLOT number which puts the mail more the eLOT number which puts the mail more or less into the same order that the Postal or less into the same order that the Postal Carrier travels when delivering the mail. Carrier travels when delivering the mail.

What Reports will be What Reports will be Needed?Needed?

• Cass FormCass Form

• Pave FormPave Form

• Mail Sort listMail Sort list

• USPS Qualification FormUSPS Qualification Form

• Summary InformationSummary Information

• Job SummaryJob Summary

Good Quality Software Allows Good Quality Software Allows User ToUser To? ?

– Import DataImport Data– Correct Address Correct Address – Find DuplicatesFind Duplicates– Sort MailingSort Mailing– Export DataExport Data– Print ReportsPrint Reports– Print LabelsPrint Labels

Import DataImport Data

Sample Formatted Address Sample Formatted Address ListList

TITLE BUSINESS ADDRESS UNIT CITY STATE ZIP3825 Indigo Cir Destin FL 32541

Human Resources Director Sandestin Beach Hilton 4000 S Sandestin Blvd Destin FL 32550Human Resources Director City Of Destin 4200 Two Trees Rd Destin FL 32541

Beverly Health & Rehabilitation 195 Mattie M Kelly Blvd Destin FL 32541Human Resources Director Asi 35008 Emerald Coast Pkwy Destin FL 32541

Flamingo CafΘ 414 Harbor Blvd Destin FL 32541Human Resources Director Pelican Beach Resort 1002 Highway 98 E Destin FL 32541

Hooters Corporate Office 983 Airport Rd Destin FL 32541Abbott Resorts 1209 Airport Rd Ste 7 Destin FL 32541

Human Resources Director Abbott Resorts 35000 Emerald Coast Pkwy Destin FL 32541Happy Stores, Inc. 319 Mountain Dr Destin FL 32541Destin Log 1225 Airport Rd Destin FL 32541Jim Bell, Inc. 922 Highway 98 E Destin FL 32541Innovative Floor Coverings 1 Industrial Park Rd Suite 1 Destin FL 32541

609 Bayou Dr Destin FL 32550Office Manager South Walton Utility Company 79 Scenic Gulf Dr Destin FL 32550

Sverdrup Technology 308 W D Ave Eglin Afb FL 32542Human Resources Director Sentel Corporation PO Box 1837 Eglin Afb FL 32542

Oak Hill Elementary School 101 Chinquapin Dr Eglin Afb FL 32542Embry-riddle Aeronautical University PO Box 1553 Eglin Afb FL 32542Army & Air Force Base Exchange 309 W Van Matre Ave Suite 112 Eglin Afb FL 3254246th Lg/cc 107 N Barrancas Ave Suite 201 Eglin Afb FL 32542Lamar Advertising 223 Green Acres Rd Fort Walton Beach FL 32547

Human Resources Director Fwb Medical Center 1000 Mar Walt Dr Fort Walton Beach FL 32547Administration Applied Technology School 1976 Lewis Turner Blvd Fort Walton Beach FL 32547

Ocean City Elementary School 720 Essex Rd Fort Walton Beach FL 32547Wright Elementary School 305 Lang Rd Fort Walton Beach FL 32547Benton House 2000 Principal Ln Fort Walton Beach FL 32547Rivendell 1015 Mar Walt Dr Fort Walton Beach FL 32547

Address Correction Address Correction

• Standardize an Standardize an address, it give you address, it give you back a complete back a complete form of that form of that address.address.

• At the same time it At the same time it should code for should code for postal automation.postal automation.

Merge/Purge and Duplicate Merge/Purge and Duplicate Detection SoftwareDetection Software

• Tool for finding and removing duplicates. Tool for finding and removing duplicates.

• Search and match on many identifying Search and match on many identifying information such as:information such as:

personal name personal name address address company namecompany name account number etcaccount number etc

• Ability to work with multiple lists at one Ability to work with multiple lists at one time as well as suppression list options.time as well as suppression list options.

Presorting Mailing Presorting Mailing

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

Export dataExport data

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

Printing Label and TagsPrinting Label and Tags

• You should be design files You should be design files

• Use templatesUse templates

• Order to printOrder to print

• Design toolboxDesign toolbox

• Customization of labelsCustomization of labels

• Easy set upEasy set up

Merlin - Merlin - Mailing Evaluation Mailing Evaluation Readability Readability Lookup Instrument: Lookup Instrument: VERIFIESVERIFIES• Presort Mail MakeupPresort Mail Makeup

• Weight / Piece CountWeight / Piece Count

• Barcode ReadabilityBarcode Readability

• Tray Label Accuracy / PaperworkTray Label Accuracy / Paperwork

• Meter ID and Date / Permit ImprintMeter ID and Date / Permit Imprint

• Address / Barcode AccuracyAddress / Barcode Accuracy

• Endorsements & Rate MarkingsEndorsements & Rate Markings

• Mail Piece DimensionsMail Piece Dimensions

List Maintenance FeaturesList Maintenance Features

Delete record Delete record Modify Selected Modify Selected

RecordsRecordsFiltering of Filtering of

recordsrecordsList Back UpList Back UpCreate SubsistsCreate Subsists

define indexes. define indexes. Identify Identify

duplicates duplicates Prints reports of Prints reports of

duplicate duplicate records.records.

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