The form must be legible all information except signatures must be printed or typed.

Transcription

1 1900 New Highway, Farmingdale NY Phone: Fax: As licensees of USPS National Change Of Address (NCOA LinkTM ) service, we are required to provide all NCOA LInkTM customers with the attached information packet. It contains the NCOA LInkTM Processing Acknowledgment Form (PAF) and a description of the NCOA LInkTM service. The USPS has mandated that as of October 1 st, 2004 all NCOA LInkTM licensees are to obtain a completed PAF annually from the client whose list is being processed. The client completes the top section of the form. Additionally, it is now mandated that Brokers, Agents or List Administrators*, if any, complete the bottom section of the form. We are not permitted to process an NCOA LinkTM job without a properly executed PAF on file. Completion requirements: The form must be legible all information except signatures must be printed or typed. All fields must be completed. Tax Identification Number (TIN) is not optional. Company Name: Full company name of list owner initials are acceptable only if they are part of the full legal name. Address: Companies with multiple locations require a separate form for each address processing data. P.O. Boxes are not acceptable please use a street address. Do not use liquid paper to make corrections. Draw a line through the error and print above it, if necessary. s may not be corrected; you must obtain a new form to correct a date. NAICS/SIC Please arrange for completion of the PAF as soon as possible so as not to delay NCOA LInkTM processing. Completed forms may be faxed to my attention at (Faxed signatures are now valid to execute the PAF). Please call me at if you have any questions. Thank you for your cooperation. Very Truly Yours, Valerie Manzo Valerie Manzo, NCOA Department *The USPS has provided the following definitions: A broker, or agent, is a third party who provides an interface between the end-user (client) and the licensee. When an end-user (client) outsources its address list management operations to another company, that new company shall be defined as the list administrator.

2 NCOA LinkTM FULL SERVICE PROVIDER REQUIRED TEXT DOCUMENT Anchor Computer Inc. is a non-exclusive Licensee of the USPS (United States Postal Service ) to provide Full Service NCOA LinkTM processing, ZIP + 4 Coding, DPV and LACS LinkTM. It is important to note that not all Service Providers can provide the same level of service. Data quantity differs based on license level. Full Service Providers receive the full 48 month data while Limited Service Providers receive an 18 month data set. All data fulfillments to Service Providers are provided weekly under direct license from the USPS. The full NCOA LinkTM file is a consolidated file of move information that on average contains approximately 160 million permanent changes-of-address (COAs) filed with the United States Postal Service (USPS ). These COAs are retained on the file for a fouryear period from the move-effective date and the file is updated weekly. Before being added to the NCOA LinkTM file, the Old address supplied by the Postal customer must be ZIP + 4 coded. The New addresses must be ZIP + 4 coded and validated using the USPS proprietary database of actual delivery points. (NOTE: The delivery point database does not include NAMES or COA information.) Each delivery point confirmed New address is included on the NCOA LinkTM file. If unable to validate the New address, the NCOA LinkTM process will indicate that a move exists but will not provide the undeliverable New address. New address information is provided only when a match to the input name and address is attained. The typical profile of the New address information contained on the NCOA LinkTM file is as follows: 80.92% Forwardable moves containing delivery point confirmed New addresses New address provided 1.18% Moves containing unconfirmed New addresses New address not provided 13.80% Moved, left no address 3.92% PO Box Closed 0.18% Foreign moves When possible, postal customers who move multiple times within the NCOA LinkTM time period are linked or chained to ensure that the latest address is furnished when an NCOA LinkTM match is attained. This is not always possible if subsequent COAs are not filed in exactly the same manner as a COA filed previously (e.g., name spelling differences or conflicting secondary information). The provision of change of address information is controlled by strict name and address matching logic. NCOA LinkTM processing will only provide new address information when queried with a specific algorithm of the name and input address from a mailers address list which matches the information on the NCOA LinkTM Product. Data contained in and information returned by NCOA LinkTM is determined by the name and move type (Business, Individual, or Family) indicated on a Postal customer s Change of Address form. Version 6 October 2006

3 NCOA LinkTM FULL SERVICE PROVIDER REQUIRED TEXT DOCUMENT The data contained within the NCOA LinkTM Product is comprised of approximately 40% family moves, 54% individual moves, and 6% business moves. All matches made to the NCOA LinkTM file require a ZIP + 4 coded, parsed input address. The five types of processing modes are Standard (S); Business and Individual (C); Individual (I); Business (B); and Residential (R). Standard Processing Mode (S) Standard Processing Mode requires inquiries in the following order: Business Match on business name. Individual Match on first name, middle name, surname and title required. Gender is checked and nickname possibilities are considered. Family Match on surname only. Under no circumstances shall there be a Family match only option. Business and Individual Processing Mode (C) The NCOA LinkTM customer may choose to omit all Family match inquiries and allow only Individual and Business matches to be acceptable. This matching process is also known as C Processing Mode. Individual Processing Mode (I) The NCOA LinkTM customer may also choose to omit Business match inquiries when processing individual names for mailing lists that contain no business addresses. Business Processing Mode (B) The NCOA LinkTM customer may choose to process for only Business matches when processing a Business-to-Business mailing list which contains no residential (Individual or Family) addresses. Residential Processing Mode (R) The NCOA LinkTM customer may choose to omit Business match inquiries and allow only Individual and Family matches to be acceptable under Residential Processing Mode. This matching process is also known as R Processing Mode. The USPS has opted to remove soundex from the matching logic process. Consequently, the USPS has established a process called the Rules Table. This process will produce matches that otherwise would not be possible, i.e. JOHNY and JOHNNY, without the risks associated with soundex. All nickname possibilities are derived from a standard USPS nickname list. In considering alternate presentations of an input name, only reasonable derivatives of the original input name are acceptable. If an input name and address do not match to NCOA LinkTM and alternative queries are attempted, any variations which obtain NCOA LinkTM matches will be provided to the NCOA LinkTM customer for analysis. Version 6 October 2006

4 NCOA LinkTM FULL SERVICE PROVIDER REQUIRED TEXT DOCUMENT When a match or a near match of an input name and address to NCOA LinkTM is identified, a standard NCOA LinkTM return code is provided indicating the type of match made or reason that a match could not be made. The standard output of a USPS NCOA LinkTM process is: a) Each original unaltered input name and address as it was presented. b) The standardized input address appended with the correct ZIP + 4 /DPC, other postal values and any other intelligence flags or footnotes that result from the CASS processing segment. c) For each mailing address for which there is a match to the NCOA LinkTM Product, a standardized new address with 11-digit Delivery Point Barcode (DPBC) and standard return codes. d) When a match is made, the following elements must be returned: the move effective date, the specific name and address utilized in the query that obtained the match, and the move type. The move type is determined by the Interface based on the specific name inquiry utilized to obtain the match. e) For each mailing address for which there is not a match to the NCOA LinkTM Product, the Interface shall return all elements as appropriate under items a and b as well as any standard return codes as may be appropriate. f) The urbanization name information, when applicable. g) The carrier route information for new (updated) addresses. h) DPV TM results for the input address, if requested. i) LACS LinkTM results, if requested j) Processing summary report containing information to identify the specific list and the statistics resulting from the NCOA LinkTM process performed on the list. Although every record must be returned, the format of the records returned by a Service Provider to their clients is determined by a separate agreement between the processor and the customer. NCOA LinkTM processing has the potential to reduce returned mail, yet the USPS does not make any guarantees, express or implied, on the reduction of such mail. Thus any costs associated with returned mail are the Licensees and/or their customers sole responsibility. An NCOA LinkTM customer with questions about the specific results returned from an NCOA LinkTM process must first contact the processor for explanation and resolution. Prior to the processing of NCOA LinkTM data, every customer must have completed and returned to their NCOA LinkTM Licensee the NCOA LinkTM PROCESSING ACKNOWLEDGEMENT FORM provided to them by their Licensee or Agent. It is inappropriate to misrepresent any of the information on the form. Punitive action will be taken by the USPS if the customer, agent or licensee is found to have knowingly supplied false information. Depending on the severity of the offense, actions may include litigious or even criminal charges being brought against the offender. The following trademarks are owned by the United States Postal Service : CASS, DPV, LACS Link, NCOA Link, United States Postal Service, USPS and ZIP + 4. AD# 9.06 Version 6 October 2006

5 NCOA LinkTM P ROCESSING A CKNOWLEDGEMENT FORM The collection of information on this Processing Acknowledgement Form (PAF) is required by the Privacy Act of The United States Postal Service (USPS) requires that each NCOA Link Licensee have a completed NCOA Link PAF for each of their NCOA Link customers prior to providing the NCOA Link service. The Licensee is also required by the USPS to retain a copy of the completed form for each of its customers and to obtain an updated PAF f rom each of its customers at minimum once per year. Any signature upon this PAF shall be considered valid for all purposes and have the same effect whether it is an inksigned original or a photocopy or facsimile representation of the original document. LIST OWNER I, the undersigned, an authorized representative of: Company Name Address City State ZIP+4 Not Applicable Telephone Number Postal ID (for future use) Tax Identification Number (TIN) NAICS/SIC Parent Company Name Marketing or DBA Company Name or Primary Affiliate Company Name Name (Please print) do hereby acknowledge that I have received and reviewed the NCOA Link Information Package supplied to me by Anchor Computer Inc. an NCOA Link Full Service, Provider Licensee. I also understand that the sole purpose of the NCOA Link service is to provide a mailing list correction service for lists that will be used for preparation of mailings. Furthermore, I understand that NCOA Link may not be used to create or maintain new movers lists. LICENSEE ANCHOR COMPUTER, INC. Business Name (Please print) NANCY ATWOOD Name (Please print) VICE PRESIDENT, ECOMMERCE SERVICES Telephone Number BROKER/AGENT LIST ADMINISTRATOR (Check applicable box) Tax Identification Number (TIN) Business Name (Please print) Address City/State/ZIP+4 Name (Please print) Telephone Number Tax Identification Number (TIN) NAICS/SIC For Licensee Use Only PAF ID: Broker/Agent ID: List Administrator ID:

6 SAMPLE NCOA LinkTM PROCESSING ACKNOWLEDGEMENT FORM The collection of information on this Processing Acknowledgement Form (PAF) is required by the Privacy Act of The United States Postal Service (USPS ) requires that each National Change Of Address (NCOA LinkTM ) licensee have a completed NCOA LinkTM PAF for each of their NCOA LinkTM customers prior to providing the NCOA LinkTM service. The NCOA LinkTM Licensee is also required by the USPS to retain a copy of the completed form for each of its customers and to obtain an updated PAF from each of its NCOA LinkTM customers at minimum once per year. Any signature upon this PAF shall be considered valid for all purposes and have the same effect whether it is an ink-signed original or a photocopy or facsimile representation of the original document. I, the undersigned, an authorized representative of: LIST OWNER INFORMATION Please complete this section with the LIST OWNER S information. * ALL FIELDS ARE REQUIRED! * Company Name: Full company name of LIST OWNER. (Initials are only accepted if they are part of the full legal name) * Address: Legal address of company; P.O. Boxes are not acceptable. (Companies with multiple locations require a separate form for each address processing data.) * Name: Name of the company official signing document. (Must be a manager or higher.) * NAICS/SIC I do hereby acknowledge that I have received and reviewed the National Change Of Address (NCOA LinkTM ) Information Package supplied to me by ANCHOR COMPUTER INC., an NCOA LinkTM licensee. I also understand that the sole purpose of the NCOA LinkTM service is to provide a mailing list correction service for lists that will be used for preparation of mailings. NCOA LinkTM Licensee ANCHOR COMPUTER, INC. Business Name (Please Print) NANCY ATWOOD Name (Please Print) VICE PRESIDENT, ECOMMERCE SERVICES Telephone Number Tax Identification Number (TIN) [ ] Broker/Agent [ ] List Administrator (Check applicable box) BROKER/AGENT INFORMATION Please complete this section if you are processing for a third-party. * ALL FIELDS ARE REQUIRED! * P.O. Boxes are not acceptable for the address. * The list owner must fill out and sign the top portion of this form. For Licensee Use Only Customer ID: Broker/Agent ID: List Administrator ID:

7 NCOA LinkTM NEW ACCOUNT QUESTIONNAIRE Company: Address: City/State/ZIP: Phone: 1. Please describe the nature of your business with emphasis on your mailing-related functions and experience in this business. 2. Describe how you plan to utilize NCOA LinkTM processing as part of your business. 3. Provide a statement of annual mailing list preparation volume that will be processed through NCOA LinkTM (estimate number of lists and t otal of address records processed). 4. Provide a statement of your annual estimated mailing volume (number of pieces). Customer Name: : : :