Automated Mailings

Prior to processing mailings for automation, new mailers are contacted and the automation process is explained. We do not contact repeat mailers unless there are questions or concerns regarding the mailing.

All mailings require a postal work order signed by the authorized budget signatory prior to processing. Mailings will not be processed until written authorization is received by the mailroom. The authorized signature list can be found in Public Folders under Financial Affairs & Controller.

If you have questions regarding the automated mailing process, please call Martha Johnson at extension 2237. Martha is the contact person for all mailings and is extremely knowledgeable in postal requirements. She will be able to coordinate all aspects of your mailing from start to finish.

Sending databases through email:

• Go to Global Address Book.

• Type in or look for Postal Services-Automation. Please do not email databases to individuals within Staff Services or the mailroom; this email address alerts the necessary personnel.

• Insert the database as an attachment file. The database should be an Excel file, or saved as a text tab delimited (txt) file.

• Indicate any special handling required, requested mailing date, etc. in your email. Also indicate if your list requires purging of duplicate addresses.

• Indicate which class your mailing will go:

First Class 500+ pieces
Third Class 200+ pieces

• Indicate who is the contact or person responsible for the mailing. This is important to provide someone who has knowledge of the mailing in the event of questions or problems with processing.

• Press send.

• Forward your mailing materials with your signed work order to the mailroom for processing.

Databases submitted via diskette:

If you have a database on disk, you may send the disk with the mailing materials and signed requisition.

• Indicate any special handling required, requested mailing date, etc. in your email. Also indicate if your list requires purging of duplicate addresses.

• Indicate who is the contact or person responsible for the mailing. This is important to provide someone who has knowledge of the mailing in the event of questions or problems with processing.

Importing Your Database

When received by Postal Services, the database is imported into DeskTop Mailer, the software used to process all automated mailings. It is important to note that from this step forward, all changes are made to the imported database, not the original submitted by the mailer.

Address Correction

After importing the database, it is processed for address correction. This step assigns an error code to any address that is not deliverable by comparison to the database used by the United States Postal Service (we receive updates every 3 months).

The non-deliverable addresses are pulled from the imported database to conform to postal standards for automation. They are not deleted from the senders' original database file. Non-delierable addresses are sent at the highest rate. An Excel error file will be sent to the customer to indicate which addresses should be changed for future mailings to insure a discounted rate.

This step prevents the payment of unnecessary postage for non-deliverable items and provides the originator of the database the opportunity to make the necessary corrections to their files for future use.

Error or Non-Deliverable Files

The non-deliverable addresses that are pulled from the database are returned in an attachment file via email to the sender. This provides a means for the sender to correct the addresses (sending those pieces out separately if desired) and to update their database for future mailings.

The original database/diskette is returned to the originator of the mailing. The sender is also informed that recipients of the mailing with incorrect addresses or error messages will not receive the piece, unless the sender corrects the address and sends the pieces separately.

Confirmation Process for Completed Mailings

Upon completion of all mailings an email is sent to the originator of the mailing indicating the date the mailing was sent to the post office. Any disks and extra materials are also returned to the originator.

This message also includes two attachment files. One is the error file showing the unmatched addresses (with codes) and a Postal Soft error code file (which defines the error codes). All error files are sent via email.

Please be sure to identify the contact or person responsible for the mailing in your communications. Often several individuals are involved in a mailing, so the person receiving the e-mail may not always be the person initiating the paperwork. We want to be sure the proper people receive the notifications.

Assistance Available In the Mailing Process

Initial pre-planning and continued communication between Postal Services and the mailer are imperative for the proper handling of mailings. Mailers should communicate with us in advance of processing mail, particularly if they are unsure of the process. This allows us to determine a time frame for processing.

We can provide information regarding postal regulations, designing pieces for automation, the most cost effective ways to process mailings and guidelines used in Postal Services for processing mailings. We can often identify cost savings and improve processing (even during the designing stage).

Postal Services will often receive a mailing with no database, not enough pieces to match the database, etc. This delays mailings until we can identify and contact the originator to determine when all the required parts to the mailing will be made available for processing. We can only be as efficient and effective in our processing as the materials and data we are provided to work with. Advance communication and planning can significantly reduce any set backs in processing. Providing notice to Postal Services also enables us to schedule the processing of the mailing

The mailroom function is processing of mailings; which have been submitted and are ready for mailing (without any glitches such as missing paperwork, work orders, disks, insufficient mailing pieces, etc.) Other Staff Services departments can be utilized to assist in reaching the "ready to mail" stage by providing assistance with copying, folding, inserting, tabbing, word processing, etc. This is where it is extremely important to work with one individual, both in your department and ours. If we are notified in advance and can plan with the mailer, we can actually guide them from the start to finish.

Timing

We are often asked if some times better than others for the processing of mailings. There are no specific "good or bad times" for the processing of the mail. The mailroom operates under a strict daily schedule to process regular incoming and outgoing mail, UPS, and bulk mailings for the college. When bulk mailings are brought to Postal Services without prior knowledge, the processing of these mailings is worked into regular schedule to the best of our abilities.

As indicated previously, mailings not having all the necessary components presented together delay the processing further. We ask mailers to notify Postal Services at least two weeks in advance to allow us the opportunity to ask questions and insure the mailings are processed according to a mutually agreed upon timeframe.

Thank you for helping us to reduce postal costs while improving the quality and deliver ability of your mail. We look forward to automating your mail in the future.



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