Postal Affairs Blog

Proof of Mailing: Say Goodbye to the Red Round Stamp

As the United States Postal Service^® (USPS) and the mailing industry are busy with the integration of Intelligent Mail^® (IM), one item of particular concern to the ultimate postage payer seems to have fallen by the wayside. That item is the official proof that the mail has been accepted and paid for. For years, postage payers of bulk mailings have relied upon the red round dated stamp on the postage statements or other USPS documents as proof of mailing. That red round stamp still exists today, but be prepared for it to fade into the sunset soon.

Why is the red round stamp disappearing? It is due to the increasing use of electronic documentation (e-docs) rather than hard copy documents. With Intelligent Mail Full Service, use of e-docs is required, which will eliminate the ability for postal clerks to apply the red round stamp to hard copy postage statements. What then, is to be used to provide proof of mailing?

The USPS does provide for an electronic receipt file once postage statements have been processed through PostalOne!, however these receipts do not contain any detailed information about the mailing. These receipts can be obtained either individually or in batch mode, but in either case, it requires an active effort by the mailer or postage payer to obtain these receipt files. This does not sound like a big deal unless you are a large volume mailer, or a mail preparer who processes mail for numerous clients. This change in USPS process creates the need for a new mailers process that is not required when hard copy statements are used.

Moreover, since the receipts are not attached in any way to the postage statements  themselves, it also creates an additional process of reconciling the receipt file to the postage statements. There are USPS statement numbers, register numbers, and mailing group ID numbers on both documents for purposes of reconciliation, but this would be a manual process. Also of concern is that it is not clear how long this receipt information will remain on the PostalOne! site, so access after the fact may prove to be troublesome.

Inevitably, software developers and other mailing process suppliers will create more automated means to obtain and reconcile this information, likely even including an electronic facsimile of the old red round date stamp. However, these methods will vary depending on the supplier, so postage payers who do business with multiple mail preparers will be faced with a variety of representations of the USPS proof of mailing.

The mailing industry has been calling for the USPS to respond to this issue by asking them to provide a more automated, easy to use proof of mailing. The USPS has not been very responsive to this request, mostly because they have their hands full implementing other more critical components of IM and because their budgets do not allow for additional programming to accomplish this.

As a result, postage payers and mail preparers need to be made aware of this issue and prepare for it. You should be working with your postal contacts and mailing associations to raise the awareness of this problem with the USPS. You should also be planning for the worst-case scenario, which is that the USPS will not be able to provide an automated solution anytime soon. In this case, you need to work with your software developers to come up with some workable interim solutions. You will also need to be prepared to handle these additional processes and to educate your staff and clients as to the interim solution.

We all can agree that hard copy postal documents need to be eliminated and replaced with electronic documents. However, this should not be done at the price of creating additional work for postage payers. Only by making your voices heard through your mailing associations, and by making plans in advance of IM implementation will you make yourself prepared for this change in USPS processes.

Monica Lundquist, Postal Affairs, Window Book, Inc.

Window Book Completes FAST Web Services Testing for Mail.XML 6.0

August 25, 2009, Cambridge, MA

Window Book is pleased to announce it has completed FAST Web Services Testing and been certified for Mail.XML 6.0 including Connectivity Testing with PostalOne! and Verification Testing with FAST.  Mailers can now use Window Book’s DAT-MAIL and Post Master mailing software to submit appointments in the FAST Production environment using Mail.XML 6.0 Web Services.

FAST currently uses Mail.XML 6.0 facilitate scheduling Drop Ship Destination entry and Origin mail appointments online with the USPS^®.  FAST enables mailers to create/update/cancel appointments easily via PostalOne! System.  It is designed to help mailers save time and benefit from improved induction process and receive automatic tracking of appointments.

“Using DAT-MAIL with Mail.XML 6.0 for making FAST appointments for your drop shipping is a smart way for many mailers to use Intelligent Mail Full Service,” said Jeffery Peoples, Window Book’s CEO. 

About Window Book:

Window Book has helped clients manage their operations more profitably since 1989.  A leader in mailing and shipping software for Lettershops, Corporate Mailers, Service Bureaus, and Mail Owners.  Window Book’s best-in-class postal solutions include: Intelligent Mail Full Service, PostalOne!, eDocs, Mail.dat^®, Mail.XML, FAST, Bound Printed Matter, post-presort data management, entry planning, drop shipping, postage accounting, postal documentation & statements, meter and stamp management, Express Mail and Priority Mail Open and Distribute, New Commercial Plus rates, eVS, delivery confirmation, and manifesting shipping system.

Contact information:

Sooyoung Han

617-395-4573

Window Book, Inc.

 We wanted to inform you that Window Book has rescheduled its ‘DAT-MAIL’  Software User Seminar’ to September 14-15, 2009 in Chicago.

Attend our Seminar while you are at Print 09 this fall.

This is a great opportunity for you to meet our staff in person and get expert tips on how to use your program more efficiently!

Sending eDocs via PostalOne! Mail.dat

FAST appointment scheduling

Generating reports to track postage, permits, clients & jobs

Electronic Round Date Stamp (Fall 2009)

How to optimize Freight Planning and Drop Shipping

Priority Mail Open and Distribute Cost/Savings Analysis

Register for your ‘DAT-MAILTM Software User Seminar’  Register now 

Learn all the updated and new software functionalities

Work towards your certificate as a program user

Learn about new service offerings: Postal Concierge & Mailing Services

Day One Everything and anything new – improved – underutilized with DAT-MAILTM, PMOD, and Services

Day Two Advanced users and One-on-one breakouts Register now

When:  Monday, September 14th, 2009, 8am-5pm

            Tuesday, September 15th, 2009, 9am-1pm

Where: The James Chicago The James Chicago

            55 East Ontario St.  Chicago, IL 60611

            Local: 312.337.1000 Fax: 312.337.7217

            Special Room rate code: WindowBook Group

Free Print ’09 Shuttle: 2 block walk to Four Points Downtown (Magnificent Mile) Hotel, #3 Route  Free Print ’09 Shuttle

Registration fee: $60.00 per person / Discounted rate of $50 per person for 3 or more attendees from same company location.

Register now Get a FREE Print ’09 Exhibit Hall Pass when you register before 8/28! Register now

Note:

1. You will receive an Attendance Certificate for your participation. Hour(s) will be credited towards becoming a Certified WBI Software User.

2. Registration Fee is non-refundable but may be applied towards future seminars. Register now

This will be a very productive event for you and we look forward to your participation.

Please email us at postalspecialist@windowbook.com if you have any questions.

Sincerely,

J. Jeffery Peoples

CEO & Founder

Window Book, Inc.

You are invited to DFW Mailers’ Conference on September 2nd, 2009 at the Arlington Convention Center, Arlington, TX.

Here are some of the highlights of the conference: Register for Conference

   Conference Educational USPS® Certificate Sessions by:

   Jeffery Peoples (CEO and Founder of WindowBook, Inc.) 

   Joyce McGarvy (VP Distribution of Crain Communications & former MTAC Chair)

   Rose Flanagan (Director of NASML & former VP of Postal Affairs, Transcontinental Direct)

   Mark Shada (President of UAA Clearinghouse)

   Raymond Chin (VP of Grayhair Software) 

   Keynote luncheon speaker, Nolan Ryan, the ‘Texas Rangers’ President and Baseball Hall of Famer

   A Pre-Conference Reception, Dinner & Panel Forum, “Survival Skills?” hosted by The DFW Mailers Association on September 1st, 2009 in Arlington TX at Cacharel Restaurant

   Jeffery Peoples (CEO and Founder of WindowBook, Inc.) 

   Joyce McGarvy (VP Distribution of Crain Communications & past MTAC Chair)

   Rose Flanagan (Director of NASML & former VP of Postal Affairs, Transcontinental Direct)

http://www.windowbook.com/PreConferenceDinnerPanel.aspx

Register for Conference

This is a great opportunity for you to network, learn about Intelligent Mail®, and earn USPS Certification.

Don’t miss out – On your knowledge of the electronic future with solutions, ideas and suggestions to assist youand your clients with the potential to save money and processing with the USPS.

Register for DFW Mailers Association Pre-Conference Dinner and Panel forum by August 28.

RSVP is required http://www.windowbook.com/PreConferenceDinnerPanel.aspx

We hope to see you there!

Sincerely,

Jeffery Peoples

CEO and Founder

Window Book, Inc.

                     Eight Tips for Implementing Intelligent Mail

Go ahead and admit it. You have been procrastinating on the whole United States Postal Service^® (USPS) Intelligent Mail^® (IM) thing, and now you are starting to panic. The November date for introduction of the IM discounts is just around the corner, and you have not even started your implementation plans.

Don’t worry, you are not alone! There are lots of people who have been putting this off, just like you. Some were skeptical about the whole thing and wanted to wait and see if it was actually going to happen. Others figured there would be lots of changes and revisions to the USPS plans, so they wanted to wait for the dust to settle a bit. And for many of you, quite frankly, IM just scares the bejezzus out of you!

Regardless of what category you fall into, you really ought to start thinking about your implementation plans for Intelligent Mail. Here are some tips for getting started:

1) Do some detailed analysis to determine which level, if any, of IM that you will be using. You will need to do this analysis to first identify whether IM will be of benefit to your organization, and if so, whether Basic Service or Full Service is right for you. The USPS does provide some on-line benefit calculators to assist in this process, but you will likely need to enlist a number of members of your team, possibly in various departments, to get a complete picture. Keep in mind that while IM is currently voluntary, that may not always be the case. There have been statements made by the USPS that the current automation discounts will in 2011 be available only for mailers using the IM barcodes.

• 2) Once you have determined which level of IM service is best for you, you will need to obtain a Mailer ID (MID), or if you use service providers, Customer Relationship ID’s (CRID). Virtually everything under IM will be transacted using the Business Customer Gateway, so you will want to access the USPS presentation on using the Business Customer Gateway if you are not already familiar with it. Once you have reviewed the presentation, you can then go online to apply for your ID’s.
• 3) Start printing the IM barcode on your mailpieces. Even if your internal systems are not yet completely set up to handle the IM transactions with the USPS, you should start printing the IMb’s on your mailpieces as soon as possible. Before you do that, however, you should have some printed samples of your mailpieces containing the IMb reviwed by your local Mailpiece Design Analyst to make sure there are no problems. This includes any sack, tray or pallet tags as well as mailpieces if you are the physical preparer of the mail.
• 4) Become familiar with Mail.dat and Mail.xml if you are not already. These are the two primary means by which electronic transactions with the USPS take place. You will need to make sure that your mailing processes are capable of producing at minimum mail.dat files, and ideally both mail.dat files and mail.xml.
• 5) Investigate your internal mailing processes, including any software or hardware, to insure that they are IM compliant. Work with your hardware and software vendors and service providers to assist you with this process. You may need to do some testing and possibly some hardware or software upgrades or replacements. If you have very sophisticated, automated mailing processes, IM integration may require some custom designed systems to insure seamless integration.
• 6) If you plan to take advantage of the free Address Correction Services (ACS^TM) in the IM Full Service Option, you should work with your database administrator, fulfillment house, or other service providers to determine how to incorporate the address corrections back into your database. ACS is much more complex under IM Full Service, and there is the potential to receive three different types of corrections, in three different formats, and at three different prices (not all ACS corrections will be free of charge).
• 7) Once you have your mailer ID, you should begin testing some transactions with the USPS using the Business Customer Gateway and the Test Environment for Mailers (TEM). This will allow you to work out any bugs in your internal systems and is also required for USPS authorization for IM Full Service. Once you have passed the TEM testing, you will be running tests in a parallel environment for a period of time until the USPS authorizes you as an IM Full Service mailer.
• If you plan on implementing the IM Full Service option, consult the USPS checklist for IM Full Service mailers. It is an exhaustive list of all the points you need to do in order to qualify for Full Service.

Intelligent Mail is indeed very complex, but it is not as scary as it seems. Take one step at a time, and you will make it through the integration process. Take advantage of the knowledge of others, such as colleagues, service providers, vendors and suppliers, USPS representatives and mailing associations. Most importantly, don’t procrastinate any longer, get started TODAY!