Obtaining or Validating By/For Identifiers

With the November 30, 2014 release of PostalOne!®, the United States Postal Service® (USPS®) added a new “Bulk Search” capability on the Business Customer Gateway (BCG). This new bulk search option is a great way for Mail Service Providers (MSP’s) to request By/For identifiers from the USPS for their clients. The ability to do individual look-ups for Mailer Identification numbers (MID’s) and Customer Registration numbers (CRID’s) has existed on the BCG for some time, but this new utility allows MSP’s to submit these requests in bulk quantities using text files. MSP’s can request additional information from the USPS, such as related postal permit numbers, Nonprofit Authorization numbers (NPA’s) and the company name and address information as it appears in the PostalOne! database. Be advised, your PostalOne! account must be designated as a Mail Service Provider in order to access this new utility.

File format requirements
The files that MSP’s upload to the BCG must be in pipe delimited ASCII text format. The files may contain the existing identifier information that MSP’s have in their databases for their clients. MSP’s then upload these files with the existing identifier data to the USPS, which then validates whether that existing data is correct, provides the correct data if it isn’t, or provides a message indicating that the data could not be found. The resulting data from the USPS is provided in the form of an Excel format file, which may be downloaded from the BCG. MSP’s must submit each type of identifier data in its own file; MID’s, CRID’s, Permits, and NPA’s must be uploaded using separate files. MSP’s may request to receive back from the USPS the MID, the CRID, the permits, or the NPA’s associated with the identifiers uploaded, or they can request that all available information be returned by the USPS. File size for the uploads is limited to 250 records; if MSP’s have more client records than this, multiple files may be uploaded.

This is a great time-saver for Mail Service Providers who may be struggling with By/For errors on their Mailer Scorecards. Obtaining or validating these identifiers using file uploads and downloads for their entire client database is much faster and more efficient than trying to do individual look-ups. The validation process is very quick, and return files for downloading may be ready in just a few minutes, or up to an hour in cases where there are larger file sizes or the site is experiencing heavy traffic. The validated or corrected data can be used to update client databases and other applications that are used to populate these identifiers in the electronic documentation (eDoc) submitted to PostalOne! Using the same data that is in the PostalOne! database means that the chances of validation errors or Mailer Scorecard errors for these elements is greatly reduced!

Managing the data

The returned files from the USPS should be analyzed very carefully before making any updates to your client databases or other applications. Keep in mind that while the USPS has been very diligent in cleaning up and maintaining their database, there is still the possibility that the data returned in the files is not completely accurate. For example, there are reported instances of multiple CRID’s being issued to the same company at the same location, so it is important in these cases to validate which CRID is actually correct. Likewise, companies are permitted to have multiple MID’s, so it is also important to validate which MID is the correct one for the MSP to be using. Similarly, old legacy NPA’s may have been replaced with new, national NPA’s, so this information may also need to be validated. As with any database maintenance, it is important to review and analyze any new data to look for discrepancies and get validation for any changes that may look suspect.

Window Book makes taking advantage of this new utility easy for our clients by providing an automated method to generate these upload files from your client files in the DAT-MAIL software. Users may select which type of identifier data you wish to upload, and DAT-MAIL will automatically generate the file in the proper format for uploading to the BCG. DAT-MAIL will even automatically create separate files if you have more than 250 records in your client list, and will also remove any duplicates or any house accounts. This is a free utility available in DAT-MAIL version or higher. We will be adding an additional import utility in future DAT-MAIL versions, to allow users to automatically import the downloaded, updated files from the BCG into their client files in the DAT-MAIL software, so stay tuned!