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Maintaining Your Database

Maintaining your Data Base is a Science  

It is so important that your addressing information is up to date and set up using the proper format. 

Maintaining your Database is a Science. For a nominal cost you can purchase software that will allow you to have full control of your data in-house or you can keep it updated by keeping a friendly business relationship and partnership with a trusted & certified vendor. (see The Postal Preachers Links Page for my preferred vendor)

Where do you find the software and hardware to keep your database clean? Where do you find the Mail Design Analyst (MDA), to help keep your label and envelope formats correct? 

You guessed it. . . . . . . . www.usps.com

When you visit the United States Postal Services web page, type CASS or NCOA into the Search box:

CASS - Coding Accuracy Support System

NCOA - National Change of Address

The link will instruct you about what CASS and NCOA are about and will furnish you with the updated list of United States Postal Service "Certified" vendors. (Software & Hardware)

If you visit your local electronic store that sells database software, Check to make sure it is "PAVE Certified" ZIP+4 software. You will be able to CASS, or standardize your database using this software. NCOA software is not available in stores. You must deal with a vendor or the United States Postal Service.

NCOA is very secured information, which is carefully regulated by very tough government rules and regulations. There are stringent tests that each vendor must take and rules they must abide to.

HINT: There are new industrial parks and new residential structures being built every day, that means New ZIP Codes and Changed ZIP Codes. You put the wrong ZIP code on a letter or package and I promise it will be delayed or even lost. Major package services will also be very happy to charge you an address correction fee anywhere form $5 - $10.00 dollars per package. 

The information held in the addressing software developed in San Mateo California by the United States Postal Service is only as good as the information given to the Postal Service. The old saying of "garbage in, garbage out", holds true with database software and how you maintain yours. Make sure you always double check your addresses. Sometimes even your own customers are not aware of their correct address which includes a Suite, Room, Floor or Apartment number and very few people know their +4. Test: What's your ZIP+4 ? . . . . . .

To check out individual addresses go to: www.usps.com and click on the ZIP+4 Look UP. Always remember to include the room, suite, apartment or floor in you address line. I also recommend you do not include the ZIP in your look up. Let the system do that for you. That way you will make sure every part of the address will match.

The information that shows up in the software comes from Individuals & Companies who have filled out a change of address form at their local Post Office or on-line using the United States Postal Service Web site.

MAKE SURE YOU DO YOUR PART

When YOU MOVE. 

Whether you are moving from a home or business

It's Your Responsibility

Not the Mail Centers

to notify the Postal Service and those you deal with who mail things to you, from utility companies to subscriptions mailers, of your new address.

Update your moving information by clicking on 

Mr. Mover

He needs your help!

YOU and ONLY YOU have control

over where your mail gets delivered to in a

timely manner.

Until YOU either fill out the hard card information at your local Post Office

or

complete the application on-line

your mail will be delayed getting to you and it will not be the fault of the United States Postal Service.

Wake up because it's all in your hands.

You have to make the

First Move

HINT: Always, and I mean Always, go to: www.usps.com and make sure the new address you are giving out is in the United States Postal Services' National Database.

Too often we don't give the right NEW  information out and that causes even more confusion and delays, which you are responsible for.

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