Transcript The Importance of the Address Database

The Importance of the AMS Database
- Contains information on EVERY ZIP Code and
EVERY Delivery Point
- Allows barcoding of mail for sorting & sequencing
- Large volume mailers use products from the AMS
database to create barcodes, presort mail to carrier
routes, sequence full coverage mailings, receive
discounts and correct addresses they have
received containing missing or incorrect
information. Revenue from products related to
AMS data exceeds $100 million annually.
- Touches almost everyone in the organization –
carriers, plants, marketing, USPS.com, etc
- Customers rely on the accuracy and our credibility
hinges on it!
Database Accuracy
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Maintained from information submitted by
carriers/delivery units on edit sheets
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AQIP Review findings by the supervisor when
walking route using F-3999 must forward to AMS
SPOT Street Reviews performed by AMS to
validate database accuracy
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Edit Books must contain the most current and
accurate edit sheets
Who is Responsible
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Delivery Units are responsible for the
accuracy of the database and Edit Books
 Letter carriers maintain the information
contained in the Edit Book.
 Designated Liaison or Supervisors
review and sign off the Edit Book before
submitting to the AMS office.
Carrier handbooks say it is “absolutely
essential” that the carriers keep it accurate
and up-to-date
Changes to be Submitted via Edit Book
Examples of changes submitted through the edit book:
- New growth, new deliveries
- Deleted deliveries or demolition to an area
- Changes in delivery sequence (LOT)
- Corrections to apt/suite numbers
- Corrections to primary & secondary addresses
- Changes in mode of delivery (curb to CBU)
- Changes in Route Type (Foot to P&L…etc)
- Case Layout change (add or eliminate case)
- Route adjustments
- Delivery points vacant over 90 days or previously
vacant addresses that are now being delivered
Delivery Point Attributes
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DELV TYPE - The delivery type code categorizes the
delivery point and describes the mode of delivery.
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USG CODE - The usage code describes a delivery
as a business, residence, or a mixed delivery
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VACANT IND - The Vacant Indicator is used when an
address has been unoccupied for 90 days or more
and is NOT getting delivery
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ADDR SORT - The Address Sort Code provides
information used by both the mailers and US Postal
Service automated mail processing equipment. i.e
T=PO Box throwback and H=firm holdout.
Delivery Point Attributes
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NO STAT - The No Stats Indicator describes whether the
address is NOT counted as a possible delivery
Absorbed by another address - When an address has expanded into
another adjoining address and no space is available for another tenant
to move in, the address must be flagged as a No-Stat or deleted. This
situation frequently occurs in strip malls and high-rise buildings.
Warehouses and Storage units - Delivery points converted into
warehouses or storage units that no longer receive delivery must not be
counted as possible deliveries and must be flagged as No-Stat.
- Not vacant or PO Box and/or refuse delivery -Delivery points that are not
vacant and may include one or more of the following; residential delivery
points with no mail receptacle, carrier does not deliver mail to delivery
point or customer refuses delivery.
- Delivery points that are not vacant and the carrier does not deliver mail
and it is not known to be a PO Box throwback, must be flagged as a NoStat.
- Delivery points that are not vacant and the carrier does not make delivery
because the carrier disposes of or returns all mail to sender, must be
flagged as a No-Stat.
Editbook and Case Labels Accuracy
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ACCURACY belongs to you – the delivery unit &
carriers
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Your carrier case labels and your Edit Book
should be exactly the same!
You will receive your DPS mail in the same
sequence as listed in your Edit Book
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1.
2.
3.
Case Labels
must be installed on the date listed on the
Certification
No Cut & Past
No hand writing
Address Basics
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City-style primary addresses are assigned by
local addressing authorities
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Secondary addresses are normally assigned
by property managers/owners. Each city may
have different policies in assigning secondary
addresses
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It is important that you understand all
elements of an address – correct street name
spelling, suffix (Ave, St, Ln, post & predirectional, etc)
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There should be NO Duplicate addresses on
the edit sheets
Possible Deliveries
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Every point where mail is delivered
must be accounted for by a record on
the edit sheet
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Every record on the edit sheet where
delivery is not made should be closely
examined for proper coding or deletion,
ie., vacant lot, trailer space, parking lot,
etc
When You DON’T Make Delivery
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Sometimes addresses not receiving delivery
will still be “possible deliveries”
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Long Term Vacancy
PO Box Throwback
Paid Caller Service
Firm Holdout
Educational
Seasonal
The situations above should not be marked
“No-Stat”
Drops
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Delivery to more than one secondary
address to one mailbox or delivery
point, ie, executive suites
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A drop always has only ONE mail
receptacle or delivery point
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Rural route drops are different from city
drops
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CMRA drops must be flagged with a “C”
Adding Addresses
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All necessary information must be included on
the edit sheet
Box Diagrams and maps may be required to
ensure proper coding for grouping arrow lock
correctly
Make sure streets are spelled out completely and
all information is correct before submitting to
AMS
Add new addresses as No-Stat before delivery
begins. This info can be submitted to AMS 90
days before delivery starts
Carriers must notify supervisor and obtain
approval BEFORE starting delivery to new
address
Deleting Addresses
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Before deleting an address make sure your
request is clear to AMS - mark through the
entire line, write delete in the margin and
state “WHY”
Be careful when removing secondary
addresses so a duplicate address does not
occur
A No-Stat code may be used in place of
deleting an address in the case of
renovations, demolitions, expansions or if
the address is still being used as a forward
Centralized Delivery
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Setting up delivery to a CBU or bank of
boxes requires planning before it is added
to the Edit Book. (A GMT-Centralized Mail
Box Agreement needs to be initiated by
GMT Coordinator)
Include box diagrams/Layout
The sequence of delivery within a CBU or
bank of boxes must comply EDS guideline
(Top to Bottom, Left to Right or right to
Left)
EDS = Exact Delivery Sequence
Changing Delivery Sequence (LOT)
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Requires management approval
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Use the proper steps for re-sequencing – Use
LOT Worksheet includes ALL line numbers on
the edit sheet
Minor changes can be done on the edit sheet major changes should be made using the Line of
Travel worksheet
Make sure you are using a CURRENT edit sheet
to make your changes
The effective date of the re-sequence will be
written on the Case Labels Installation
Certification sheet
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Case Labels & Route Summary Report
 The Route Summary Report information
determines the carrier case label format
and appearance
- Addresses MUST be assigned a cell size
for the address to appear on the labels
 The Route Summary Sheet contains
delivery counts by Delivery Mode and
Status
- The Route summary also includes the type
of equipment, how many pieces of
equipment, the number of available cells
that can be used
PO Boxes
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Each box section is assigned an ID number
for sorting
AMS must be notified when adding or
deleting p o box numbers
AMS must be notified when physical box is
used as paid-caller and vice-versa.
Vacant & no-stat information should be
entered in WebBATS
Making Changes
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Make the changes to your edit sheet when
they occur!
Submit them as soon as changes updated
in the Edit Book or at least once a month
as required
Use a red pen to make changes
Make sure your changes are clear so that
AMS can make the accurate change in the
database
Submitting Changes
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Changes must be legible and in red ink
Review all pages for accuracy
Get approval and signatures needed
Use the “Monthly Carrier Interview Log” for
routes that were validated and had NO
CHANGES.
Fax this form to AMS with a PM / Stn Mgr /
Supv signature @ 415-550-5490
Reviewing for Accuracy
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Review Edit Book and Case Labels when
received
MAKE SURE the changes you WANTED are the
changes you RECEIVED!
Appendix
Monthly Carrier Interview Log
Route Edit Sheet
Examples of Updating Changes (1 of 2)
Examples of Updating Changes (2 of 2)
LOT Change APPROVAL FORM
LOT Worksheet
Gang Box Diagram
Edit Book – Route Summary Report
Change on Delivery Mode to Foot,
P&L, Dismount or Curb..
Change of case equipments must submit
with approved Deviation Request Form
Case Equipment Deviation Form
SF – AMS WEB SITE @ http://sanfran.usps.gov/index.cfm?treeID=36956