Transcript RED BOOK CORRECTIONS - Letter Carrier Network

UPDATING THE ROUTE LISTING REPORT
The Edit Book is the Source
It is the primary contributor of information to the AMS
database. The database is used to create every address
product and service that the Postal Service offers to
mailers. It is also the source of all of the address
information used by our internal processes and
equipment. The information in the Edit Book reaches far
beyond the delivery unit. It has direct impact on the
quality of mail that is received each day from virtually
every mail stream.
The Edit Book is a Tool
It is the primary means for delivery unit clerks
and carriers to communicate with the AMS
unit. It is the tool used to report new growth,
additions, deletions, and changes. Including
line of travel changes that occur to addresses
within the clerk or carrier’s delivery territory.
Edit Book is a product
It is produced from the current data in AMS.
Every carrier route and every PO Box unit has
an Edit Book. Each time a book is submitted
to the AMS unit, the additions, deletions and
changes are entered into the AMS database. A
new updated Edit Book is produced and
distributed back to the delivery unit and the
cycle continues.
The Route Listing Report
It is important that carriers have time to keep this
information accurate. Adding and deleting addresses
on the Route Listing Report and maintaining actual
street delivery sequence to match the edit sheet
supports all of our internal and external AMS products.
These AMS products are used to develop sort plans
and walk sequence bypass mailings. They also
generate additional revenue and volume by adding
addresses to the database.
Route Listing Report Accuracy
Accuracy is your responsibility:
– You must review contents in all the columns on the Route
Listing Report .
– Case Labels reflect the book exactly.
– Edit Book maintenance does not mean reviewing and
updating once a year. Edit Book maintenance is making
and submitting changes to the AMS office as they occur.
– Be sure every address where mail is delivered is accounted
for.
– Examine every address where mail is not currently
delivered to determine if a change must be made.
– Examine the delivery sequence.
Address Management Systems
July 9, 2001
Reference is made to article written by Jack Potter, our new PMG, when he was the Senior
Vice President, titled: Accurate Address Data, The Foundation of Moving Mail
“The quality of our operational data systems starts today in the delivery unit with the Edit
Book process, what used to be the 1621 or red book. Address Management has become the
foundation of how we move the mail. Delivery and distribution no longer rely on the
memories of clerks and carriers.
Automation compelled us to rethink how we do our business. OCRs, DBCS, RBCS, RCR
require accurate data. Up to date accurate address information translates into service
performance, costs, effective operations, and customer satisfaction. Major customers rely on
our address data, as well. It drives their information that drives their businesses. It’s the only
source for accurate barcodes and presorting, which in turn reduces rehandling costs.
As a gateway to customers, we know when new housing or apartment developments open.
We know too when new business parks open. Major mailers must have this information in
order to build business. They want to reach every possible delivery, and they want to do it
accurately. By improving mailing list barcode accuracy from 92 to 94 or 95 percent, costs
savings in worksharing discounts can mean significant savings over the course of a year,
perhaps enabling a direct marketer to make an extra mailing. That’s more revenue for us. As
operational managers we need to make Address Management activities a priority. Accuracy
and timeliness in completing Edit Book changes should be done regularly. It’s simply good
business.”
AMS is the heart of how we move the mail.
How is the AMS Database kept accurate?
AMS Specialists maintain the AMS database
from information submitted by delivery units.
Each route has an Route Listing Report listing
information on every possible delivery on that
route in delivery sequence. An Edit Book
provides a place for the Route Listing Report
and includes instructions on keeping the
Route Listing Report accurate. Both are
important documents.
How is the Database checked for Accuracy?

Delivery/AMS Reviews are performed from time to time
on selected routes in each District to validate delivery
sequence information and to ensure that all possible
delivery addresses are identified and included in the
AMS files. These are Area, Internal or Headquarters
Reviews by trained reviewers.

Delivery Supervisors/Managers/Postmasters, etc. need
to validate the address information provided by the
carriers at the street at least once a year for every route.
This is also street management. Edit Book information
is verified with regular carrier and NO MAIL.
Who is responsible?

All routes must use the Edit Book process for
updating the delivery database. Delivery Units are
responsible for the accuracy of the delivery
database and the Edit Books. Each individual
carrier is responsible for keeping his/her Edit Book
accurate and up to date. (See M41, M39 and Handbook
603, Rural Carrier Duties)

Edit Book is kept at the carrier case unless it has
been submitted to AMS.
What affects accuracy?

Lack of maintenance

New growth, new deliveries or route extensions

Deleted deliveries

Firms with their own +4 that move

Changes in delivery sequence

Delivery points vacant over 90 days

Route adjustments

Delivery customers who rent PO Boxes and receive no delivery at the street
address

Corrections/changes to primary or secondary addresses

Changes in type of delivery (1621 code, residential/business)

Changes in drop information

Changes in centralized Panels/CBUs (replacing old for new, etc)
100% QUALITY DATABASE-WHY?

The AMS database touches almost everyone
in the USPS in some way:

Contains the data necessary for the USPS and
customers to barcode, sort and sequence mail
using automation.

MLOCR use it to barcode mail. REC SITES use it to
barcode mail

Plant use it to make sort plans for the flat sorter and
for carrier route mail

DBCS AND CSBCS use it to sequence mail for DPS

CFS uses it to apply +4s to mail being forwarded
100% QUALITY DATABASE-WHY?
COR uses it to make route adjustments
CDS and NDSS files for the DCDs (hand-held computers
used for route inspections) come from the database
PEDC-SONIKS schemes are pulled from the database
FLASH delivery statistics are taken from the database
Route Statistics are used for equipment needs and other
planning
DOIS, Facilities Database, MyPO, and many other
internal postal programs use the information from the
database
Customer Products like Click N Ship, Drop Shipment
and more rely on the information to provide it to our
customers.
“There is no DPS without AMS”
CUSTOMER USES

Accurate Address
Matching

CDS files up to date

CASS Certification

Discounts

Customer Products

Click N Ship

Carrier Pick UP

And MORE
IT’S OUR JOB!

If we don’t do our job to provide a
quality product at a reasonable rate,
our customers will turn to those
competitors who will.

Revenue generation is one of our
goals.
How to make changes on the Route
Listing Report
 The
Route Listing Report is a
hardcopy printout of every delivery
point on a route. We’re going to take
a few minutes to go over each
column of the Edit Book.
 Let’s
review each column.
All corrections to be done on RED
INK.
All writing must be clear and legible.
ADDITIONS OF DELIVERIES
Draw an arrow where deliveries will
be inserted. All delivery points are
to be included. “ADD” does not
mean “MOVE”
10 CALLE ALHELI
ADDS

Be sure to include all necessary
information.
–
complete correct street name
–
Diagrams and maps may be required to add
street names correctly
–
any secondary designators
–
1621 delivery point type code
Edit sheets that are sent with unclear or illegible
information waste everyone’s time. If the supervisor or
manager cannot understand it, AMS personnel probably
can’t either. Make it clear before it is sent.
ADDS

Any new deliveries which require
approval of time must be submitted to
the Growth Coordinator with PS Form
697 (City Routes) or PS Form 5406
(Highway Contract)
–
Be sure to include MAP, schematics, NDCBU
schematic if applicable, etc.
Centralized Delivery

Setting up delivery to a CBU or bank of boxes requires
planning before it is added to the Edit Book.

Include layout, location, distance separation banks of boxes
and the direction the doors open. Diagrams should always be
from the carrier’s view.

The sequence of delivery within a CBU or bank of boxes must
match the way the carrier delivers the CBU.

If you have situations where your bank of boxes changed, be
sure to let AMS know, the Zip+4s might change.
CHANGES
Draw a line through old delivery point
and clearly indicate the correct
information next to it.
30
20 Calle Alheli
DELETIONS
Draw a line through the entire address
to be deleted. “DELETE does not
mean “MOVE”!
When deleting information, accurately
reflect what you want. To remove a
secondary delivery designator but not the
primary address, draw a line through the
secondary info only.
Be sure not to create a duplicate address.
20 Calle Alheli
30
Apt 2
40
50
DELETES
A business burns to the ground
and no mail is received at the
address. Delete the address
from the edit sheet. If the
residents are rebuilding and continue
to receive mail in a receptacle there, leave it.
A No-Stat code may be used in place of deleting
an address in the case of renovations,
demolitions or expansions.
When does a sequence take effect and
when should new addresses appear in the
DPS mail?

Sort plans need to be updated. Each week, In Plant Support
receives a refresh tape with new files from the database.

Changes will not be reflected in DPS mail until the delivery
unit downloads the transactions file via WebEES. The file
must be downloaded weekly.

If you have a CSBCS machine in your office the changes are
automatically downloaded each week.
Changing Delivery Sequence

Requires Management approval

Use the proper steps for resequencing

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.

Once entered into the system, changes
appear in next weeks’ refresh.
CHANGES IN LINE OF TRAVEL
 Any
changes in the Line of Travel must
be approved by the Manager of Delivery
before AMS can enter the information
changes in the system.
–
Documentation as to the reason why the
change will take place must be submitted
together with a PS Form 3999 to Delivery
Programs.
SEQUENCE CHANGES
There are many ways to move
deliveries on a route depending on
how far the deliveries are being
moved and how complex the move is.
DO NOT use “ADD” and “DELETE” to
move addresses.
DO NOT white out, mark out or rewrite
the line numbers or the data.
SEQUENCE CHANGES
Simple moves on same page, draw a
circle around the addresses and draw a
line to where it should be moved. Write
“move to after line ____” near the line.
30 Calle Alheli
40
60
70
80
90
100 move to
after line 200
SEQUENCE CHANGES
To reverse deliveries draw a circle or
bracket around them and write
reverse.
50 Calle Alheli
60
70 reverse
80
90
SEQUENCE CHANGES
For more complex moves, draw a circle
around the ones to be moved and
indicate the line number where they
should be inserted.
60 Calle Main
70
80 move to
90 line 150
MOVES
Do
not move
addresses by
deleting them and
then adding them
back to the edit sheet
in another location!
SEQUENCE CHANGES
For a route all out of sequence, use the
“Line of Travel” worksheet. Here all
lines must be accounted for and
should be carefully completed. If in
doubt, contact the AMS Specialist
assigned to your area.
Line of Travel
MAJOR LINE OF TRAVEL

Make sure the edit sheet is the current edit sheet.

Do not write out the route sequence address by
address.

Use current line numbers only. Do not try to determine
new line numbers after adds, deletes, or moves and then
use those new numbers. AMS will do adds and deletes
after the route is sequenced.

Make sure all line numbers are accounted for.

Make sure all line numbers are used only once.
Line of Travel
Worksheet
Range
20-25
35-70
26-34
1-19
71-100
PO BOX HOLDERS
For customers that rent a post office box not receiving
street delivery and do not have a mail receptacle at the
street address a “B” must be marked on the 1621 code
column. Note, if mail can be delivered, the “T” is not
required.
A receptacle includes a doorway if the delivery is in a
business area and the normal mode of delivery in the
area requires the carrier to go inside the business.
1621
30 Calle Alheli 5B
PO Box throwbacks
PO Box throwbacks are delivery points that
receive no street delivery and receive all of their
mail in a PO box, or through Paid Caller Service.
House, no mailbox, carrier knows they receive through PO Box
VACANCIES
Vacancies over 90 days must be
marked with a “Y” in the vacant
column. Note: if a delivery is marked
and is active, it will be a red line
error. These must be followed up
closely.
Vacant
30 Calle Alheli Y
VACANCY

Since March 5, 1999 there was a change on vacant deliveries in the
FY Street Reviews. "Use the information on PS Form 3982 to verify
the date the address was vacated when less than 90 days. If no
3982 is present, it is automatically a red line error. If necessary,
PS Form 3575 can also be used for supplemental verification".
Additional reference can be found on Handbook M41, 241.3
Purpose and Duration of Form 3982.
3575
3982
DROP
Delivery to more than one secondary address to
one mailbox or delivery point. A drop always
has only one mail receptacle or delivery point.
Rural route drops are different from city drops.
CMRA drops must be flagged with a “C”.
18
WHAT ISN’T A DROP

Individual Primary Addresses: On City routes when
individually addressed locations are delivered into one
mail receptacle, each address should be counted as an
individual possible delivery. This is a courtesy and it is
not a drop!!!
BOTH
RECEIVE
HERE
24
26
Drops on Rural Routes

When multiple primary addresses are delivered into one
mail receptacle, only one address should be counted as
an active delivery point. Even though primary addresses
are different, since all are delivered to one mail
receptacle, this situation is a drop.

Rural routes are different from city routes.
Exception: Rural and HC Routes
On rural and highway contract routes, if more than one
primary address is delivered to a single mail receptacle,
the primary address of the receptacle owner is active
and flagged as a drop. The drop served number will be
the number of primary addresses placed in the
receptacle. The remaining primary addresses delivered
to that receptacle must be marked as “no stat”.
CMRAs

When a drop is a Commercial Mail Receiving Agency
(CMRA) note that fact on the Edit Sheet in the additional
information field. CMRAs are flagged in the database. The
drop served number column must list the number of active
PS Form 1583s on file in the delivery unit.
Commercial Mail Receiving Agency
Nursing Homes
A nursing home is defined as “a health care
facility dedicated to providing extended inpatient care to patients with chronic
infirmities.” If the primary purpose of a
nursing home is identified as health care, the
delivery must be listed in AMS as a business
delivery.
NON STATS
Addresses which have never received delivery
service (never established) or the delivery
point no longer exists as a possible delivery.
The address does not count as a possible
delivery. . This could be newly constructed
houses in new curb or new box section never
rented.
Delivery Mode
The Delivery Mode column shows the type and mode of
delivery as it is recorded and ultimately totaled for delivery
statistics.
Identifies the delivery point as:
Residential
Residential Combined with Business
Business
Business Combined with Residential
Delivery Type
OTHER
Cluster Box Units
CURB
CENTRAL or mail room
POST OFFICE BOXES

Make sure all boxes are entered in AMS and in the correct box
section. Each box section is assigned an ID number for sorting.
(B001, B002, etc)

Call Boxes should be in Box Section B900.

Boxes that have never been rented should be marked as “No
Stat”.

Vacant over 90 days should be marked with “Y”.

Residential/Business info must be verified.

No alpha box numbers
POST OFFICE BOXES

Any of the following may be used to
determine if a PO box should be marked
as residential or business:
– The box clerks’ knowledge
– The name on the box label
– Observing the mail
– The box application (PS Form 1093) or
– WinBATS/WebBATS
POST OFFICE BOXES

Resolve the vacant status with PS Form 1091A, the date the
PO Box was closed from WebBATS Closed Box Listing or
PS Form 3575 for any PO Box identified as vacant.

Use the dot system that was implemented.

Don’t forget the Call Boxes….one error can lower score
drastically.
Maintenance Signatures
Without the carrier’s and Postmaster’s/
Supervisor’s signatures, AMS will not
process.
No ticket????
No laundry!!!
Case Labels and Route Summary Report

The Route Summary Report information determines the
carrier case label format and appearance.

The Route Summary Report contains delivery counts by
1621 code.

Carrier signature is required. We want to make sure
he/she is certifying the changes. Postmaster/Delivery
Manager signature is required. Before signing, they
should go over corrections.

For the AM SOP case labels must be less than a year old.
Therefore, review labels as soon as they are received and
INSTALL THEM.
Case Labels and Route Summary Report

Section One contains the data that will determine
significant portions of the case and label configuration.

Bundle type identifies the system used for casing and
preparing mail, using codes 1, 2, V or Z:
– 1 bundle letters and flats placed in the same cell.
– 2 bundle-one case holds letters and another case holds
flats.
– V-Two bundle vertical-one case holds letters and another
case holds flats.
– Z-Two Bundle modified-a modified two bundle system that
does not calculate flats.
CASE LABELS
 Carrier
Case Labels will be prepared
only when data is 100% accurate.
Use the Edit Book as the source of
information with input from carrier.
Mark on Route Summary correct
equipment (124, 143, 144)
Mark all relay points.
Allow for 3982=1’, CFS
Two streets cannot be put in one
cell.
CASE LABELS
Additional information depends on the cell size that is assigned to that
delivery point. Include only very critical information in this section.
Panels, centralized deliveries, NDCBUs and some deliveries by floor, get
cell sized by groups.
Keep in mind some math to square the labels.
Note: Once labels are generated, it is the responsibility of
the delivery unit to install them immediately.
QUESTIONS & ANSWERS
More info:
www.usps.gov/delivery/ams/pdfs/editbooktraining.pdf
to IMAQ web page.
or go