81 FR 43293 - Clarification of the Move Update Standard
POSTAL SERVICE Federal Register Volume 81, Issue 127 (July 1, 2016)
Federal Register Volume 81, Issue 127 (July 1, 2016)
| Page Range | 43293-43294 | |
| FR Document | 2016-15648 |
[Federal Register Volume 81, Number 127 (Friday, July 1, 2016)] [Notices] [Pages 43293-43294] From the Federal Register Online [www.thefederalregister.org] [FR Doc No: 2016-15648] ======================================================================= ----------------------------------------------------------------------- POSTAL SERVICE Clarification of the Move Update Standard AGENCY: Postal ServiceTM. ACTION: Notice. ----------------------------------------------------------------------- SUMMARY: This notice provides information to clarify Move Update standards and to assist mailers in their compliance with those standards. DATES: Effective: July 1, 2016. FOR FURTHER INFORMATION CONTACT: Direct questions or comments to Charles B. Hunt by email at [email protected] or phone (901) 681- 4651. SUPPLEMENTARY INFORMATION: The U.S. Postal Service (USPS[supreg]) receives recurring inquiries from the mailing industry relative to the standards for Move Update services. This notice is intended to clarify Move Update requirements in relation to discount mail preparation prices for all commercial mailers, including those authorized as 99 Percent Accurate and Legal Restraint customers. Later in this document, inquiries from mailers and USPS responses are outlined to further clarify this notice. Overview Nearly 40 million people (or about 12 percent of the U.S. population) change their addresses each year. To minimize undeliverable and discarded mail, it is essential that mailing address lists are kept up-to-date. USPS Move Update services are designed for this purpose. Move Update allows mailers to keep their mailing addresses current and reach their customers after they have moved, which ultimately leads to customer retention. Move Update is also critically important for Postal Service operational purposes, because massive amounts of undeliverable and discarded mail put a strain on the Postal Service, which translates to needless expenses and inefficiencies. In sum, Move Update is designed to reduce waste and associated expenses by improving the quality of mail address lists, which benefits both mailers and the Postal Service. The Move Update standard applies to commercial mailings of presorted and automation First-Class Mail[supreg], presorted First- Class Package Service[supreg], Parcel Select Lightweight, and all Standard Mail[supreg] pieces. Mailers who present mixed mailings that pertain to at least one of the above mentioned categories are subject to the Move Update standard. The Move Update standard requires mailers periodically to match their address records with the customer-filed, change-of-address (COA) orders maintained by the Postal Service. Mailers are required to reconcile their mailing address lists within 95 days of the postage statement finalization date or a surcharge will be assessed. Move Update Methods The Postal Service advises mailers to verify their mailing address lists at least every three months using one of the following USPS- approved Move Update methods: [ssquf] National Change-of-Address Link (NCOALink [supreg]). [ssquf] National Change-of-Address Link Mail Processing Equipment (NCOALink MPE). [ssquf] Ancillary Service Endorsement (ASE). [ssquf] Address Change Service (ACSTM). Alternative Move Update Methods Alternative Move Update methods include the 99 Percent Accurate Method (also known as Mailer Move Update Process Certification) and Legal Restraint Method. These two methods apply to First-Class Mail and First-Class Package Service only. A mailer's use of either method requires authorization from the National Customer Support Center (NCSC). 99 Percent Accurate Method Mailers who can demonstrate that their internal list management maintains address quality at 99 percent or greater accuracy for COA may be authorized to comply with the Move Update standard through the 99 Percent Accurate Method. The 99 Percent Accurate test is a computer-based process that performs Postal Service ZIP + 4[supreg] coding and COA processing utilizing the customer's file as input. The 99 Percent Accurate test is accomplished by submitting the mailer's address file(s) to the Postal Service for processing. The purpose of the 99 Percent Accurate test is to determine whether 1 percent or less of the addresses on the mailer's list has a COA on file, and to identify addresses that do not have ZIP + 4 Codes. Mailers who wish to use the 99 Percent Accurate Method to comply with the Move Update standard must submit an application for approval and adhere to the validation process outlined in the Guide to Move Update. The verification process takes approximately 7 to 10 business days. Legal Restraint Method When a legal restriction prevents mailers from updating their customer's address without direct contact from the customer, they can be authorized to use the Legal Restraint method to comply with the Move Update standard. To obtain authorization, the mailer must show that a particular law prohibits the mailer from using a primary method to meet the Move Update standard. To use the Legal Restraint method, mailers must follow the following four-step process: [ssquf] First, receive Postal Service COA information using one of the pre-approved methods within 95 days prior to the mailing. [ssquf] Second, for each address identified as having a COA, adhere as follows: Contact the addressee within 30 days after receiving the COA information; request confirmation of the move in a format that will satisfy your legal requirements; and choose the format with which to receive confirmation from the addressee--written, telephoned, or electronic. [ssquf] Third, incorporate all COA confirmations received in response to the second step into your system within 30 days of receiving confirmation from the customer. If any recipients indicate that the COA information is not to be used, the mailer should instruct them to [[Page 43294]] contact their local post master to correct the COA information that has been filed with the Postal Service. The mailer may use the current address for 95 days from the date of address confirmation with the recipient. [ssquf] Finally, keep documentation of the process described above for one year, including dates on which each step was performed, number of COA orders identified, number of confirmation requests, and evidence that demonstrates that updates have been incorporated into your system. Provide documentation to the Postal Service upon request. Be sure to keep records of all situations where the recipient indicated not to use the new address as not using the new address may affect your Move Update verification score during mail acceptance. Move Update processing must be done 95 days prior to mailing. Should there be any need to change the procedures outlined in your description, you are required to inform NCSC prior to making the change to retain authorization for the Legal Restraint method. Mailers who are authorized for the Legal Restraint method must use an exclusive Mailer Identification (MID) or multiple exclusive MIDs for Legal Restraint mailings. This allows the Postal Service to properly identify these types of mailings and, where appropriate, exclude the mailings from the normal Seamless Acceptance Move Update compliance review. The mailer cannot use these MIDs for other types of mailings that do not fall under the Legal Restraint authorization. The USPS has already worked with the Legal Restraint mailers to identify these MIDs. All current Legal Restraint authorized mailers will be allowed a one-year transition period to begin use of the exclusive MIDs. The one- year transition period is calculated starting from the date of their next annual Legal Restraint renewal, which is authorized by the Postal Service. Existing Legal Restraint mailers who are able to implement the exclusive MIDs are encouraged to do so prior to the end of the one-year transition period. Any mailer seeking a new authorization for the Legal Restraint method will be required to use the exclusive MIDs upon approval. Authorization for Legal Restraint To acquire authorization to use the Legal Restraint method, the mailer must adhere to the following requirements: [ssquf] Request authorization in writing. [ssquf] Identify by citation the specific legal restriction. [ssquf] Include copies of the statutes or regulations that prohibit the immediate use of COA information from a primary method of Move Update compliance. [ssquf] Provide a flowchart and/or process description of the Move Update method currently being used and the related confirmation process. [ssquf] This requirement applies to federal, state, and local government mailers. [ssquf] Submit the request to the following USPS location: NCSC, 225 N Humphreys Blvd., Suite 501, Memphis, TN 38188-1001 Mailer Inquiries Listed below are responses to some of the more common commercial mailer inquiries derived from ongoing Move Update dialogue. Mailer Inquiry Are mailpieces eligible for discounted mail preparation prices when the addresses are classified by the Postal Service as follows? [ssquf] Moved, Left No Forwarding Address (MLNA) [ssquf] P.O. Box Closed, No Forwarding Order (BCNO) [ssquf] Foreign (new address is foreign) USPS Response Mailpieces bearing addresses that are classified by the Postal Service as MLNA, BCNO, or Foreign are exempt from the Move Update requirement. Therefore, these pieces are eligible for discounted mail preparation prices. Mailer Inquiry Are pieces where NCOA\Link\ returned a FN (footnote) 5, 14, or 19 (indicating a known move, but not providing the new address) eligible for discounted mail preparation rates? USPS Response When a mailer uses NCOA\Link\ as the Move Update method, there are situations when an input address may receive a Return Code of 5, 14, or 19, which indicates a COA was found. However, a new address could not be provided due to one of the following reasons for new address: [ssquf] Ambiguous information [ssquf] Unconfirmed primary number [ssquf] No ZIP+4 Code [ssquf] Only temporary COA filed [ssquf] Run-time issues In such cases, using the original input address for the mailing would satisfy the Move Update requirement towards qualification for discounted mail preparation prices. Mailer Inquiry Are mailpieces for which ACS returned a new address that fails Delivery Point Validation (DPV) and the mailer uses the original address, eligible for discounted mail preparation prices? USPS Response There are situations where the ACS method will provide a notification of a new address for the intended recipient that is not DPV. To satisfy the Move Update standard, all new addresses returned by the ACS method must be used to update the addresses used on future mailings. Electing to utilize the original address for the mailing, means the Move Update standard is not satisfied and the piece is ineligible for discounted mail preparation prices. Mailer Inquiry Are mailpieces eligible for discounted mail preparation prices when addresses include COA information that is more than 18 months old? USPS Response Each address used on mailpieces must be updated via an approved Move Update method within 95 days prior to the mailing date, as follows: [ssquf] If the COA is older than 95 days, it is expected that the new address has been updated to the mailer's system for use on future mailings. [ssquf] If the Move Update method that was used did not provide a match and new address because the COA data was not available, the mailer is considered to have satisfied the Move Update standard assuming that the mailer had properly performed the Move Update processing in a timeframe and configuration compliant with USPS- approved methods. [ssquf] If the mailer obtained a new address before the COA was more than 18 months old and failed to update the address, the old address would not be compliant with the Move Update standard just because the COA had become more than 18 months old. We will update the online version of the Guide to Move Update on RIBBS at https://ribbs.usps.gov/index.cfm? page=moveupdate to reflect all changes. Stanley F. Mires, Attorney, Federal Compliance. [FR Doc. 2016-15648 Filed 6-30-16; 8:45 am] BILLING CODE 7710-12-P
![Federal Register / Vol. 81, No. 127 / Friday, July 1, 2016 / Notices 43293
II. Docketed Proceeding(s) Overview from the National Customer Support
Nearly 40 million people (or about 12 Center (NCSC).
1. Docket No(s).: MC2016–157 and
CP2016–228; Filing Title: Request of the percent of the U.S. population) change 99 Percent Accurate Method
United States Postal Service to Add their addresses each year. To minimize Mailers who can demonstrate that
Priority Mail Contract 228 to undeliverable and discarded mail, it is their internal list management
Competitive Product List and Notice of essential that mailing address lists are maintains address quality at 99 percent
Filing (Under Seal) of Unredacted kept up-to-date. USPS Move Update or greater accuracy for COA may be
Governors’ Decision, Contract, and services are designed for this purpose. authorized to comply with the Move
Supporting Data; Filing Acceptance Move Update allows mailers to keep Update standard through the 99 Percent
Date: June 24, 2016; Filing Authority: 39 their mailing addresses current and Accurate Method.
U.S.C. 3642 and 39 CFR 3020.30 et seq.; reach their customers after they have The 99 Percent Accurate test is a
Public Representative: Natalie R. Ward; moved, which ultimately leads to computer-based process that performs
Comments Due: July 5, 2016. customer retention. Move Update is also Postal Service ZIP + 4® coding and COA
2. Docket No(s).: MC2016–158 and critically important for Postal Service processing utilizing the customer’s file
CP2016–229; Filing Title: Request of the operational purposes, because massive as input. The 99 Percent Accurate test
United States Postal Service to Add amounts of undeliverable and discarded is accomplished by submitting the
Priority Mail & First-Class Package mail put a strain on the Postal Service, mailer’s address file(s) to the Postal
Service Contract 20 to Competitive which translates to needless expenses Service for processing.
Product List and Notice of Filing (Under and inefficiencies. In sum, Move Update The purpose of the 99 Percent
Seal) of Unredacted Governors’ is designed to reduce waste and Accurate test is to determine whether 1
Decision, Contract, and Supporting associated expenses by improving the percent or less of the addresses on the
Data; Filing Acceptance Date: June 24, quality of mail address lists, which mailer’s list has a COA on file, and to
2016; Filing Authority: 39 U.S.C. 3642 benefits both mailers and the Postal identify addresses that do not have ZIP
and 39 CFR 3020.30 et seq.; Public Service. + 4 Codes.
Representative: Natalie R. Ward; The Move Update standard applies to Mailers who wish to use the 99
Comments Due: July 5, 2016. commercial mailings of presorted and Percent Accurate Method to comply
This notice will be published in the automation First-Class Mail®, presorted with the Move Update standard must
Federal Register. First-Class Package Service®, Parcel submit an application for approval and
Select Lightweight, and all Standard adhere to the validation process
Stacy L. Ruble, Mail® pieces. Mailers who present outlined in the Guide to Move Update.
Secretary. mixed mailings that pertain to at least The verification process takes
[FR Doc. 2016–15587 Filed 6–30–16; 8:45 am] one of the above mentioned categories approximately 7 to 10 business days.
BILLING CODE 7710–FW–P are subject to the Move Update
standard. Legal Restraint Method
The Move Update standard requires When a legal restriction prevents
mailers periodically to match their mailers from updating their customer’s
POSTAL SERVICE address records with the customer-filed, address without direct contact from the
change-of-address (COA) orders customer, they can be authorized to use
Clarification of the Move Update maintained by the Postal Service. the Legal Restraint method to comply
Standard Mailers are required to reconcile their with the Move Update standard. To
mailing address lists within 95 days of obtain authorization, the mailer must
AGENCY: Postal ServiceTM. the postage statement finalization date show that a particular law prohibits the
ACTION: Notice. or a surcharge will be assessed. mailer from using a primary method to
meet the Move Update standard.
SUMMARY: This notice provides Move Update Methods
To use the Legal Restraint method,
information to clarify Move Update The Postal Service advises mailers to mailers must follow the following four-
standards and to assist mailers in their verify their mailing address lists at least step process:
compliance with those standards. every three months using one of the D First, receive Postal Service COA
DATES: Effective: July 1, 2016. following USPS-approved Move Update information using one of the pre-
methods: approved methods within 95 days prior
FOR FURTHER INFORMATION CONTACT:
D National Change-of-Address Link to the mailing.
Direct questions or comments to Charles
(NCOALink ®). D Second, for each address identified
B. Hunt by email at charles.b.hunt@
D National Change-of-Address Link as having a COA, adhere as follows:
usps.gov or phone (901) 681–4651.
Mail Processing Equipment (NCOALink Contact the addressee within 30 days
SUPPLEMENTARY INFORMATION: The U.S. MPE). after receiving the COA information;
Postal Service (USPS®) receives D Ancillary Service Endorsement request confirmation of the move in a
recurring inquiries from the mailing (ASE). format that will satisfy your legal
industry relative to the standards for D Address Change Service (ACSTM). requirements; and choose the format
Move Update services. This notice is with which to receive confirmation from
intended to clarify Move Update Alternative Move Update Methods
the addressee—written, telephoned, or
asabaliauskas on DSK3SPTVN1PROD with NOTICES
requirements in relation to discount Alternative Move Update methods electronic.
mail preparation prices for all include the 99 Percent Accurate Method D Third, incorporate all COA
commercial mailers, including those (also known as Mailer Move Update confirmations received in response to
authorized as 99 Percent Accurate and Process Certification) and Legal the second step into your system within
Legal Restraint customers. Restraint Method. These two methods 30 days of receiving confirmation from
Later in this document, inquiries from apply to First-Class Mail and First-Class the customer. If any recipients indicate
mailers and USPS responses are Package Service only. A mailer’s use of that the COA information is not to be
outlined to further clarify this notice. either method requires authorization used, the mailer should instruct them to
VerDate Sep<11>2014 19:05 Jun 30, 2016 Jkt 238001 PO 00000 Frm 00112 Fmt 4703 Sfmt 4703 E:\FR\FM\01JYN1.SGM 01JYN1](https://thefederalregister.org/doc/81_FR_43420/page/1.svg)
![43294 Federal Register / Vol. 81, No. 127 / Friday, July 1, 2016 / Notices
contact their local post master to correct use of COA information from a primary mailer uses the original address, eligible
the COA information that has been filed method of Move Update compliance. for discounted mail preparation prices?
with the Postal Service. The mailer may D Provide a flowchart and/or process
description of the Move Update method USPS Response
use the current address for 95 days from
the date of address confirmation with currently being used and the related There are situations where the ACS
the recipient. confirmation process. method will provide a notification of a
D Finally, keep documentation of the D This requirement applies to federal, new address for the intended recipient
process described above for one year, state, and local government mailers. that is not DPV. To satisfy the Move
including dates on which each step was D Submit the request to the following Update standard, all new addresses
performed, number of COA orders USPS location: NCSC, 225 N returned by the ACS method must be
identified, number of confirmation Humphreys Blvd., Suite 501, Memphis, used to update the addresses used on
requests, and evidence that TN 38188–1001 future mailings. Electing to utilize the
demonstrates that updates have been original address for the mailing, means
Mailer Inquiries
incorporated into your system. Provide the Move Update standard is not
documentation to the Postal Service Listed below are responses to some of satisfied and the piece is ineligible for
upon request. Be sure to keep records of the more common commercial mailer discounted mail preparation prices.
all situations where the recipient inquiries derived from ongoing Move
Update dialogue. Mailer Inquiry
indicated not to use the new address as
not using the new address may affect Are mailpieces eligible for discounted
Mailer Inquiry
your Move Update verification score mail preparation prices when addresses
during mail acceptance. Move Update Are mailpieces eligible for discounted include COA information that is more
processing must be done 95 days prior mail preparation prices when the than 18 months old?
to mailing. Should there be any need to addresses are classified by the Postal
Service as follows? USPS Response
change the procedures outlined in your
description, you are required to inform D Moved, Left No Forwarding Address Each address used on mailpieces must
NCSC prior to making the change to (MLNA) be updated via an approved Move
retain authorization for the Legal D P.O. Box Closed, No Forwarding Update method within 95 days prior to
Restraint method. Order (BCNO) the mailing date, as follows:
Mailers who are authorized for the D Foreign (new address is foreign) D If the COA is older than 95 days, it
Legal Restraint method must use an is expected that the new address has
USPS Response
exclusive Mailer Identification (MID) or been updated to the mailer’s system for
multiple exclusive MIDs for Legal Mailpieces bearing addresses that are use on future mailings.
Restraint mailings. This allows the classified by the Postal Service as D If the Move Update method that was
Postal Service to properly identify these MLNA, BCNO, or Foreign are exempt used did not provide a match and new
types of mailings and, where from the Move Update requirement. address because the COA data was not
appropriate, exclude the mailings from Therefore, these pieces are eligible for available, the mailer is considered to
the normal Seamless Acceptance Move discounted mail preparation prices. have satisfied the Move Update
Update compliance review. The mailer Mailer Inquiry standard assuming that the mailer had
cannot use these MIDs for other types of properly performed the Move Update
Are pieces where NCOALink returned processing in a timeframe and
mailings that do not fall under the Legal
a FN (footnote) 5, 14, or 19 (indicating configuration compliant with USPS-
Restraint authorization. The USPS has
a known move, but not providing the approved methods.
already worked with the Legal Restraint
new address) eligible for discounted D If the mailer obtained a new address
mailers to identify these MIDs.
All current Legal Restraint authorized mail preparation rates? before the COA was more than 18
mailers will be allowed a one-year USPS Response months old and failed to update the
transition period to begin use of the address, the old address would not be
When a mailer uses NCOALink as the compliant with the Move Update
exclusive MIDs. The one-year transition
Move Update method, there are standard just because the COA had
period is calculated starting from the
situations when an input address may become more than 18 months old.
date of their next annual Legal Restraint
receive a Return Code of 5, 14, or 19, We will update the online version of
renewal, which is authorized by the
which indicates a COA was found. the Guide to Move Update on RIBBS at
Postal Service.
However, a new address could not be https://ribbs.usps.gov/index.cfm?
Existing Legal Restraint mailers who
provided due to one of the following page=moveupdate to reflect all changes.
are able to implement the exclusive
reasons for new address:
MIDs are encouraged to do so prior to Stanley F. Mires,
the end of the one-year transition D Ambiguous information
period. Any mailer seeking a new D Unconfirmed primary number Attorney, Federal Compliance.
authorization for the Legal Restraint D No ZIP+4 Code [FR Doc. 2016–15648 Filed 6–30–16; 8:45 am]
method will be required to use the D Only temporary COA filed BILLING CODE 7710–12–P
D Run-time issues
exclusive MIDs upon approval.
In such cases, using the original input
Authorization for Legal Restraint POSTAL SERVICE
asabaliauskas on DSK3SPTVN1PROD with NOTICES
address for the mailing would satisfy
To acquire authorization to use the the Move Update requirement towards
qualification for discounted mail Reassignment of Post Office Box
Legal Restraint method, the mailer must
preparation prices. Section 98025 to Competitive Fee
adhere to the following requirements:
D Request authorization in writing. Group, and of Sections 87325 and
D Identify by citation the specific Mailer Inquiry 87326 to Market Dominant Fee Groups
legal restriction. Are mailpieces for which ACS AGENCY: Postal ServiceTM.
D Include copies of the statutes or returned a new address that fails
ACTION: Notice.
regulations that prohibit the immediate Delivery Point Validation (DPV) and the
VerDate Sep<11>2014 19:05 Jun 30, 2016 Jkt 238001 PO 00000 Frm 00113 Fmt 4703 Sfmt 4703 E:\FR\FM\01JYN1.SGM 01JYN1](https://thefederalregister.org/doc/81_FR_43420/page/2.svg)
Document Created: 2016-07-14 11:37:57
Document Modified: 2016-07-14 11:37:57
| Category | Regulatory Information | |
| Collection | Federal Register | |
| sudoc Class | AE 2.7: GS 4.107: AE 2.106: | |
| Publisher | Office of the Federal Register, National Archives and Records Administration | |
| Section | Notices | |
| Action | Notice. | |
| Dates | Effective: July 1, 2016. | |
| Contact | Direct questions or comments to Charles B. Hunt by email at [email protected] or phone (901) 681- 4651. | |
| FR Citation | 81 FR 43293 |
2025 Federal Register | Disclaimer | Privacy Policy
USC | CFR | eCFR