Frequently Asked Questions
NCOALinkTM is a secure dataset of approximately 160 million change-of-addresses going back 48 months that enable mailers to update mailing lists with new addresses from individuals, families and businesses that have moved.
The USPS® has introduced NCOALinkTM to replace NCOA and FASTforward® Mailing List Correction (MLC) services. Mailers were required by the USPS® to switch to the new NCOALinkTM technology instead of National Change of Address (NCOA) on October 1st 2004 or replace FASTforward® MLC by October 1st 2005.
2. How do I prepare for NCOALinkTM?
Read the Full Service Provider Required Text
Document.
Complete
and sign an NCOALinkTM Processing
Acknowledgement Form (PAF) and fax it to Anchor at 631-293-4113. The USPS®
requires a new six digit field that must be entered in the “List Owner”
area called “NAICS”. Please refer to the NAICS document listing the most commonly used SIC
Codes or visit www.census.gov/epcd/naics02, or call Anchor to determine your
specific NAICS Code.
Brokers/Agents
and List Administrators must check the applicable box and also complete the
bottom portion of the PAF in addition to the list owner completing and signing
their portion of the PAF.
Make sure
your layouts accept the NCOALinkTM
layout. Sample Fixed Field, Comma Delimited and DBF output layouts are available for your review.
3. How is NCOALinkTM different than NCOA?
Nixies (or
“footnotes”) that offer information about name and address records that do not
exactly match the USPS® change-of-address database, were previously
only available with NCOA processing. With NCOALinkTM
these “Footnotes” (no longer called Nixies) have different meanings. Testing
indicates the actual number of input names coded with “Footnotes” as compared to
“Nixie Option Codes” are greatly reduced with NCOALinkTM
versus NCOA processing.
DPVTM (Delivery
Point Validation) is now included as part of NCOALinkTM
by Full Service Providers and DPVTM footnotes are part of the
output.
NCOALinkTM will
return the move effective date, the specific name and address utilized in the
query that obtained the match, and the move type. The move type is determined
by the interface based on the specific name inquiry utilized to obtain the
match. Please note: The specific name utilized in the query maybe slightly
different from the name supplied, i.e. Robert versus Bob. Please see the Full Service Provider Required Text
Document for
additional output details.
4. Why the change to NCOALinkTM?
NCOALinkTM provides improved technology to protect the privacy and security of name and address information entrusted to the USPS®. With NCOALinkTM the USPS® hopes to increase the utilization of change-of-address (COA) information and reduce further the costs associated with handling Undeliverable-As-Addressed (UAA) mail.
5. What NCOALinkTM licenses are available?
Three
different NCOALinkTM
licenses are available: Full Service Providers, Limited Service Providers and
End User Mailers. Each requires a distinct certified software interface
available through a USPS® certified NCOALinkTM
Interface Software Developer/Distributor like Anchor Software LLC, or mailers can build and certify
their own NCOALinkTM
Software Interface.
Full
Service Providers started using NCOALinkTM
48 months of COA data starting on October 1st 2004. Limited Service Providers
and End User Mailers started using 18 months of COA data on October 1st 2004
6. Why does the USPS® require a license?
The USPS® wants to ensure that the use of their intellectual property is limited to its intended purpose. NCOALinkTM by its design is secure and cannot be used to data mine address information. It provides an enforcement mechanism with the flexibility needed to use NCOALinkTM in the marketplace.
7. Why use NationalChangeofAddress.com for NCOALinkTM processing?
All NCOALinkTM processing is performed
for NationalChangeofAddress.com by a non-exclusive licensee that has processed
billions of records over the past two decades as an NCOA vendor and is now a
USPS® certified NCOALinkTM
Full Service Provider, Interface Developer and Interface Distributor. Their
experience and our dedicated staff have the programming skills to ensure your
mailing lists are always in compliance with USPS® requirements.
The NCOALinkTM Full Service Provider database
we use provides mailers with more change-of-address moves and uses 48 months of
up-to-date address information, versus the “Limited Service Provider” database
that provides only 18 months of address information. We recommend processing
through the 48 month option to provide mailers more change-of-address moves.We offer
additional address hygiene services including:
Licensed by the USPS®:
Anchor Proprietary Processes:
The Postal Service has introduced — LACSLinkTM — for updating addresses after Enhanced 911 (E-911) conversions take place. It features the USPS-developed “LINK” technology that maintains the privacy and security of data while allowing mailers easy access to it. The Postal Service is required LACSLinkTM to be incorporated into all Coding Accuracy Support System software effective July 31, 2005.
8. What benefits will I realize by processing my file through NCOALinkTM?
Mailers using NCOALinkTM will save thousands of dollars that would have been spent on wasted materials and postage that result from undelivered as addressed mail. The NCOALinkTM System makes available current change of address information that will reduce undeliverable mail. Addressing errors are identified and corrected before the mail enters the United States Postal Service®. Mailers will also receive a quicker response to an offer since it will go directly to the new address in the case of a move. Cash flow will also improve as a direct result of reaching a customer who has moved. In addition valuable customer names that would have been lost will be updated so that communication can continue.
The NCOALinkTM process at Anchor:
9. What is the return on investment (ROI) benefit of NCOALinkTM?
Use of the United States Postal Service® National Change of Address (NCOALinkTM) program reduces costs of labor, postage and materials. Unfortunately this is news to some companies and senior managers who have yet to realize the ROI benefits of this worthy program. Presented herein are two reference tools you can share with clients and prospects: a Return on Investment Guide and a Case History.
ROI Guide
The United States Postal Service® has stated that the average NCOALinkTM match rate is approximately 4.1%. That translates to 41,000 move changes for a 1,000,000 record file. The match rate not only includes recognized address changes but also closed PO Boxes, foreign moves and moves with no forwarding address. When associated postage and material costs related to these factors are recognized as well as non ZIP + 4® coded addresses, one begins to conceptualize the value of this service.
Rule of Thumb
Following are average percentages of key NCOALinkTM elements:
|
Item |
Percent |
1 mm Record File |
|
Move changes |
4.1% |
41,000 records |
|
ZIP + 4® improvement |
1.0% |
10,000 records |
|
Total affected records |
5.1% |
51,000 records |
The next process applies dollar values to these change dynamics. Two points regarding the figures used below. First, we have used a typical automated discount for First-Class Mail® and Standard Mail™ A class discount letter rates in the example. (See the Domestic Mail Manual R100 and R600.) Also, the $0.05 material amount may be conservative for both mail classes.
Cost Savings Benefit #1 - First Class Mail
|
8,200 |
Address changes over a year old* |
|
x $0.36 |
$0.31 discounted postage rate + $0.05 materials |
|
$2,952.00 |
Savings realized from this aspect of service |
Cost Savings Benefit #1 - Standard Mail™ A Letter Mail
|
41,000 |
Address changes |
|
x $0.26 |
$0.21 discounted postage rate + $0.05 materials |
|
$10,660.00 |
Savings realized from this aspect of service |
Cost Savings Benefit #2 - First & Standard Mail™ A Class Mail
|
10,000 |
ZIP + 4® improved records |
|
x $0.07 |
Postage discount |
|
$700.00 |
Savings realized from this aspect of service |
Summary of Examples:
|
First Class |
Item |
Standard Mail™ |
|
$3,652.00 |
Gross savings |
$11,360.00 |
|
$1,250.00 |
Less NCOALinkTM processing service fee of $1.25/M |
$1,250.00 |
|
$2,402.00 |
Net savings |
$10,110.00 |
Cost Saving Benefits:
Case Study
This study is presented as an example of the savings potential to small
file owners that use Standard Mail™ A class mail, in this case an owner with
82,153 records.
|
Item |
% |
Records |
Unit Savings |
|
Move address changes |
4.49% |
3,688 |
$0.26 |
|
ZIP + 4® improvement |
1.00% |
821 |
$0.07 |
|
Client Savings |
|
|
Move address changes and closed boxes, etc. @ $0.26 ea. |
$ 958.88 |
|
Postal savings on ZIP + 4® records @ $0.07 ea. |
$ 57.47 |
|
Less cost of service |
$ 300.00 |
|
Net savings |
$ 716.35 |
10. What are NCOALinkTM Footnotes and what benefits do they provide?
An
NCOALinkTM Footnote is a record that is close, but does not
meet the United States
Postal Service® standards for matching to
the NCOALinkTM Database and does not receive a forwarding
address. It is flagged as a possible move. A new address can not be provided,
however Footnotes are appended to the record to allow the mailer to make a
mail/ no mail decision. NCOALinkTM Footnotes
typically identifies 40% to 70% additional names as possible moves over those
found with the more restrictive matching rules required for providing a new
address Option added to NCOALinkTM processing can result in
additional savings and sales.
11. Why do I have to sign an NCOALinkTM Processing Acknowledgement Form (PAF)?
The United States Postal Service® requires this acknowledgement form. The form states" the sole purpose of the NCOALinkTM service is to provide a mailing list correction service for a list that will be used for the preparation of a mailing". If you do not have a PAF on file with NationalChangeofAddress.com, please fax us a signed PAF at the time of placing your order. Per United States Postal Service® regulations, a mailing list owner's PAF will remain in effect for one year from the date of signing. For each subsequent year a new form must be signed and returned to us as soon as possible.
We
suggest that you download an NCOALinkTM Processing
Acknowledgement Form (PAF), print, sign and fax it to us at (631) 293-9757 You are under no obligation to place an order with us. However, we will have the form on file in
case you decide to place an order and send us your file for processing.
12. How often should I NCOALinkTM my Database?
To
qualify for postage discounts of up to six cents for first class mailing, you
are required to update your files every six months. In addition, you also
benefit from the improved deliverability that results from NCOALinkTM
While it is generally recommended that you perform NCOALinkTM
processing prior to each mailing, many companies update their database or mail
file every 3 to 6 months. You should calculate the savings gained each time you
mail to your list. This is done by multiplying the number of addresses that the
NCOALinkTM process corrects by the cost of your mailing
piece. Since the cost to NCOALinkTM your file is almost
always less than the cost incurred from having undeliverable pieces (and
subsequently not reaching your clients or prospects), it often makes economic
sense to NCOALinkTM your list prior to each mailing.
13. I have a database with consumers and businesses - will NCOALinkTM help me?
Yes,
the NCOALinkTM file is comprised of approximately 40% family
moves, 54% individual moves and 6% business moves. It almost always makes sense
to NCOALinkTM your file whether it is comprised of consumer,
business, or both types of addresses. In the case of business moves, the whole
company must move, not just an individual.
14. If a person moves several times, will I receive the current address?
When
possible, postal customers who move multiple times within the life of a COA in NCOALinkTM and have notified the United States Postal Service® are linked to ensure the latest address is furnished when
an NCOALinkTM match is attained.
15. What does address standardization do?
16. What's the difference between NCOALinkTM and DSF2™?
NCOALinkTM is a process that matches a file of names and
addresses to the United
States Postal Service® licensed NCOALinkTM
database comprised of 160+ million records of individual, family and business
moves. DSF2™ is a United States Postal Service® licensed database that improves delivery of your mailing by
examining address data and comparing it to the DSF2™ database that
contains each of the 145+ million delivery points. DSF2™ confirms
the existence of the address, provides delivery type, business versus
residential, and provides a Pseudo Sequence Number to qualify for walk sequence
postal presort discounts. DSF2™ detects potentially undeliverable
addresses for reasons other than Change of Address.
17. What's the difference between NCOALinkTM and LACS?
NCOALinkTM is a process that matches a file of names and
addresses to the United
States Postal Service® licensed NCOALinkTM
database comprised of 160+ million records of individual, family and business
moves. The LACS (Locatable Address Conversion System) is a United States
Postal Service® licensed database. As of
September 22nd 2004 the LACS database contains approximately 5.3 million
records that enables you to update your mailing lists when addresses have been
converted by local authorities, i.e. renumbering of houses or addresses
converted from rural style to city style addresses, usually as a result of a
911 conversion.
18. How long does it take to run NCOALinkTM on my file?
You
must submit your file for NCOALinkTM processing with a NCOALinkTM Proccessing Acknowledgement Form. You select from four
different SERVICE
LEVELS:
Priority Service, Next Business Day A.M. Service, Next Business Day P.M.
Service and 3 Business Day Service. Please contact us for custom processing for
larger volumes or if these service levels do not meet your needs. The United States Postal Service®
requires that processing be completed within 7 days
of receipt of your files for processing.
19. How often do I have to CASS™ certify my database?
If
you are bar-coding your mail, the requirement is every 3 months, all input
addresses are standardized and CASS™ (Coding Accuracy Support System) Certified
and ZIP + 4® /DPC processed.
20. Is my file secure at NationalChangeofAddress.com?
Yes, we have taken every precaution to make sure your file is secure throughout the NCOALinkTM process. Your file is processed in a United States Postal Service® approved secure facility. We send your file back to you, encrypted using SSL software and ZIP pass-worded.
NationalChangeofAddress.com
respects your right to privacy and follows the guidelines set forth by the
Direct Marketing Association. We will not sell, rent, exchange or release any
of the information you submit on this web site, without your permission.
21. Will I still have undeliverable mail if I process NCOALinkTM on my file?
It is estimated that only 66.9% of mail is deliverable as addressed. The remaining percentage has some form of addressing deficiency which could affect deliverability. Endorsed mail and First Class mail can be forwarded or returned to the mailer, Standard Mail™ A class is normally discarded. NCOALinkTM will reduce the amount of undeliverable mail by Address Standardization and ZIP™ Correction as well as Move Update, but will not completely eliminate undeliverable mail. Some examples of returned mail NCOALinkTM not corrected are:
22. Will NCOALinkTM validate name information as well as provide new move information on all the records in my database?
No, NCOALinkTM processing does not validate name and address information on your database. The NCOALinkTM database contains Change-of-Address information only. If a person or company files a change of address with the United States Postal Service® the information is maintained on the NCOALinkTM database for 48 months. If a person or company does not file a change of address and the carrier does not file a "Moved – Left No Address" it does not appear on the NCOALinkTM database. Additional reasons a person/company would not be maintained on the NCOALinkTM database are:
23. Will NCOALinkTM correct Spelling Errors in my names and addresses?
NCOALinkTM will not correct spelling errors in your names
or addresses. Address Standardization will standardize your addresses to postal
regulations and may also correct some street name misspellings. DSF2™
also has the ability to correct misspelled street names.
24. Will NCOALinkTM tell me if an address is deliverable?
NCOALinkTM will give you move update information and
usually provides a ZIP + 4®. DSF2™ determines the deliverability of address
records. ZIP + 4® validates addresses based on valid house number ranges but
not the actual number. DSF2™ validates based on exact house number and
apartment number.
25. I processed my file through NCOALinkTM and have received returned mail pieces. Why didn't NCOALinkTM catch these undeliverable addresses?
It
is estimated that only 66.9% of mail is deliverable as addressed. The remaining
percentage has some form of addressing deficiency which could affect
deliverability. Endorsed mail and First-Class Mail® can be forwarded or
returned to the mailer. Standard Mail™ (Third Class) is discarded. NCOALinkTM
will reduce the amount of undeliverable mail through Address Standardization
and ZIP™ Correction as well
as through running Move Update, but will not eliminate it. Some examples of
returned mail NCOALinkTM will not correct are: Forwarding
Order Expired, No Such Number, Address Unknown, Moved – Left No Address. See
DSF2™ for additional information on undeliverable mail.
26. Is there a difference in the NCOALinkTM process provided by each licensee?
Each
NCOALinkTM licensee, including our licensee, is tested and
audited and their processing approved by the United States Postal Service® and all licensees must use USPS® CASS™ certified address matching software in the process.
NCOALinkTM Processing is performed by a non-exclusive licensee of the United States Postal Service®.