Gary Seitz, VP Ctrac Direct, Spoke at NACUMS 2018. His topic covered the Handling UAA Mail. Gary helped College and Universities learn what UAA mail is and how to deal with it.
Good Stuff Happens in 1:1 Meetings: Why you need them and how to do them well
Handling UAA Mail
1. C.TRAC Direct
Presented by:
Gary Seitz
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2. Copyright Midwest Direct. All rights reserved. No reproduction of this material is permitted without prior
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3. What is “UAA Mail”?
UAA mail is all mail that cannot be delivered to the name
and address specified on the mailpiece, and must be
forwarded, returned or properly treated as waste as
authorized for the class of mail and ancillary service
endorsement on the mailpiece.
Mail may be considered UAA because:
• The individual, family or business has moved
• The address is incomplete, incorrect or illegible
• The addressee is unknown or deceased
• The addressee refuses or fails to claim the mail
• The necessary postage has not been paid
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4. Reasons for UAA Mail -2018
FY18QTR2 Nixie Volume
Nixie Code
Nixie
Description Financial
Gov’t
Related
Healthcare
Medical Insurance Marketing
Periodical
Publishing Utilities UAA Avg
COA
Change-of-
Address 40.73% 16.62% 36.67% 34.45% 27.36% 31.29% 24.69% 34.71%
A
Attempted, not
known 13.44% 11.69% 14.06% 13.38% 16.24% 10.60% 14.45% 13.02%
E In Dispute 0.03% 0.05% 0.04% 0.03% 0.03% 0.01% 0.04% 0.03%
K/G
Moved Left No
address Box
Closed 1.27% 0.95% 1.63% 1.58% 1.08% 1.09% 2.16% 1.35%
I
Insufficient
address 4.56% 3.46% 8.07% 4.56% 5.75% 6.02% 8.11% 5.17%
L Illegible 0.03% 0.06% 0.03% 0.03% 0.03% 0.02% 0.04% 0.03%
M
No mail
receptacle 1.69% 1.38% 1.32% 2.29% 1.99% 1.86% 3.32% 1.93%
N No such number 1.61% 2.44% 2.92% 2.38% 1.38% 2.55% 3.28% 2.11%
P Deceased 0.17% 0.04% 0.19% 0.14% 0.19% 0.76% 0.17% 0.26%
Q
Not deliverable
as addressed
unable to fwd 32.03% 21.06% 29.07% 35.85% 41.19% 39.94% 32.56% 33.39%
R Refused 0.38% 1.22% 0.58% 0.35% 0.38% 1.26% 0.47% 0.59%
S No such street 0.63% 0.76% 1.18% 0.86% 0.59% 1.03% 1.08% 0.79%
U Unclaimed 1.36% 1.80% 1.91% 1.37% 1.21% 1.21% 2.05% 1.44%
V Vacant 2.06% 38.48% 2.34% 2.72% 2.58% 2.36% 7.56% 5.17%
Total 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00%
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5. Reasons for UAA Mail -2018
FY18QTR2 Nixie Volume
Nixie Code Nixie Description UAA Avg
COA Change-of-Address 34.71%
Q Not deliverable as addressed - Unable to forward 33.39%
A Attempted not known 13.02%
I Insufficient address 5.17%
V Vacant 5.17%
N No such number 2.11%
K/G Moved Left No address or Box Closed 1.35%
S No such street 0.79%
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6. What causes UAA Mail?
• Movers 82% of UAA mail
• Failure to update files with NCOA data
• Failure to use Nixie information
• Vacant addresses 5% of UAA mail
• Missing Secondary addresses 5% of UAA
• Address Errors 4% of UAA
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7. Movers
• Each year, 17% of Americans move or change their
mailing address
• Approximately 19% of all businesses move
• 25% of all renters move
• >10% of COA’s include Secondary addresses
• USPS® processes over 45
million permanent Change
of Address (COA) orders
each year
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8. Thanks To…
Anna Pascarella of
Youngstown State
who provided a file
of UAA mail for this
presentation – for
the benefit of
today’s attendees
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9. Recapping the YSU UAA
MAIL
• 3,838 records
supplied
• 12 internal sources
• 443 individual
duplicates
• Net to 3,395 records
• 2,000 contained a
valid Zip+4 code
(58%)
• 1,400 address errors
(42%)
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10. Recapping the YSU UAA
MAIL
• Address Errors
• 31 Directional/Suffix = 2%
• 18 City, State or Zip (some
foreign) = 1%
• 492 Primary # invalid for
range = 35%
• 314 Primary # invalid for
street = 22%
• 61 Primary # missing = 4%
• 381 Street name error = 27%
• 664 missing/invalid
Secondary = 20%
• 744 invalid secondary
addresses = 22%
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11. Where to Start
• Appoint a “Data Steward”
• Data Entry of Names & Addresses
• Name formats
• Physical addresses – using CASS
• Move Update – using NCOA
At Point of Entry!
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12. How to Get Started
• Correct
• Implementing a solution at point of capture
• Apply CASS & LACS updates to your file
• Identify records that do not CASS/DPV for
correction
• Complete
• SuiteLink
• Apartment append
• Current
• Pre-mailing – NCOALink
• Post-mailing – Ancillary service endorsements
& ACS
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13. Name Formats
• First and Last names
• No “mixed” data fields!
• No Business titles in name
• No Names in the Address
• No Company Names in the Address
• Company Name can be in the Name
field
• Name fields are used for postal
matching
Check Your Database
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14. YSU Sample Records
The Input Name Parsed For Matching
• Mary Heuksen & Guest Mary Guest
• Keisha Smith, Site Director Keisha Director
• Maureen, Rachel’s Restaurant Maureen Restaurant
• Scope of Trumball County Scope County
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15. Address Formats
• Enough space (30 to 50)
• Secondary address information
• Proper Address elements
• Proper Abbreviations
Publication 28
Download a copy from the USPS
https://pe.usps.com/text/pub28/welcome.htm
Check Your Database
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16. CASS – Coding Accuracy
Support System
• CASS + DPV
• CASS: Correct address, assigns Zip+4 IF…..
• DPV: Validates that USPS delivers to street
number, Complete address, including
secondary address information
• CASS assigns error codes
• Not all CASS systems are the same
• Parsing logic varies
• Coding variances from 80% to 90% on same
file
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written approval.
17. CASS & DPV®
Report
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18. Error Reporting From CASS
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19. What’s Wrong With
Addresses?
• RUN-ON 145SOUTHMILLS ST
• EXTRA DIGITS/CHARACTERS 10000 EUCLID AVE
• PRE-DIRECTIONALS 17 SO WATT CT
• SUFFIX ABBREVIATION 492 JACKSON BL
• MISPLACED SECONDARY 47 A CEDAR RD
• ALPHA/NUMERICS 5!7 M0SS ST
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20. Sample Address Errors from YSU
Primary Range Missing (Spacing)
200horton Ave 1 Sheffield PA 16347
6200 10wridge Dr Apt Canal Winchester OH 43110
103 6665fallonlane Canal Winchester OH 43110
3436btrentshire Dr Canal Winchester OH 43110
6019corkcountydrive Columbus OH 43119
3747lakelanierdrive Grove City OH 43123
3369urbanhollowctaptc Grove City OH 43123
2795clearcreekrd Lancaster OH 43130
1570almediact/Aptd Miamisburgh OH 45342
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21. Sample Address Errors from YSU
Primary Range Missing (actual)
16785 Northville MI 48168
Buckingham Toledo OH 43607
Copperfield Ct W Concord Twp OH 44077
Birch Run Dr Warren OH 44484
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22. Sample Address Errors from YSU
Address Component Errors
Anderson 375 Belvedere Ave NW Warren OH 44483
375 Belvedere Ave NE Warren OH 44483
Brill 2526 Forest Springs Dr NE Warren OH 44484
2526 Forest Springs Dr SE Warren OH 44484
Dwyer 122 Prospect Brownsville PA 15417
122 Prospect Ave or 122 Prospect St?
Knighten 1449 Estate Salem OH 44460
1449 E State St Salem OH 44460
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23. Sample Address Errors from YSU
Address Component Errors
Park 57-200 Elruth Ct Girard OH 44420
200 Eruth Ct Apt 57 Girard OH 44420
Tanner Every Green Vilage Apt F206
1100 Oakwood Dr Elyria OH 44484
1100 Oakwood Dr Apt B-14 Elyria OH 44035
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24. Sample Address Errors from YSU
Primary # Not Confirmed
Dittmer 6110 N Catawba Dr Warren OH 44481
6101 N Catawba Dr Warren OH 44481
King 125N N Mulberry Dr Mt Pleasant PA 15666
125 N Maulberry Dr Mt Pleasant PA 15666
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25. Sample Address Errors from YSU
Primary Range Invalid
Carter 44945 Christina Ln Columbus OH 43221
4494 Christina Ln Columbus OH 43221
Haywood 2228 Shepard Road Perry OH 44081
2822 Shepard Rd Perry OH 44081
Whalen 40448 Gillson Ridge Rd Titusville PA 16354
42448 Gillson Ridge Rd Titusville PA 16354
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26. Sample Address Errors from YSU
Street Name Not Found
1614 Loveton Rd Pittsburgh PA 15221
1614 Laketon Rd Apt 2 Pittsburgh PA 15221
17953 Lakeshore Blvd. 17 apt 6 Cleveland OH 44119
17953 Lake Shore Blvd Apt 6 Cleveland OH 44119
22304 Lawrence and Dearborn MI 48124
22304 Lawrence Ave Dearborn MI 48124
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27. Sample Address Errors from YSU
Street Name Not Found
1679 Twp 378 Steubenville OH 43952
1614 Laketon Rd Apt 2 Steubenville OH 43952
25955 Cobblers Lane Carriage Club South Lyon MI 48178
25955 Cobblers Ln South Lyon MI 48178
4130 Cl K Avenue Kirtland OH 44094
4130 Clark Ave Kirtland OH 44094
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28. What The Hygiene Did…
• 17 Zip code changes
• 151 Street name
corrections
• 116 Suffix corrections
• 34 Directional
corrections
• 232 flagged as Vacant
• 183 Secondary
Addresses
(apartments) added
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written approval.
29. NCOA
• Utilize NCOA (National Change of
Address)
• 18-month or 48-month
• Individuals, Families & Businesses
that filed COA
• Tight match criteria on NAME and
ADDRESS
• Are you updating your database?
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30. NCOA
• NCOA Nixie codes
• Close match ~ but new address not provided
• First Class: May be forwarded or may be
returned
• Standard Class: Treated as Waste
• Some sample Nixie codes returned with NCOA
04 Street address with secondary
05 New address cannot be provided
09 New College Nixie Code TEST
19 New Address Not Zip+4 or DPV ~ or “Temp
Move”
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31. We Ran NCOA…
• “So what happened…?
• NCOA requires a nearly exact match
• NAME and ADDRESS
• Only Zip+4 complete addresses matched
• NIXIES “closer”
matches mailed
• Over 35% of movers
never tell the USPS
• ACS uses a “looser”
match and update
is returned
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written approval.
32. Will NCOA MATCH?
Presume an “Individual” filing
USPS FILING NAME DATABASE DISPOSITION?
Robert Garr To Bob Garr Match ~ New Address
Robert Garr To Mr Robert Garr Match ~ New Address
Robert Garr To Robert & Mary Garr Match ~ New Address
Robert Garr To Robert A Garr Nixie ~ Middle Initial
Robert Garr To Mr & Mrs Robert Garr Match ~ New Address
Robert Garr To Mary & Robert Garr No Match
Robert Garr To Mr & Mrs Garr No Match
Robert Garr To R Garr No Match
Robert Garr To Robert Garr, Jr No Match
Robert Garr To Ms. Robert Garr Nixie – Gender Test
Robert Garr To Garr Robert No Match
Robert Garr To Robert Garre No Match
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34. Returned Mail Processing
Services
• New “Fix or Find” from Service Providers
• Multiple input options
• Data flow of multiple services
• CASS/DPV
• Apartment Append
• NCOA-48
• COA-60
• Proprietary mailers COA
files
• Deceased Coding
• Consumer file match
• Minor address corrections
• Name correction
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35. Results for the YSU UAA File
• Corrections (5%)
• 175 Addresses/Zip codes corrections
• 183 Apartments appended
• 272 Vacant addresses flagged
• 1,300 address errors flagged with a Reason code (34%)
• New Addresses (10%)
• 108 from NCOA-48
• 10 from COA-60
• 255 from Proprietary Sources
• Other (8%)
• 5 Deceased (with DOB and DOD)
• 2 First, 4 Last, 219 Middle, 68 multi-field name changes
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written approval.
36. Summary
• UAA Mail is an Industry
Challenge
• Assign a “Data Steward”
in your company
• Implement a Data
Hygiene Program
– Follow today’s tips
• Ask your Mail Service Provider and the USPS for
help!
Address Quality Is Essential!
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written approval.
37. Gary A Seitz
C.TRAC Direct
Cleveland, OH
216.251.2500 x 4985
Gseitz@ctracdirect.com
For More Information:
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