presented by: floresa ross introduction to the intelligent mail barcode and mailpiece quality

Presented by: Floresa Ross

Introduction to the Intelligent Mail Barcode and Mailpiece Quality

2

Agenda

Mailpiece Characteristics Dimensions Aspect Ratio Plastic Covering Odd-Shaped Items Flexibility Paper Stock Reflectance Print Contrast

3

Agenda (continued)

Ancillary Service Endorsements

Building Address Quality

Addressing

Barcodes and Barcode Placement

Best Practices

MERLIN and Mail Quality

4

First-Class postcard rate

Pieces exceeding 4.25” x 6” must be at least .009” thick

4.25"Max.Height

6" Max. Length

3.5”Min.Height

5" Min. Length

Thickness .007" - .016"

Postcard Dimensions

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• Minimum thickness .007” Maximum thickness .25”

6.125"Max.Height

11.5" Max. Length

3.25”Min.Height

5" Min. Length

Maximum WeightFirst-Class3.5 oz. • Machinable Presort

• Automation

Standard Presort3.3 oz • Machinable Presort

3.5oz • Automation • High Density • Walk Sequence • Saturation

Pieces exceeding 3 oz. must meet additional standards for heavy letter mail in DMM 201.3.13.4.

Letter-Size Dimensions

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Pieces exceeding 4 ¼” X 6” and less than .009” thick

3.5”- 4.25”High

5” to 6” Long

Thickness Min. - .007”

- up to .016” for Postcards - up to .25” for Letters

4.25”- 6.125”High

6” to 11.5” Long

Thickness: .009” to .025”

Letters Thickness

Automation letter rate pieces must meet the above dimensions

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Aspect ratio (length divided by height) does not meet specifications if less than 1.3 or greater than 2.5

5"

4"Non-machinable

4” X 5” = 1.25

4"Machinable4” X 6” = 1.5

6"

Aspect Ratio – Letters Only

Applicable for automation or qualified Business Reply Mail rates

8

Is polybagged, polywrapped, or enclosed in any plastic material OK?

Also not permitted on automation-rate letter-size mail

PLASTICS INCPO BOX 0000ANYWHERE IN 46206-0001

U.S. POSTAGE

PAID

PERMIT xxx

City State

POSTAL FORUM

801 Mount Vernon Place NW

Washington DC 20001

Don’t even think about it!!

Plastic Covers Not for Letters!

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Automating Your MailpiecesOdd-Shaped Items – Letters & Flats

Contains items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven

Also not permitted on automation-rate letter-size or flat-size mail

10

Is too rigid Does not bend easily when subjected to a transport belt tension

of 40 pounds around an 11-inch diameter turn

Automation-rate letter-size mail must be flexible

Automating Your MailpiecesFlexibility - Letters

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Pre-Test Questionable Stock

Contrast between paper & barcode Recycled Paper Phantoms/Screens Security/Check Stock Translucent Envelopes

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OCR

ABC

ABC

Reflectance

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National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

National Postal Forum

810 Mount Vernon PL NW

Washington DC 20001-3614

Print Contrast

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Choose the Right ColorsLetters & Flats

White paper/black ink is BEST!Pastel colors with dark ink work

Bes

t

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ADDRESS SERVICE REQUESTED

APPLETREE POINT123 SUNSET LNSOUTH EUCLID OH 44121-4912

2

4

3

RETURN SERVICE REQUESTED

1

CHANGE SERVICE REQUESTED

FORWARDING SERVICE REQUESTED

#BWNCXBB**AUTOCR**C003

WILL BUY101 MAPLE STAVON OH 44001-3419

Must be surrounded by ¼” clear space Must be printed in at least an 8-point type Must have a return address

Ancillary Service Endorsement

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Has a delivery address parallel to the shorter dimension of the mailpiece

Automation rates require that the delivery address be parallel to the longest dimension

POSTAL CUSTOMER COUNCIL 475 L’Enfant Plz Washington DC 20260-0846

POSTAL CUSTOMER COUNCIL 475 L’Enfant Plz Washington DC 20260-0846

U.S. POSTAGE

PAID

PERMIT xxx

City State

U.S. POSTAGE

PAID

PERMIT xxx

City State

Building QualityLetters & Flats Address Orientation

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Building Quality Addressing Standards for Letters & Flats

Please use a complete and proper address

JOHN DOEABC ELECTRONICS826 KENTUCKY STYOURTOWN KY 42825-2008

JOHN DOE

ABC ELECTRONICS

826 KENTUCKY ST

YOURTOWN KY 42825-2008

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1735 N LYNN STARLINGTON VA 22209-6030

Act now!

98765** NATIONAL POSTAL FORUM810 MOUNT VERNON PLACE NWWASHINGTON DC 20001-3614

1735 N LYNN STARLINGTON VA 22209-6030

Act now!

98765** ONAL POSTAL FORUMOUNT VERNON PLACE NWINGTON DC 20001-3614

98765** ONAL POSTAL FORUMOUNT VERNON PLACE NWINGTON DC 20001-3614

Automating Your MailpiecesWindow Envelopes - Letters

Window envelopes must have 1/8” clearance between the address printing and any window edge throughout maximum insert shift.

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Non-Address DataInformation/AttentionName of RecipientDelivery AddressCity, State, ZIP+4

FELO 1225-66H KAREN MAGAZINO NATIONAL POSTAL FORUM 801 MOUNT VERNON PLACE NW WASHINGTON DC 20001-3614

GRAND PRODUCTS INC100 MAJOR STPO BOX 200NEW YORK NY 10001-0200

Dual Delivery Addresses:Mail will be delivered to

Automating Your MailpiecesAddress Block – Letters

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Quality Mailpieces Postnet Barcode Readability and Accuracy

Readability Barcode Accuracy

POSTAL CUSTOMER COUNCIL 475 L’Enfant Plz SW Washington DC 20260-0846

Even though this address block barcode appears fine,

the barcode reads

12345-6789

Extraneous Ink Voids

SmearingDot Matrix

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Postnet Barcode Placement

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Allow a clear space of 1/8” to the left and right and 1/25” above and below between the barcode and printing to the window or label edge

1735 N LYNN STARLINGTON VA 22209-6030

Postnet Barcode Building Quality Barcode Clearance & Window Insert Shift

1/8”Min.

1/25” Min.

1/8”Min.

National Postal Forum 810 Mount Vernon Pl NW Washington DC 20001-3614

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Inside the Intelligent Mail Barcode (Mail Piece)

Type Indicator: 2-digit mail preparer identifier (USPS or external) & applicable barcode specification

Special Services: 3-digit field used to identify any special or extra services

Mailer ID (MID): 6- or 9-digit unique mailer identifier (assigned by USPS)

Adjustable Field: 3-digit field used for MID (if 9-digit MID), or to assign additional unique serial numbers to mailpieces

Unique Serial Number: 6-digit field used to uniquely identify mailpieces

Destination ZIP: 11-digit Delivery Point ZIP Code

15 1617 18 19Unique Serial Number

6N

202122232425262728293031Routing ZIP

11N

3 4 5Special Svcs

3N

6 7 8 9 1011Business Entity ID

6N

1 2Type Ind

2N

1213 14

3N

Adj Field

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Inside the Intelligent Mail Barcode (Mail Piece)

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Intelligent Mail Barcode Building Quality

Barcode Clearance & Window Insert Shift

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Building Quality Address Block Barcode – Letters & Flats

Above Address

Below Optional Endorsement Line and/or Keyline Information

**************************5 DIGIT 98765

POSTAL CUSTOMER 123 MAIN ST ANYTOWN US 98765-4321

POSTAL CUSTOMER 123 MAIN ST ANYTOWN US 98765-4321

Preferred

BXBJDCK *******5 DIGIT 98765 #JSN0069TWK2874# POSTAL CUSTOMER 123 MAIN ST ANYTOWN US 98654-4321

Above Optional Endorsement Line and/or Keyline Information

Below Address

POSTAL CUSTOMER 123 MAIN ST ANYTOWN US 98765-4321

Acceptable

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Barcode must be within 4” of mailpiece bottom and at least 1/2” from right or left edge

Entire address block and barcode must be at least 5/8” from bottom

Quality Mailpieces BarcodePlacement - Letters

1/2” POSTAL CUSTOMER COUNCIL 475 L’ENFANT PLZ WASHINGTON DC 20260-0846

BARCODE READ AREA

4”

1/2”

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BASELINE

BASELINE

POSITIONAL SKEW LETTERS 5º

ROTATIONAL SKEW LETTERS 5ºFLATS 10º

BASELINE SHIFT .015” FROM BASE

BASELINE

Postnet Barcode Building Quality Barcode Skew – Letters & Flats

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Intelligent Mail Barcode Building Quality

Barcode Skew – Letters & Flats

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Quality “Not-to-do’s” Incompatible Materials

Textured/Glossy Paper

Fluorescence/ Phosphorescence

Some Recycled Paper Dark Fibers

Security Patterns

15% Maximum Contrast

Opacity

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Barcode Placement - Flats

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Standard #10 Window - Letters

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Didn’t Have 1/25” Below Barcode Letters & Flats

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Barcode Clear Zone - Letters

Barcode was in 5/8” area – not in Barcode Clear Zone

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Delivery address 1 inch lower and 1 inch to the right of return address

Minimum clear area of 3/8 inch, recommend 1/2 inch

Avoid skew

Readability Guidelines Address Block Location - Flats

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Address Block Location - Flats

Landscape Orientation Portrait Orientation

Readability Guidelines

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Use 10 to 12 point OCR readable font

Use black ink against a light background

Left justify information

Place POSTNET barcode below the city, state, ZIP Code line

Place PLANET Code above or below OEL and / or ACS line

Delivery Address Format Flats

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Apply label on outside of poly, when possible

If inside of poly, poly must be clear and wrinkle free

Place address labels uniformly, avoiding skew

Adhesive Labels - Flats

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Keep advertising, logos, and other information clear of delivery address area

Cannot use two different return addresses

Recommend not printing store or other locations on same side as delivery address

If you must print locations, center-justify these addresses

Extraneous Information - Flats

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Flexibility test, part 1

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Flexibility test, part 2Flats 10” or Longer

Flats 10 inches or longer that contain a rigid insert; length perpendicular to edge.

42

Flexibility test, part 2Flats less than 10” Long

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Deflection Test - for pieces 10” or longer

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Deflection test – pieces less than 10” long

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Minimum Maximum

0.009 inch 0.75 inch

Recommendation: Avoid minimum & maximum limits

Thickness

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Must be uniformly thick

Must have flat smooth and regular shape and be free of creases, folds, tears, or other irregularities

Recommendation: Avoid placing irregularly shaped items or items repeatedly in the same location in a flat-size mailpiece

Uniformity of Thickness

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Mailing wrappers are envelopes, sleeves, partial wrappers, or polywrap

Recommendation: Avoid sleeves and partial wrappers or use spot glue to hold in place

Mailing Wrappers

48

Use only approved polywrap

Wrap direction is around longer axis

Recommendation: Avoid wrapping poly too tight

Polywrap

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AFSM 100—Physical Requirements

Wrap direction: around longer axis Seam:

Parallel to longer dimension Front or back (back is preferred) Not over address or barcode

Polywrap

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D M

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FRONT BACK

(SEAM DIRECTION)

50

AFSM 100—Overhang

Polywrap

JOE

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RV

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500 W C

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¼”

¼”

3/4”3/4”

51

Must be parallel to longer axis

If on address side, must not cover any part of address or barcode

Recommendation: Place seam on reverse or non-addressed side of the mailpiece

Seam

52

Poly must be smooth to allow address or barcode readability

Recommendation: When possible place address labels on outside of polywrap

Delivery Address

53

Not more than 0.5 inch at top

Not more than 1.5 inches on side

Recommendation: Keep overhang to a minimum

Selvage

54

Best Practices for Letters and Flats

Pre-test samples for barcode readability with Postal Service

Monitor for changes thru production

Communicate barcode concerns to your customers & staff

Establish internal quality control measures

Assign someone to monitor tests

Use report data for training and improvement

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MERLIN and Mail Quality

Ensuring Quality Mail

MERLIN Reports

Where to Get Help

56

MERLIN Reports

Summary Verification

Barcode Readability

Barcode Exceptions

Barcode Error Listing

Barcode Components

Barcode Digit String

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Summary Verification Report

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Automation Rate Barcode Readability Report

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Barcode Exceptions

60

Barcode Error Listing

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Automation Rate Barcode Components Report

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Barcode Digit String

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MERLIN AppealsSecond Level Review

Barcode Readability Review Pieces Identified With Errors

Second Level Review

Appeal – Decision Must Be At Time Of MailingTest Mail Sent To Appeal Center

Return Test Mail To Mailer

Enter Test Mail at Appeal Center

Barcode Digit ‘9999’ Appeals

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Ensuring Mail QualityDesigning Your Mailpiece

Create a practical and effective mailpiece

Ensure adequate margins for manufacturing tolerance are built into the design

Addressing and barcode placement must be exact

65

Ensuring Mail QualityReviewing Your Mailpiece

Examine mailpieces

Contact your local Mailpiece Design Analyst to have samples tested

Develop a test plan

66

Ensuring Mail QualityProducing Your Mailpiece

Follow your manufacturer’s procedures specific to your printing platform

Contact manufacturer for advice

Have machine operators, mechanics and set-up personnel keep a pre-production checklist

67

Ensuring Mail QualityMaintain Printer Hardware

Maintain hardware according to manufacturer’s approved procedures

Use authorized parts and materials

Take precaution on inkjet printers

68

Ensuring Mail QualityReview and Track Reports

Assign someone to review and track Merlin reports

www.usps.com/merlin/readingreports.htm

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Where to Get HelpMERLIN Website

http://www.usps.com/merlin

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Where to Get Help“All About MERLIN” Brochure

71

Ensuring Quality Mail

Prepare your mail for automation rates

Establish a Mail Preparation Total Quality Management Operation

www.usps.com/mptqm/welcome.htm

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Where to Get HelpMore Resources

Domestic Mail Manual 300

Mailpiece Design Analysts

http://pe.usps.gov/text/dmm300/dmm300_landing.htm

http://pe.usps.gov/mpdesign/mpdfr_mda_lookup.htm

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Resources

Mailpiece Design Analysthttp://pe.usps.gov/mpdesign/mpdfr_mda_lookup.htm

Mailpiece Quality Control (MQC) Programhttp://pe.usps.gov/

Addressinghttp://www.usps.com/ncsc

MERLIN Web site http://www.usps.com/merlin

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Build Quality Mailpieces Every Time!!