Colorado Data Mail

Glossary

ASCII This acronym stands for American Standard Code for Information Interchange. It describes a binary code used for the representation of text data. ASCII files require less space for storage than most other formats.
Back

Aspect ratio The aspect ratio of a mail piece is the length divided by the height. In order to qualify for letter-size, automated postage rates, the aspect ratio must fall between 1.3 and 2.5.
Back

Automation The term "automation" and its many forms such as "automation mail" and "automation compatible" refer to barcoding mail so that it can be read by sorting equipment at the Postal Service, rather than having to be manually sorted.
Back

Carrier route Zip codes are typically subdivided into ten to thirty routes that the letter-carriers actually cover. In addressing, the carrier route is shown with a "C" followed by a three-digit number, such as "C012". Highly concentrated mail that is prepared down to the carrier-route level is subject to steep discounts in postage rates.
Back

CASS CASS stands for "Coding Accuracy Support System". Mailing lists are processed through CASS-certified software (such as that run by CDM), which appends the appropriate Zip+4 and carrier-route numbers to each address that matches the database of the Postal Service.
Back

Cheshire labels Cheshire labels were the standard means of addressing mail for many years. Addresses are printed out usually four-across on wide computer paper. The paper is cut into individual labels, and the labels are then glued on the mail pieces by special equipment. CDM no longer offers this service.
Back

Coated stock "Coated" or "glossy" stock refers to paper that has a slick finish on it. We can ink-jet address on most coated stocks by using our ink-drying equipment mounted on-line with our ink-jets. Unless you are using a paper that you have used successfully in the past, it is a good idea to get us some sample sheets that we can test before you proceed with printing.
Back

Endorsement This term refers to phrases such as "Address Service Requested" and "Return Service Requested" that a mailer prints on the outside of the mail piece near the return address or delivery address to instruct the Postal Service in handling the piece in the event that it is not deliverable as addressed. There are various services available at different prices, so it is advisable to consult with the Postal Service and your CSR before printing.
Back

FIM FIM stands for "Facing Identification Marks", which are the black bars in the top right area of a reply mail piece. These marks help to orient the piece properly as it moves through automated postal handling equipment.
Back

5-digit This term refers to the five digits of a zip code. It is usually used in reference to presorting schemes and postal discounts.
Back

Flats "Flats" are mail pieces that are larger than letter-size, meaning that they exceed a length of 11 1/2 inches, a height of 6 1/8 inches, or a thickness of 1/4 inch. Higher postage rates generally apply to flats.
Back

Floating fields Floating fields occur in name and address files when data fields, such as the zip code field, appear in different positions from record to record. This "float" needs to be corrected programmatically before other data processing steps can be undertaken.
Back

GMF GMF stands for "General Mail Facility", which is a major mail handling facility for the Postal Service. In Denver, it houses the main mail entry office for the metropolitan area.
Back

Indicia An indicia is a permit printed on a mail piece that denotes the class of mail and the means of postage payment. It is synonymous with permit imprint or postal permit.
Back

Ink-jet We do all of our addressing with ink-jet or laser printers. The ink-jets produce a high quality, high volume address image with postnet barcodes. This type of addressing is the most economical system available today. It is what is referred to as "near laser" image quality at less than half the price and with a great deal more flexibility than laser.
Back

Laser printing Laser printing is commonly used to create personalized letters or forms, often with variable data inserted into specific areas of the document. The letters or forms can be set up so that when folded, the name and address show through a window envelope. Alternatively, a matching closed-face envelope can be produced.
Back

Letter size Mail pieces that are "letter size" are a minimum of 31/2 inches high by 5 inches long and a maximum of 61/8 inches high by 111/2 inches long. The maximum thickness for a letter is 1/4 inch.
Back

Merge-purge In data processing, merge-purge is a general term referring to the identification of matching records within one or multiple files. The exact nature of the match that the software is to search for must be defined on each project. For example, the match can be on name only, exact address only, company name, name and address, and so on. What happens when matches are found must also be defined.
Back

NCOA The National Change of Address (NCOA) database is maintained by the U.S. Postal Service as a resource for mailers to make certain that their name and address files are as current as possible. The database contains the last three years of address change information on record with the Postal Service. Vendors are licensed by the Postal Service to be able to run mailers' databases against the NCOA file for a fee to provide the most up-to-date, deliverable address records possible.
Back

Periodicals Magazines, newspapers, and other publications issued at least four times a year at regular intervals may qualify to be mailed at Periodical rates.
Back

Postcards The U.S. Postal Service makes a distinction for postcards in First Class mail only. The minimum size is 31/2 x 5 inches, and the maximum size is 41/4 x 6 inches. Postcards may be printed on stock as thin as .007 inch. So called "double postcards", where half of the mail piece is a tear-off reply card, may also qualify to mail at postcard rates.
Back

Precanceled stamps Precanceled stamps are live stamps that can be used as a means of payment for First Class and Standard mail postage. Studies by the direct mail advertising industry have shown that the use of precanceled stamps can increase the likelihood that the mail will be opened. Because the face value of the stamp does not represent the actual amount of postage due, additional postage is paid upon presentation of the mail.
Back

Presorted The term "presorted" is used in both First Class and Standard mail. Name and address files must be presorted by software approved by the U.S. Postal Service through its PAVE system (Presort Accuracy Validation and Evaluation) in order to qualify for postage discounts. Simply putting files in zip code sequence does not constitute "presorted" sequence.
Back

Record layout A record layout accompanies a name and address file, identifying the information found in each position within a record. A layout is helpful to our Data Processing department personnel in that it provides the analyst with a key to understanding the raw data contained in the file.
Back

Resident file A resident file, or occupant file, is the most basic and least expensive type of consumer list available. The U.S. Postal Service provides files of all the deliverable addresses in its system on a quarterly basis to licensed vendors. No names are available on this file, although a title line may be substituted for the word "resident". It is selectable by single-family dwellings, apartments, trailers, business addresses, residential box holders, and business boxholders.
Back

Standard mail Standard mail is what used to be called Bulk Rate or Third Class mail.
Back

Standardize Name and address files are run through postal software that "standardizes" the addresses so that they meet postal specifications for such things as street abbreviations (Avenue becomes AVE), directionals (West becomes W), and suite or apartment numbers (Suite #201 becomes STE 201). Standardizing the addresses also helps in merge-purge accuracy.
Back

Suppression file A suppression file can be used to remove records from a mailing list that are not to be used for a particular mailing. For example, a membership organization doing a mailing to solicit new memberships probably would not want to mail to existing members within the given geographic area.
Back

Tabs Tabs, or wafer seals, are required on letter-size, folded self-mailers in order to qualify for barcoded postage discounts. The number and placement of the tab(s) are based on the piece design. They are generally applied on-line with the ink-jet addressing systems. Tabs come in white, translucent, and clear. Colors are also available on a custom-order basis.
Back

3602 A Postal Form 3602 is prepared by the mailer for presentation to the Business Mail Entry Unit along with the mailing itself. It contains such key information as the date, means of paying postage, the quantity, and the various rate categories being claimed. Once the mailing has been audited and accepted, the Postal Service provides a pink copy of the 3602, which is the official receipt for the mailing.
Back

3-digit The Postal Service provides postage discounts based on the geographic density of the mailing. Like 5-digit, this term refers to the first three digits of the zip code and is usually used in reference to presorting schemes and postal discounts.
Back