Mail List Management

Off-Campus Address Mail Lists

The computer-based management of mail lists is not a new concept; in fact, Mail Services has been providing this service to the campust since 1992. However, the USPS put in place a reform of all mail classifications which was implemented between July 1, 1996, and January 1, 1997, that dramatically changed the way in which mail lists are managed and if any postage discounts are to be realized (including whether or not a mailing will be mailed bulk rate or first-class).

The use of Mail Services' mail management software is provided to UNL departments without charge. There are charges, however, for running mailing labels, spraying direct impression addresses on mail pieces, and providing USPS software documentation verifying the quality and make-up of a mailing. These charges will always be less than the postage discounts realized by using our software.

Mail Services mail list management software provides your department with the following services:

1. Address list hygiene (capitalization, removal of punctuation, proper abbreviations).
2. Address lookup and matching (against national ZIP code data base for correct ZIP code plus 4 add-ons, providing accurate delivery point barcodes which will be required for automation/discount mailing. The 11-digit barcode is the only barcode accepted by the USPS).
3. Removal of duplicate records (if consistent information is used).

Processing Mail Lists

The processing of mail lists by Mail Services software will automatically provide list hygiene, address lookup and matching (and, at your request, a listing of bad addresses for you to evaluate), and removal of duplicate records.

Effective August, 2007, our CASS certified software will incorporate Delivery Point Validation (DPV) and LACS (LINK) as a standard process.  DPV will confirm whether or not a given address is an actual delivery stop on a carrier's route.  If an address is valid, a full 9-digit zip code will be assigned and the address will qualify for barcoding discounts.  If the address is not valid, the address will be flagged as "non qualifying," and will not be mailed. LACS (LINK) will allow mailers to identify an address that has been converted by a municipality to correspond with 911 emergency services.  For example, RR & Box addresses will be converted to a physically locatable address.  LACS (LINK) will provide this new address update information to insure mail delivery.  Corrected address information can be furnished to the mailer upon request for a nominal fee.

Address Label Production

This software processing of mail lists can also produce mail "labels" in a variety of label formats, all of which can be accomplished in Mail Services.

1. Direct impression ink jet (address printed directly on the mail piece). In house equipment is available for both small mailing lists (up to 5,000 names) and large mailing lists (up to and including those over 100,000 names). Cost: $32.00 equipment set up fee and $0.025 to $0.035 per address.
2. Stick-on labels (one-up). Cost: $0.037 per label ($18.50 minimum)
3. Stick-on labels (four-up). Cost: $0.037 per label ($18.50 minimum)

Specifications and Requirements for Processing Departmental Mail Lists

Computer systems: IBM/PC and compatibles, and Macintosh computers.
Disks: Mac disks and IBM 3.5 inch, high density: 1.4 (Mac) or 1.44 (IBM), zip disks or CD's.
Electronic network transmission: e-mail an attachment to bdenovellis1@unl.edu

Our mail list management software accepts the following file formats. Most can be created by database software-Excel, Microsoft Access, or Wordperfect for example.

File Formats:

Comma Delimited (sometimes referred to as "delineated or ASCII Text File"); Disk Label Image Text File; Standard Fixed Length Fields, Fixed Length Records; Fixed Length Fields, CR/LF Delimited Records; and dBase

EACH RECORD MUST HAVE THE SAME NUMBER OF FIELDS, REGARDLESS WHETHER OR NOT ANY INFORMATION EXISTS IN ALL FIELDS.

Comma Delimited:

Each field is separated by a comma or semi colon, etc., or may optionally be surrounded by quotation marks. Each record is separated by a carriage return, line feed sequence.

Example:

John, Archer, 22 N Monroe St, Chicago, IL, 60604 "Amy","Wilson","33 E Adams","Libertyville","IL","60048"

Disk Label Image Text File:

This file type appears on a disk as a one-up label image with each line of data being separated by a carriage return/line feed sequence. Each label must have the same number of lines.

Example:

Line 1 - John Archer Line 2 - Suite 125 Line 3 - 22 N Monroe Line 4 - Chicago IL 60604 Line 5 - 'blank line' Line 1 - Amy Wilson Line 2 - 'blank line' Line 3 - 33 E Adams Line 4 - Libertyville IL 60048 Line 5 - 'blank line'

Each record consists of five lines even though the first example has only four lines of information and the second example has only three lines of information.

Standard Fixed Length Fields, Fixed Length Records:

A disk file where each field is the same length and each record is the same length.

Example:   John       Archer     22 N Monroe St       Chicago         IL   60604
Field 1 is 10 units | Field 2 is 10 units long | Field 3 is 20 units long | Field 4 is 15 units long | Field 5 is 2 units long | Field 6 is 5 units long
or

First Name Last Name Address City State ZIP Each Record

= = = = = = =

10 10 20 15 2 5 62

Fixed Length Fields, CR/LF Delimited Records:

Similar to Standard except each record maybe variable in length and the record is terminated with carriage return/line feed characters.
      Example: See "Standard Fixed Length Fields, Fixed Length Records" above.

DBASE:

This is a common type of disk file created by Borland dbase II through IV programs and several others. It is essentially a fixed length file with a special header record.

Other Restrictions:

NO ONE LINE OF INFORMATION SHOULD EXCEED MORE THAN 40 CHARACTERS. Use standard USPS abbreviations if necessary to maintain a 40-character line or field (these abbreviations are available upon request). The last line or field of each record should be City, State, and ZIP (do not abbreviate the street names or city).

Purchased Off-Campus Mail Lists

If your department purchases mailing lists from sources outside the University, please request the vendor to send electronic file NOT paper lists or labels. The new classification reform regulations require electronic media to verify 5-digit ZIP codes. Call 2-7330 for further information.

On-Campus Mail Lists

Departments wanting to mail information on campus using the official University mail lists may do so by providing the following information to Mail Services.

1. If the material to be mailed is printed in Printing and Copy Services, you will need to request that the finished printed material be delivered directly to Mail Processing, 1100 N. 17th Street, on your requisition to printing.
2. If the material to be mailed is coming directly from your department or an outside printer, please deliver it to Mail Processing, 1100 N. 17th Street. Send a requisition (by mail or fax) requesting specific mail list(s) (see listing below) along with the name of the printed material to Mail Processing, 1100 N. 17th Street, fax number 2-7051.

Official on-campus lists available from Mail Services for use by University departments include:

1 2 3 5 6 1-6 7 9 Please Post

Vice Chancellors, Deans, Directors, Department Heads Managers, Professional Directors, Associate Directors, Assistant Directors Faculty Managerial/Professional Staff Members Office/Service Staff Members All employees except Alumni, Credit Union, Foundation All employees Ancillaries (Foundation, Credit Union, Central Administration) One copy per department

Call Mail List Management, 2-7330, for further information to help you help us protect your departmental postage budget and get your mail delivered efficiently. Remember that planning ahead will give us all the best opportunity to work together to save money and time.