Move Update
Move Update is a means of reducing the number of mail pieces in your mailing that require forwarding or return service, as well as identifying those with incomplete or incorrect address data. Address updating improves the delivery process of mailings by ensuring mail pieces are received by their intended recipients. When an address is undeliverable, standard mail pieces are treated as waste; therefore, departments must consider not only the cost of lost opportunity but also the cost of producing and mailing the piece.
Effective November 23, 2008 the USPS requires all standard (nonprofit and regular bulk) mailings to undergo Move Update processing within 90 days prior to mailing in order to qualify for standard mail postage rates. To comply with the new regulations, Mail Production will process mailing lists under National Change of Address or NCOA. Addresses will be matched with the USPS change-of-address database and then returned to departments for permanent updating in their databases. USPS regulations also require that permanent address corrections must be made to your database from the returned information. Departments must also retain documentation of compliance for 2 years, which includes keeping all NCOA certificates supplied by Mail Production, documenting the date of database correction and keeping record of any pertinent information related to the address, such as dates that an address was supplied by the constituent. Failure to comply with these new regulations will result in standard mailings paying full First-Class postage rates.
It is suggested that departments utilize the move update process prior to printing. This process will determine the number of undeliverable addresses in your list, saving money on printing unnecessary copies of your piece.
Outlined below are the basic steps for meeting these new requirements. It is important to note that bulk mailings which have not been through the move update process and that do not have the required documentation will be sent at the first-class rates. If you will be printing labels and applying them to mail pieces in your department, your mail list must be submitted electronically to Mail Production for processing prior to printing labels.
Please contact Andrea Jordan at 491-6142 with any questions on Move Update or for assistance with any of our services.
- If a mail list is pulled from Advance, documentation of NCOA processing will be generated when the list is retrieved. Submit the list & documentation from Advance to Mail Production.
- If the list or any portion is used again within 90 days of NCOA processing, return a copy of the certificate to Mail Production with the mailing
- University Advancement will ensure all changes resulting from NCOA processing are made to addresses contained in Advance and no action is required by the department
- Lists are processed through NCOA
- Updates are made to the list and codes are assigned based on processing results
- Mail list is sent back to department with processing certificate and instructions for making updates
- Departments must utilize returned information to review, investigate and update undeliverable addresses and make permanent updates to database with new address information
- Departments are required to keep proof of compliance for 2 years, including documentation of the date that permanent updates were made to your database
- If the list or any portion is used within 90 days of NCOA processing, return a copy of the certificate to Mail Production with the mail list
Updating Lists Processed Through NCOA - Click for instructions!
Missed our information session on Move Update? Click to see the PowerPoint!
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