Introduction to the Intelligent Mail Barcode and Mailpiece Quality

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Introduction to the Intelligent Mail Barcode and
Mailpiece Quality
Presented by ltinsert name heregt
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Agenda

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

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Agenda (continued)

• Ancillary Service Endorsements
• Building Address Quality
• Addressing
• Barcodes and Barcode Placement
• Best Practices
• MERLIN and Mail Quality

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Postcard Dimensions

• First-Class postcard rate
• Pieces exceeding 4.25 x 6 must be
  at least .009 thick

5" Min. Length
3.5 Min. Height
Thickness .007" - .016"
4.25" Max. Height
6" Max. Length
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Letter-Size Dimensions
5" Min. Length
Maximum Weight First-Class 3.5 oz. Machinable
Presort Automation Standard Presort 3.3 oz
Machinable Presort 3.5oz Automation High
Density Walk Sequence Saturation
3.25 Min. Height
6.125" Max. Height
Pieces exceeding 3 oz. must meet additional
standards for heavy letter mail in DMM
201.3.13.4.
11.5" Max. Length

• Minimum thickness .007
• Maximum thickness .25

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Letters Thickness

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

• Automation letter rate pieces must meet the
  above
• dimensions

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Aspect Ratio Letters Only

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

• Applicable for automation or qualified Business
• Reply Mail rates

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Plastic Covers Not for Letters!

• Is polybagged, polywrapped, or enclosed in any
  plastic material OK?
• Also not permitted on automation-rate letter-size
  mail

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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

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Automating Your MailpiecesFlexibility - Letters

• 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

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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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Reflectance
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Print Contrast
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Choose the Right ColorsLetters Flats

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

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Ancillary Service Endorsement
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APPLETREE POINT 123 SUNSET LN SOUTH EUCLID OH
44121-4912
ADDRESS SERVICE REQUESTED
RETURN SERVICE REQUESTED
FORWARDING SERVICE REQUESTED
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1
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CHANGE SERVICE REQUESTED

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

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Building QualityLetters Flats Address
Orientation

• 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

U.S. POSTAGE PAID PERMIT xxx City State
POSTAL CUSTOMER COUNCIL 475 LEnfant Plz
Washington DC 20260-0846
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Building Quality Addressing Standards for
Letters Flats

• Please use a complete and proper address

JOHN DOE ABC ELECTRONICS 826 KENTUCKY ST YOURTOWN
KY 42825-2008
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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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Automating Your MailpiecesAddress Block Letters
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Quality Mailpieces Postnet Barcode Readability
and Accuracy
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Postnet Barcode Placement
1/8 around window
1/25 above below barcode
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Postnet Barcode Building Quality Barcode
Clearance Window Insert Shift

1735 N LYNN ST ARLINGTON VA 22209-6030
1/8 Min.
1/8 Min.
1/25 Min.
National Postal Forum 810 Mount
Vernon Pl NW Washington DC 20001-3614
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
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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

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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
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Quality Mailpieces BarcodePlacement - Letters
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
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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-dos 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
5/8"
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Didnt 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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Address Block Location - Flats
Readability Guidelines

• 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

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• Address Block Location - Flats

Readability Guidelines
Portrait Orientation
Landscape Orientation
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Delivery Address Format Flats

• 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

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Adhesive Labels - Flats

• 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

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Extraneous Information - Flats

• 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

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Flexibility test, part 1
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Flexibility test, part 2 Flats 10 or Longer
Flats 10 inches or longer that contain a rigid
insert length perpendicular to edge.
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Flexibility test, part 2 Flats 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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Thickness

• Minimum Maximum
• 0.009 inch 0.75 inch
• Recommendation Avoid minimum
  maximum limits

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Uniformity of Thickness

• 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

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Mailing Wrappers

• Mailing wrappers are envelopes, sleeves, partial
  wrappers, or polywrap
• Recommendation Avoid sleeves and partial
  wrappers or use spot glue to hold in place

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Polywrap

• Use only approved polywrap
• Wrap direction is around longer axis
• Recommendation Avoid wrapping poly too tight

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AFSM 100Physical Requirements
Polywrap

• Wrap direction around longer axis
• Seam
• Parallel to longer dimension
• Front or back (back is preferred)
• Not over address or barcode

(SEAM DIRECTION)
FRONT
BACK
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AFSM 100Overhang
Polywrap
¼
3/4
3/4
¼
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Seam

• 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

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Delivery Address

• Poly must be smooth to allow address or barcode
  readability
• Recommendation When possible place address
  labels on
  outside of polywrap

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Selvage

• Not more than 0.5 inch at top
• Not more than 1.5 inches on side
• Recommendation Keep overhang to a minimum

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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

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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
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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 Mailing
• Test 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

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Ensuring Mail QualityReviewing Your Mailpiece

• Examine mailpieces
• Contact your local Mailpiece Design Analyst to
  have samples tested
• Develop a test plan

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Ensuring Mail QualityProducing Your Mailpiece

• Follow your manufacturers procedures specific to
  your printing platform
• Contact manufacturer for advice
• Have machine operators, mechanics and set-up
  personnel keep a pre-production checklist

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Ensuring Mail QualityMaintain Printer Hardware

• Maintain hardware according to manufacturers
  approved procedures
• Use authorized parts and materials
• Take precaution on inkjet printers

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Ensuring Mail QualityReview and Track Reports

• Assign someone to review and track Merlin reports

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Where to Get HelpMERLIN Website
http//www.usps.com/merlin
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Where to Get HelpAll About MERLIN Brochure
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Ensuring Quality Mail

• Prepare your mail for automation rates
• Establish a Mail Preparation Total Quality
  Management Operation

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Where to Get HelpMore Resources

• Domestic Mail Manual 300
• Mailpiece Design Analysts

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Resources

• Mailpiece Design Analyst
• http//pe.usps.gov/mpdesign/mpdfr_mda_lookup.htm
• Mailpiece Quality Control (MQC) Program
• http//pe.usps.gov/
• Addressing
• http//www.usps.com/ncsc
• MERLIN Web site
• http//www.usps.com/merlin

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Build Quality Mailpieces Every Time!!