Gail Milton

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HOW GOVERNMENT AGENCIES USE ADDRESS QUALITY TO
BETTER SERVE THE COMMUNITY

• Gail Milton
• Address Management, USPS
• Mike Sexson
• Special Projects, State of CO

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QUALITY ADDRESSING PROFESSIONAL CERTIFICATE
This session qualifies as one of the four
Addressing sessions, in addition to the Tuesday,
May 20th General Session needed for the Address
Quality Specialist Certificate!
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Announcing 2 New Symposiums
15 Presentations focusing on Intelligent
Mail See Page 20 of the Catalog
7 Presentations focusing on Direct Mail and the
Environment See Page 21 of the Catalog
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Value of Address Quality

• 147 million addresses
• 1.8 million new addresses
• 45 million change of address

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(No Transcript)
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Your List

• What is the source for your list?
• Provided to you
• Rented
• Built In-House
• What are you doing with your lists?
• Take advantage of Address Cleansing tools

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Returned Mail
60,000
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ROI

• Why does it matter?
• Physical address quality - addressing elements to
  construct a specific delivery address
• Move Update quality name of the addressee AND
  the new address at which they reside
• Overall Costs paper, printing, ink, list
  processing, energy
• Response rates

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Address Quality Tasks

• What should you be doing?
• Total Address Quality with
• Addressing Accuracy Tools and
• Customer Data Management Tools

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Addressing Accuracy Tools

• CASS
• DPV
• LACSLink
• AEC AEC II
• SuiteLink
• AIS Products

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Customer Data Management Tools

• NCOALink
• ACS
• OneCode ACS
• ANKLink

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How does this add up?

• Getting your message into the right hands
• Increase sales and response
• Reduces costs associated with Undeliverable as
  Addressed (UAA) mail

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How do you succeed?

• Grow your own money tree by using Address Quality
  tools.

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• Mike Sexson
• Special Projects Coordinator
• Marketing and Research Coordinator
• State of Colorado

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Colorado and UAA Mail

• The Typical Price of Postage - .42 cents
• The Average Price of a Printed Envelope - .04
  cents
• The Average Price of a Printed Sheet of Paper on
  2 sides - .05 cents
• Average Labor - 20.00 hour
• Address Cleansing in Colorado Not Priceless but
  a Savings of 4 Million in Postage Alone the
  First Year!
• The Costs of Missed Opportunities Thats
  Priceless

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The Beginning of an Idea!

• IDS Integrated Document Solutions
• USPS Schedules Meeting
• The Problem
• What they can do to help
• Wish List
• Stake Holders for the Meeting
• USPS
• IDS
• Other Colorado Government Agencies

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How or What to do!!

• Understanding the Hurdles from the USPS View
• IDS Hurdles
• IDS is Committed All the Way
• The First Step of a Plan of Action!

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The Road Map for a Strong Foundation!

• The Support Committee

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First Committee Meeting

• All or None
• What do we want to do?
• Wish List
• Involve the Governors Office

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Second Meeting - Education

• Stake Holders
• Demos and Education
• Confidentiality Agreement
• Testing

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IDS and All State CO Agencies Agreement

• MEMORANDUM OF UNDERSTANDING
• CONFIDENTIALITY AGREEMENT
• Agreement and understanding between the State of
  Colorado, Department of Personnel and
  Administration, Division of Central Services
  (DCS), Integrated Document Solutions, whose
  offices are located at 1001 E. 62nd Avenue, Room
  A11, Denver, Colorado 80216, hereinafter referred
  to as IDS, and the Department of
  __________________________, located at
  ___________________ hereinafter referred to as
  "Agency."
• Whereas, the Agency agrees to furnish IDS access
  to electronic data files that contain mailing
  addresses for the sole purpose of running data as
  a test against different types of address
  cleansing software to identify potential cost
  savings for the State and to ensure compliance
  with current and future USPS standards and
• Whereas, IDS agrees to review, examine, inspect
  or obtain such information only for the purposes
  described above, and to otherwise hold such
  information confidential pursuant to the terms of
  this agreement.
• NOW THEREFORE, it is hereby understood that
• 1. The Agency shall furnish IDS certain
  confidential information as described on attached
  list and the Agency may further allow Agency
  employees or representatives to disclose
  information to IDS under the following
  conditions
• a. IDS agrees to hold all information received
  in confidence and that it shall be used only for
  the contemplated purpose stated herein, and shall
  not be used for any other purpose or disclosed to
  any third party under any circumstances. Any
  Open Records Act request received pursuant to
  C.R.S. 24-72-201 et seq. shall be directed to
  the Agency as appropriate.
• b. IDS shall make no copies or otherwise extract
  or retain any details from the information
  obtained from the Agency.
• c. The information obtained shall not be
  disclosed to any third party unless said party
  agrees to execute and be bound by the terms of
  this agreement and the Agency has granted prior
  approval for the disclosure.
• 2. For the purpose of this agreement, the
  persons named below are designated the
  representatives of the parties.
• IDS Agency
• Mike Sexson
• Dept of Personnel and Administration
• Division of Central Services -
• Integrated Document Solutions
• 1001 E. 62nd Ave, Room A11
• Denver, CO 80216
• [phone]

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USPS Complete Support

• NCOALink
• Ask for the World

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Meeting with the Governors Staff

• EDO Two Phases
• GEMS Support

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The Announcement

• Executive Directors Order (EDO) from the
  Governor
• We are Equal

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The Map to Success by Being a Smarter Government
by the Power of Partnership

• Partner With USPS
• Discuss Stake Holders
• Set Meeting Date

• First Meeting
• Stake Holders invited
• Discuss Problem
• Set up Second Meeting

• Become Vendor for NCOA link
• Research Software that is Best Fit
• Develop Process for Using the New Service
• Go through Procurement Process

• Second Meeting
• Committee Organized
• Demos and Education
• Confidentiality Agreements
• Testing Discussed

• Work on Rough Draft for EDO Together

• Run Tests on Different Agencys Data
• Compile Data of that is Bad
• Get Data on Amount of Postage used State Wide
• Work with your Legislative Liaison

• Run Program in Test Mode
• Educate Government Agency's
• Educate by Running the Program
• Announce EDO / Program

• Continue to Become a Smarter Government
• Continue to Keep all Government Agency's
  Educated

• Set up Meeting with Governors Legal Counsel
• Governors Budget Director
• Pros and Cons of Doing Project
• Discuss EDO

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True or False Questions

• The U.S. Postal Service can assist government
  agencies in reducing mail expenses?
• Move Update Products and Services can help
  Government Agencies keep up with moving citizens?
• Government Agencies are exempt from following
  USPS Addressing Requirements?

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Thank You
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Quality Addressing Track
Monday Tools Techniques that Make the Case for
Address Quality Ruth Jones/Gary Seitz - Period 5,
1000 - 1100am - Room 212AB What are Bad
Addresses What to do With Them Charles
Hunt/Kevin Conti - Period 6, 1115am - 1215pm -
Room 212AB Tuesday Move Update How to Keep in
Touch With Moving Customers Audrey Conley/Adam
Collinson - Period 10, 1000 - 1100am - Room
212AB Intelligent Addressing to Achieve 100 Mail
Integrity Jim Wilson/Eric Houger - Period 11,
1115am - 1215pm - Room 210AB How Government
Agencies use Address Quality to Better Serve the
Community Gail
Milton/Mike Sexson - Period 13, 315 - 415pm -
Room 212AB Wednesday The ROI of Address
Quality Charles Hunt/Chris Lien - Period 16, 215
- 315pm - Room 212AB Stump the Experts with Your
Un-codable UAA Mail Jim Wilson/Alice VanGorder -
Period 17, 330 - 430pm - Room 212AB