What is Move Update?

In the mid to late 1990s the USPS established a regulation that required mailers to prove that they used a move update process within 185 days of their mailings in order to obtain postal discounts on first class rates. The best known and most common move update process is NCOA.

On November 23rd, 2008, the USPS is making significant changes to the move update standards. The standards will now be expanded to include all First-Class and Standard Mail and are required for postal discount rates. Additionally, the minimum frequency of change-of-address processing will change to 95 days prior to the date of the mailing (from 185 days) to be eligible for automation and presort discount rates.

Ultimately, this affects more MDR customers, many who use standard mail discounts, and our goal is to help customers understand the change and provide optional services to keep their mailings compliant.

What is MDR’s responsibility?

It is important to note that MDR did not make these changes to the standards and is not required to take action. However, since we value our customers, we have made some adjustments to make using our lists as easy as possible. First, we are increasing how frequently we update our databases with NCOA. The MDR school file will be NCOA updated every 30 days and the InfoBuyers and Educators at Home files will be updated on a quarterly basis.

Expanding the frequency of our NCOA processing does not result in significant change to our files, but increases the likelihood that customers will pull lists that are currently compliant. Ultimately, it is the customers’ responsibility to ensure they order and use lists within the 95 day window to qualify for postal discounts on their first-class and standard mailings.

What does this mean to MDR customers?

The changes to the Move Update standards can have a significant affect if you mail via Standard Mail. You and your MDR Sales and Fulfillment Teams will need to coordinate when our files were last updated with your planned mail dates and be sure you select lists within an appropriate timeframe. You may need to pull your lists in tighter windows.

How will this impact customer lists?

In order to qualify for postal discounts on your in-house and other lists you now need to make sure they are also compliant with the new standards. You most likely will have to update your data with a move update process on a more frequent basis. MDR now offers that service for $4/M ($350 minimum). Files will be turned around no later than 4 business days.

Many customers use MDR’s merge purge services and we now offer an NCOA service on these requests. The cost is $4/M ($350 minimum) and will add no more than 4 business days to the current process.

How does this impact Data Lease Agreements (CDLs)?

If you use your MDR data lease file to mail, you still need to be compliant with the Move Update regulations to qualify for postal discounts. Be sure to coordinate with your MDR Represenative when you receive you CDL the NCOA process date with your mail plans. If the CDL data is not complaint with the 95 day requirement, customers can receive an updated CDL file for $500.

How does this impact unlimited usage agreements?

Depending on your mail dates you may need to get refreshed files and have several options:

• You can have your mail house process the list through NCOA, or use another move update process, see below.
• You also can get an updated file from MDR as the prevailing running charge. This not only makes your file compliant but also gives you new names and updated addresses.

How do I know if my MDR list will be compliant for my upcoming mailing?

You will need to find out when the MDR database last went through the NCOA process. You can do this by looking at the NCOA summary stats on schooldata.com, click here. Each summary includes the date the file was processed. You will then need to compare this date with the date your intend to mail your MDR list. If the difference between those two dates is 95 days or less, the list will be compliant. If the difference is greater than 95 days the list will not be compliant and you have several options:

• You can select your list closer to your mail date
• You can get a data refresh from MDR before your mail date
• You can have your mail house process the list through NCOA, or use another move update process, see below

Does the mailer have to prove addresses have been through a move update process at the time of mailing?

No. The mailer does not need to prove that their list has been through a move update process at the time of mailing. On the postage statement, the mailer selects which move update process has been used (i.e. NCOA) and signing his or her name indicates that the standards have been met. The USPS may ask the customer to produce a 6014 form. This form is a compliance form and often a mail house will ask the mail owner to fill out the form. The form explains that the mail owner is responsible for any false claims. MDR does not fill out this form.

Are there other options other than NCOA that would be complaint with move update?

Yes, there are several services such as Fast Forward and ACS.

ACS (Address Correction Service) is a post process for mailers to use Postal endorsements or an Intelligent Mail barcode containing a Mailer Identifier (MI) code on their mailpieces to receive address changes electronically to update their next mailing. It may be less expensive for mailers to use ACS if the mailing consists of high quality addresses with low nixie rates. If the mailing contains a significant number of consumer addresses, then it may be more cost effective to use the NCOA process.

If you need more detailed information regarding the move update or any other services that would comply with the standards, please visit: http://www.ribbs.usps.gov/index.html

You can also call the National Customer Support Center at 1-800-238-3150.

If you have any questions on how these changes affect your mail plans, contact your MDR Representative today at 800-333-8802. We are always here to help!