Introduction to the Intelligent Mail Barcode and Mailpiece Quality

1
Introduction to the Intelligent Mail Barcode and
Mailpiece Quality
Presented by Floresa Ross
2
Agenda

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

3
Agenda (continued)

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

4
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
5
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

6
Letters Thickness

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

• Automation letter rate pieces must meet the
  above
• dimensions

7
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

8
Plastic Covers Not for Letters!

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

9
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

10
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

11
Pre-Test Questionable Stock

• Contrast between paper barcode
• Recycled Paper
• Phantoms/Screens
• Security/Check Stock
• Translucent Envelopes

12
Reflectance
13
Print Contrast
14
Choose the Right ColorsLetters Flats

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

15
Ancillary Service Endorsement
3
APPLETREE POINT 123 SUNSET LN SOUTH EUCLID OH
44121-4912
ADDRESS SERVICE REQUESTED
RETURN SERVICE REQUESTED
FORWARDING SERVICE REQUESTED
4
1
2
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

16
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
17
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
18
Automating Your MailpiecesWindow Envelopes -
Letters

• Window envelopes must have 1/8 clearance
  between
• the address printing and any window edge
  throughout maximum insert shift.

19
Automating Your MailpiecesAddress Block Letters
20
Quality Mailpieces Postnet Barcode Readability
and Accuracy
21
Postnet Barcode Placement
1/8 around window
1/25 above below barcode
22
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
23
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

24
Inside the Intelligent Mail Barcode (Mail Piece)
25
Intelligent Mail Barcode Building Quality
Barcode Clearance Window Insert Shift
26
Building Quality Address Block Barcode Letters
Flats
27
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
28
Postnet Barcode Building Quality Barcode Skew
Letters Flats
29
Intelligent Mail Barcode Building Quality
Barcode Skew Letters Flats
30
Quality Not-to-dos Incompatible Materials

• Textured/Glossy Paper
• Fluorescence/ Phosphorescence
• Some Recycled Paper Dark Fibers
• Security Patterns
• 15 Maximum Contrast
• Opacity

31
Barcode Placement - Flats
32
Standard 10 Window - Letters
5/8"
33
Didnt Have 1/25 Below Barcode Letters Flats
34
Barcode Clear Zone - Letters
Barcode was in 5/8 area not in Barcode Clear
Zone
35
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

36

• Address Block Location - Flats

Readability Guidelines
Portrait Orientation
Landscape Orientation
37
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

38
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

39
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

40
Flexibility test, part 1
41
Flexibility test, part 2 Flats 10 or Longer
Flats 10 inches or longer that contain a rigid
insert length perpendicular to edge.
42
Flexibility test, part 2 Flats less than 10 Long
43
Deflection Test - for pieces 10 or longer
44
Deflection test pieces less than 10 long
45
Thickness

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

46
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

47
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

48
Polywrap

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

49
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
50
AFSM 100Overhang
Polywrap
¼
3/4
3/4
¼
51
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

52
Delivery Address

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

53
Selvage

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

54
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

55
MERLIN and Mail Quality

• Ensuring Quality Mail
• MERLIN Reports
• Where to Get Help

56
MERLIN Reports

• Summary Verification
• Barcode Readability
• Barcode Exceptions
• Barcode Error Listing
• Barcode Components
• Barcode Digit String

57
Summary Verification Report
58
Automation Rate Barcode Readability Report
59
Barcode Exceptions
60
Barcode Error Listing
61
Automation Rate Barcode Components Report
62
Barcode Digit String
63
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

64
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

65
Ensuring Mail QualityReviewing Your Mailpiece

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

66
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

67
Ensuring Mail QualityMaintain Printer Hardware

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

68
Ensuring Mail QualityReview and Track Reports

• Assign someone to review and track Merlin reports

69
Where to Get HelpMERLIN Website
http//www.usps.com/merlin
70
Where to Get HelpAll About MERLIN Brochure
71
Ensuring Quality Mail

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

72
Where to Get HelpMore Resources

• Domestic Mail Manual 300
• Mailpiece Design Analysts

73
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

74
Build Quality Mailpieces Every Time!!