Frequently Asked Questions

NCOA^Link_™

1. What is NCOA^Link_™?
2. How do I prepare for NCOA^Link_™?
3. How is NCOA^Link_™ different than NCOA?
4. Why the change to NCOA^Link_™?
5. What NCOA^Link_™ licenses are available?
6. Why does the USPS^® require a license?
7. Why use Anchor for NCOA^Link_™ processing?
8. What benefits will I realize from NCOA^Link_™ processing?
9. What are the return-on-investment benefits of NCOA^Link_™ processing?
10. What are NCOA^Link_™ Return Codes and what benefits do they provide?
11. Why do I have to sign an NCOA^LinkTM Processing Acknowledgement Form (PAF)?
12. How often should I process my database through NCOA^Link_™?
13. I have a database with consumers and businesses – will NCOA^Link_™ help me?
14. If a person moves several times, will I receive the current address?
15. What does Address Standardization do?
16. What's the difference between NCOA^LinkTM and DSF^2_™?
17. What's the difference between NCOA^Link_™ and LACS^Link_™?
18. How long does it take to run NCOA^Link_™ on my file?
19. How often do I have to CASS™ Process my database?
20. Is my file secure at Anchor?
21. Will I still have undeliverable mail if I process NCOA^Link_™ on my file?
22. Will NCOA^Link_™ validate name information as well as provide new move information on all the records in my database?
23. Will NCOA^Link_™ correct spelling errors in my names and addresses?
24. Will NCOA^Link_™ tell me if an address is deliverable?
25. I processed my file through NCOA^Link_™ and have received returned mail pieces. Why didn't NCOA^Link_™ catch these undeliverable addresses?
26. Is there a difference in the NCOA^Link_™ process provided by each licensee?

1. What is NCOA^Link_™ ?

NCOA^Link_™ is a secure dataset of approximately 160 million change-of-addresses going back 48 months that enable mailers to update mailing lists with new addresses from individuals, families and businesses that have moved.

The USPS^® has introduced NCOA^Link_™ to replace NCOA and FASTforward^® Mailing List Correction (MLC) services. Mailers were required by the USPS^® to switch to the new NCOA^Link_™ technology instead of NCOA (National Change Of Address) on October 1^st, 2004 or replace FASTforward^™ MLC by October 1^st, 2005.

2. How do I prepare for NCOA^Link_™?

Read the Full Service Provider Required Text Document.

Complete and sign an NCOA^Link_™ Processing Acknowledgement Form (PAF) and fax it to Anchor at 631-293-4113.

The USPS^® requires a new six digit field that must be entered in the "List Owner" area called "NAICS". Please refer to the NAICS document listing the most commonly used SIC Codes or visit www.census.gov/epcd/naics02, or call Anchor to determine your specific NAICS Code.

Brokers/Agents and List Administrators must check the applicable box and also complete the bottom portion of the PAF in addition to the list owner completing and signing their portion of the PAF.

Make sure your layouts accept the NCOA^Link_™ layout. Sample Fixed Field, Comma Delimited and DBF output layouts and sample reports are available for your review.

3. How is NCOA^Link_™ different than NCOA?

Nixies (or "Return Codes") that offer information about name and address records that do not exactly match the USPS^® change-of-address database, were previously only available with NCOA processing. With NCOA^Link_™ these "Return Codes" (no longer called Nixies) have different meanings. Testing indicates the actual number of input names coded with "Return Codes" as compared to "Nixie Option Codes" are greatly reduced with NCOA^Link_™ versus NCOA processing.

DPV™ (Verifies Accuracy of Deliverable Addresses) is now included as part of NCOA^Link_™ by Full Service Providers and DPV™ footnotes are part of the output.

NCOA^Link_™ will return the move effective date, the specific name and address utilized in the query that obtained the match, and the move type. The move type is determined by the interface based on the specific name inquiry utilized to obtain the match. Please note: The specific name utilized in the query maybe slightly different from the name supplied, i.e. Robert versus Bob. Please see the Full Service Provider Required Text Document for additional output details.

4. Why the change to NCOA^Link_™?

NCOA^Link_™ provides enhanced technology to protect the privacy and security of name and address information entrusted to the USPS^®.

With NCOA^Link_™ the USPS^® hopes to increase the utilization of change-of-address (COA) information and reduce further the costs associated with handling Undeliverable-As-Addressed (UAA) mail.

5. What NCOA^Link_™ licenses are available?

Three different NCOA^Link_™ licenses are available: Full Service Providers, Limited Service Providers and End User Mailers. Each requires a distinct certified software interface available through a USPS^® certified NCOA^Link_™ Interface Software Developer/Distributor like Anchor Software LLC, or mailers can build and certify their own NCOA^Link_™ Software Interface.

NCOA^Link_™ 48 months of COA data replaced NCOA on October 1^st, 2004, but it was available for use under license as early as March 2004.

6. Why does the USPS^® require a license?

The USPS^® wants to ensure that the use of their intellectual property and privacy protected customer information is limited to its intended purpose. NCOA^Link_™ by its design is secure and cannot be used to data mine address information. It provides an enforcement mechanism with the flexibility needed to use NCOA^Link_™ in the marketplace.

7. Why use Anchor for NCOA^Link_™ processing?

Anchor has processed billions of records over the past two decades as an NCOA vendor and is now a USPS^® certified NCOA^Link_™ Full Service Provider, Interface Developer and Interface Distributor. Our experience and dedicated staff have the programming skills to ensure your mailing lists are always in compliance with USPS^® requirements.

The USPS^® awarded Anchor its first NCOA^Link_™ Full Service Provider license. The Full Service Provider database provides mailers with more change-of-address moves and uses 48 months of up-to-date address information, versus the "Limited Service Provider" database that provides only 18 months of address information. We recommend processing through the 48-month option to provide mailers more change-of-address moves.

We offer additional address hygiene services including:

Licensed by the USPS^®:

-     LACS^Link_™

-     DSF^2_™ (Identifies Deliverable Addresses and Specific Address Attributes)

Anchor Proprietary Processes:

-     Apartment+

-     Deceased Processing

-     Direct Marketing Association - Do Not Mail

-     Several Other Services

The Postal Service™ has introduced LACS^Link_™ for updating addresses after 911 conversions take place. It features the USPS^®-developed "Link" technology that maintains the privacy and security of data while allowing mailers easy access to it. The Postal Service™ has required LACS^Link_™ to be incorporated into all CASS Certified™ software effective July 31^st, 2005.

8. What benefits will I realize by processing my file through NCOA^Link_™?

Mailers using NCOA^Link_™ will save thousands of dollars that would have been spent on wasted materials and postage that results from undelivered as addressed mail. The NCOA^Link_™ System makes available current change of address information that will reduce undeliverable mail. Addressing errors are identified and corrected before the mail enters the USPS^®. Mailers will also receive a quicker response to an offer since it will go directly to the new address in the case of a move. Cash flow will also improve as a direct result of reaching a customer who has moved. In addition valuable customer names that would have been lost will be updated so that communication can continue.

The NCOA^Link_™ process at Anchor:

• Improves address quality through standardization and parsing.
• Speeds delivery of your offer by eliminating forwarding.
• Is less expensive than ACS™ (Address Change Service), and Ancillary Endorsements on the mail piece.
• Reduces undeliverable mail resulting in postage and material savings.
• Helps maintain accurate customer address files.
• Provides CASS™ processing of your list enabling you to qualify for postal discounts.
• Appends address type to data to input records allowing segmentation.
• Increases the effectiveness of Merge/Purge processing.
• Adds ZIP + 4^®, Carrier Route and Delivery Point Barcode. Anchor Computer brings added value to the basic NCOA^Link_™ Service by offering NCOA^Link_™ Return Codes and the Anchor Change Of Address Index.

9. What is the ROI (Return On Investment) benefit of NCOA^Link_™?

Use of the USPS^® NCOA^Link_™ program reduces costs of labor, postage and materials. Unfortunately, this is news to some companies and senior managers who have yet to realize the ROI benefits of this worthy program. Presented herein are two reference tools you can share with clients and prospects: a Return On Investment Guide and a Case History.

ROI Guide

The USPS^® has stated that the average NCOA^Link_™ match rate is approximately 4.1%. That translates to 41,000 move changes for a 1,000,000 record file. The match rate not only includes recognized address changes but also closed PO Boxes, foreign moves and moves with no forwarding address. When associated postage and material costs related to these factors are recognized as well as non ZIP + 4^® coded addresses, one begins to conceptualize the value of this service.

Rule of Thumb
Following are average percentages of key NCOA^Link_™ elements:

The next process applies dollar values to these change dynamics. Two points regarding the figures used below. First, we have used a typical automated discount for First-Class Mail^® and Standard Mail™ discount letter rates in the example. (See the Domestic Mail Manual R100 and R600.) Also, the $0.05 material amount may be conservative for both mail classes.

Cost Savings Benefit #1 - First-Class Mail^® Discount Letters

Cost Savings Benefit #1 - Standard Mail™ Discount Letters

Cost Savings Benefit #2 - First-Class Mail^® & Standard Mail™ Discount Letters

Summary of Examples:

Cost Saving Benefits:

• Changes of 12+ month old moves that would have otherwise resulted in returned mail for First-Class Mail^®. This example uses study data that identifies an average of 20% of total moves occur in the 13-36 month period.
• Avoidance of mailing to closed PO boxes, foreign moves and moves with no forwarding addresses.
• Address improvements resulting in ZIP + 4^® Codes.
• Address standardization of all records.
• Identification of probable moves and addresses with errors as noted in the NCOA^Link_™ Return Codes portion of the process. Most databases are relatively complete with ZIP + 4^® Codes, 90% - 95% on average. However, as the following example illustrates, a database owner of 1mm records enjoys a further saving of $600 for every one-percent improvement the NCOA^Link_™ process provides.

Case Study
This study is presented as an example of the savings potential to small file owners that use Standard Mail™ A class mail, in this case an owner with 82,153 records.

10. What are NCOA^Link_™ Return Codes and what benefits do they provide?

An NCOA^Link_™ Return Code is a record that is close, but does not meet the USPS^® standards for matching to the NCOA^Link_™ database and does not receive a forwarding address. It is flagged as a possible move. A new address cannot be provided, however Return Codes are appended to the record to allow the mailer to make a mail/ no mail decision. NCOA^Link_™ Return Codes typically identifies 40% to 70% additional names as possible moves over those found with the more restrictive matching rules required for providing a new address Option added to NCOA^Link_™ processing can result in additional savings and sales.

11. Why do I have to sign an NCOA^Link_™ PAF (Processing Acknowledgement Form)?

The USPS^® requires this acknowledgement form. The form states "the sole purpose of the NCOA^Link_™ service is to provide a mailing list correction service for a list that will be used for the preparation of a mailing". If you do not have a PAF on file with Anchor, please fax us a signed PAF at the time of placing your order. Per USPS^® regulations, a mailing list owner's PAF will remain in effect for one year from the date of signing. For each subsequent year a new form must be signed and returned to us as soon as possible.

We suggest that you download an NCOA^Link_™ PAF (Processing Acknowledgement Form), print, sign and mail/fax it to us at Anchor Computer, 1900 New Highway, Farmingdale, NY 11735-1509 USA, or fax it to us at 631-293-4113. You are under no obligation to place an order with us. However, we will have the form on file in case you decide to place an order and send us your file for processing.

12. How often should I process my database through NCOA^Link_™ ?

To qualify for postage discounts of up to six cents for first class mailing, you are required to update your files every six months or 185 days. In addition, you also benefit from the improved deliverability that results from NCOA^Link_™. While it is generally recommended that you perform NCOA^Link_™ processing prior to each mailing, many companies update their database or mail file every 3 to 6 months. You should calculate the savings gained each time you mail to your list. This is done by multiplying the number of addresses that the NCOA^Link_™ process corrects by the cost of your mailing piece. Since the cost to process your file through NCOA^Link_™ is almost always less than the cost incurred from having undeliverable pieces (and subsequently not reaching your clients or prospects), it often makes economic sense to process your list through NCOA^Link_™ prior to each mailing.

13. I have a database with consumers and businesses - will NCOA^Link_™ help me?

Yes, the NCOA^Link_™ file is comprised of approximately 40% family moves, 54% individual moves and 6% business moves. It almost always makes sense to process your file through NCOA^Link_™ whether it is comprised of consumer, business, or both types of addresses. In the case of business moves, the whole company must move, not just an individual.

14. If a person moves several times, will I receive the current address?

When possible, postal customers who move multiple times within the life of a COA in NCOA^Link_™ and have notified the USPS^® are linked to ensure the latest address is furnished when an NCOA^Link_™ match is attained.

15. What does Address Standardization do?

• The primary and secondary input addresses are standardized to USPS^® regulations.
• The input city name is standardized to USPS^® City - State and ZIP + 4^® files.
• The 5 digit ZIP + 4^® is verified or corrected.
• The Carrier Route is appended from the USPS^® ZIP + 4^® File.
• Delivery Point Bar Code Data and eLOT™ (Sorts Mail by Approximate Carrier-Casing Sequence) is appended from the USPS^® ZIP + 4^® file.

16. What's the difference between NCOA^Link_™ and DSF^2_™?

NCOA^Link_™ is a process that matches a file of names and addresses to the USPS^® licensed NCOA^Link_™ database comprised of 160+ million records of individual, family and business moves. DSF^2_™ is a USPS^® licensed database that improves delivery of your mailing by examining address data and comparing it to the DSF^2_™ database that contains each of the 145+ million delivery points. DSF^2_™ confirms the existence of the address, provides delivery type, business versus residential, and provides a Pseudo Sequence Number to qualify for walk sequence postal presort discounts. DSF^2_™ detects potentially undeliverable addresses for reasons other than Change Of Address.

17. What's the difference between NCOA^Link_™ and LACS^Link_™?

NCOA^Link_™ is a process that matches a file of names and addresses to the USPS^® licensed NCOA^Link_™ database comprised of 160+ million records of individual, family and business moves. The LACS^Link_™ Product is a USPS^® licensed database. As of September 22^nd, 2004, the LACS^Link_™ database contains approximately 5.3 million records that enables you to update your mailing lists when addresses have been converted by local authorities, i.e. renumbering of houses or addresses converted from rural style to city style addresses, usually as a result of a 911 conversion.

18. How long does it take to run NCOA^Link_™ on my file?

You must submit your file for NCOA^Link_™ processing with an NCOA^Link_™ Processing Acknowledgement Form. You select from four different SERVICE LEVELS: Priority Service, Next Business Day A.M. Service, Next Business Day P.M. Service and 3 Business Day Service. Please contact us for custom processing for larger volumes or if these service levels do not meet your needs. The USPS^® requires that processing be completed within 7 days of receipt of your files for processing unless express written consent.

19. How often do I have to CASS™ process my database?

If you are bar-coding your mail, the requirement is every 3 months, all input addresses are standardized, CASS Certified™ and ZIP + 4^® /DPC processed.

20. Is my file secure at Anchor?

Yes, Anchor Computer has taken every precaution to make sure your file is secure throughout the NCOA^Link_™ process. Before upload, your file is encrypted using secure socket layer server software (SSL). Your file is then processed in our USPS^® approved secure facility. Last, before your file is sent back to you, it is again encrypted using SSL software and zip pass-worded.

Anchor Computer respects your right to privacy and follows the guidelines set forth by the Direct Marketing Association. Anchor Computer will not sell, rent, exchange or release any of the information you submit on this web site, without your permission.

21. Will I still have undeliverable mail if I process NCOA^LinkTM on my file?

It is estimated that only 66.9% of mail is deliverable as addressed. The remaining percentage has some form of addressing deficiency, which could affect deliverability. Endorsed mail and First-Class Mail^® can be forwarded or returned to the mailer, Standard Mail™ A class (Third Class) is normally discarded. NCOA^Link_™ will reduce the amount of undeliverable mail by Address Standardization and ZIP™ Correction as well as Move Update, but will not completely eliminate undeliverable mail. Some examples of returned mail NCOA^Link_™ not corrected are:

• Someone who moves and does not notify the USPS^®
• The match to the COA file is not good enough to meet USPS^® requirements for licensees to provide a forwarding address.
• Someone who has moved and filled out the address change form, but the information has not yet been added to the NCOA^Link_™ database.
• Someone who has moved and filled out the address change form, but the information never added to the NCOA^Link_™ (e.g. data quality issues)

22. Will NCOA^Link_™ validate name information as well as provide new move information on all the records in my database?

No, NCOA^Link_™ processing does not validate name and address information on your database. The NCOA^Link_™ database contains Change-Of-Address information only. If a person or company files a change of address with the USPS^® the information is maintained on the NCOA^Link_™ database for 48 months. If a person or company does not file a change of address and the carrier does not file a "Moved - Left No Address" it does not appear on the NCOA^Link_™ database. Additional reasons a person/company would not be maintained on the NCOA^Link_™ database are:

• The person/company still lives at the address on your database.
• The person/company may have filed a temporary move (for example a college student moves home for the summer).
• Person may be deceased.

23. Will NCOA^Link_™ correct Spelling Errors in my names and addresses?

NCOA^Link_™ will not correct spelling errors in your names or addresses. Address Standardization will standardize your addresses to postal regulations and may also correct some street name misspellings. DSF^2_™ also has the ability to correct misspelled street names.

24. Will NCOA^Link_™ tell me if an address is deliverable?

NCOA^Link_™ will give you change-of-address information and usually provides a ZIP + 4^®. DSF^2_™ determines the deliverability of address records. ZIP + 4^® validates addresses based on valid house number ranges but not the actual number. DSF^2_™ validates based on exact house number and apartment number.

25. I processed my file through NCOA^Link_™ and have received returned mail pieces. Why didn't NCOA^Link_™ catch these undeliverable addresses?

It is estimated that only 66.9% of mail is deliverable as addressed. The remaining percentage has some form of addressing deficiency, which could affect deliverability. Endorsed mail and First-Class Mail^® can be forwarded or returned to the mailer. Standard Mail^® (Third Class) is discarded. NCOA^Link_™ will reduce the amount of undeliverable mail through Address Standardization and ZIP™ correction as well as through running a Move Update process, but will not eliminate it. Some examples of returned mail NCOA^Link_™ will not correct are: Forwarding Order Expired, No Such Number, Address Unknown, Moved - Left No Address. See DSF^2_™ for additional information on undeliverable mail.

26. Is there a difference in the NCOA^Link_™ process provided by each licensee?

Each licensee is tested and audited and their processing approved by the USPS^® and all licensees must use USPS^® CASS Certified™ address matching software in the process.

Anchor Computer is a non-exclusive Full Service Provider Licensee of the United States Postal Service^® for NCOA^Link_™, DSF^2_™ and LACS^Link_™. Pricing of these products and services is neither established, controlled, nor approved by the United States Postal Service^®. The following trademarks are owned by the United States Postal Service^®: ANK^Link_™, USPS^®, United States Postal Service^®, Postal Service™, Standard Mail^®, ZIP™, ZIP Code™, ZIP + 4^®, LACS^Link_™, NCOA^Link_™, DPV™, DSF^2_™, eLOT™, CASS™ and CASS Certified™.