MTAC Workgroup #105

Efficient Dissemination of Addressing Related

Information In Emergencies/Disasters

MTAC #105 - Charter

The Workgroup Should Consider:

The best ways for address related information to be communicated efficiently in cases of emergency/disaster

Coordinated dissemination of information maintaininga consistency of pertinent and timely data

Appropriate notifications aimed at stakeholders, including;– Large Mailers– Small Mailers– The Public

Desired Results

MTAC #105 - Status

Expectations

– What are the workgroup members looking for from a communications process?

Review of existing processes

Next Steps:

– Identify capabilities of meeting expectations from the current process

– Define improvement opportunities

RUMBA

– Identify quick wins

– Develop recommendations and solution

First Meeting – August 2, 2006

MTAC Workgroup #105

Several meetings were held, via conference call, since

the last MTAC meeting in August

The workgroup was divided into four (4) Sub-groups:

– Mail Owners

– Service Providers

– Software Providers

– Logistics and Operations

The meetings resulted in some very common needs/wants to improve two (2) major categories:– Communications – Restoration Process

November MTAC meetings Update:

MTAC Workgroup #105

usps.com should remain as the main communication

vehicle for all classes of mail, with the BSN supporting the content placed on it.

Workgroup members wanted to improve visibility & provide information broken down by class of mail in their perspective sections;

Standard Mail™ in its own section First-Class Mail® in its own section Periodicals in its own section, etc.

Workgroup members provided input by sub-group of what type of information needs to be displayed by class of mail and by type of information gathered (e.g. Mail owner may want different information than a service provider)

Communications Recommendations

MTAC Workgroup #105

Push emails

─Specific information pushed to them from the BSN or NCSC in a timely fashion

─USPS provide standardized embargoed ZIP™ information by class of mail so that everyone has the affected ZIPs provided to them in a .csv or similar format with a date modified by class of mail

Residence Notification of embargo Restoration process needs to be defined

The USPS® needs to publish 1-800 and HQ contact information for all types of parties interested in asking questions

Communications Recommendations cont.

MTAC Workgroup #105

Improve current premise level Memphis 11 Digit only program…

─ Suggestions include finalizing StopLink or utilizing current Link

products to provide return codes for affected areas (e.g.

NCOALink™, DPV™, etc.) The USPS emphasizes that when a

disaster occurs, this information is to be supplied for FREE and

accessible.

Establish a PS 3553 EMG (Emergency Form) to include some type of certification that the mail being entered has had the proper suppression method when an embargo is in effect.

─ Suggestions include adding a column to the NCOALink processing summary form indicating how many pieces from the list matched to the premise level suppression file and have been suppressed.

Restoration Process

MTAC Workgroup #105

Needs to be a defined conflict resolution program

─ If a client is receiving mail and wants other mail to be delivered that the USPS has flagged as undeliverable, there needs to be a way for the client and/or its representative to gain approval for that premise level to be removed from any embargoed list.

Restoration Process cont.

MTAC Workgroup #105

Workgroup 105 will meet one more time as a full workgroup to go over the draft of all of the sub-groups ideas and entire proposal in November.

Industry and USPS co-chairs will meet with the workgroups Industry and USPS sponsors to go over the findings.

Workgroup is on schedule to sunset prior to December 31, 2006.

What’s left for the Workgroup?

MTAC Workgroup #105

Workgroup 105 leaders wish to thank the following participants for their time to work on this important group:

Adam Collinson (CNC), John Whittington-Barry Elliott- Bill McGlyn (Time Customer Services), Clarence Banks (RRD), Chris Lien and Paula Stoskopf (Business Objects), Jody Berenblatt & Martha Rocha (Bank of America), Derrick Miliner (GSA), EC Nix (DST Output), Gerri Harrison (Check Free), Nicholas Wolf (Discover Financial), George Rosch (Social Security Ad.), John Chambers (Veterans Ad.), James West (Williams & Sonoma), Rich Bobic (Kable Fulfillment), Sharon Harrison (AT&T), Shawn Baldwin (BCC Software), Stephen Smith (Christian Sciences), Kevin Cartin (G1/PB), Patti Mason-David West-Robin Miller-Linda Malone & Joanne Smith (USPS), Erv Drewek (Brown Printing) & David Robinson & Paul Kolvakas (Pitney Bowes), Joyce McGarvy (Crain Comm.).

Participation