The term data processing may be known terminology, but do you know what it actually is? Data Processing when it comes to creating a successful direct mail campaign is critical. Ensuring that you have a clean data list is key to success. Our data processing team handles the day-to-day tasks involved in managing the personal data that comes through the mailing department. Our on-site post office works directly with our staff to give us access to data pulled directly from the Post Office’s database and uploaded through secure files using special encryption services that block data from being stolen.
The basics of mail data processing are deduplication, CASS-certification, and presorting.
But what does that mean?
Dedupe – Removing records from one or more files based on selection criteria. We can remove records based on values in any field or fields. We have three defined rules for removal of individuals based on address information:
* Individual – Records are considered duplicates if the FULL NAME and ADDRESS are exact matches. All duplicate records except one are removed from the output file.
* Family – Records are considered duplicates if the LAST NAME and ADDRESS are exact matches. All duplicate records except one are removed from the output file.
* Address – Records are considered duplicates if the ADDRESS is an exact match. All duplicate records except one are removed from the output file.
Suppression – Using one or more files as a master list of records to be removed from an input file or files. When files on the master list match with the files on the suppression list, they get removed.
CASS – Function within data processing to standardize address information by changing the address to conform to USPS-approved abbreviations as well as validating that the address is a valid USPS delivery address. All of these elements help make sure the mail is delivered.
NCOA – Function within data processing to compare the delivery name and address against the USPS move/update database of individuals who filed a change of address record with the USPS, and if a match is found then update the address. This process is also used to ensure that the address is adequate for successful mail delivery.
Presort – Function within data processing to organize the delivery address records in a method defined by the USPS and to generate required postal paperwork for the USPS to accept a mailing.
And these are just a few of the data services we offer at DPG. We love talking mail and this is just the beginning of numerous ways to help create a successful mail campaign. If you have questions about your next mailing campaign, reach out to us, and let’s talk mail.
