Compliance

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Compliance 2017-08-01T16:31:30+00:00
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USPS® Move Update Compliance

The Postal Service™ is moving to Census-based Move Update to replace the existing method, MERLIN® sampling. The current method works by running a sample of your mailing through a USPS® MERLIN machine and identifying any issues prior to accepting the mailing. This allows you to fix any identified issues. With this new Census method, your level of compliance will be checked as it is processed. This will put you at risk to being out of compliance and with that comes the threat of possible fines.

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MONITOR

MONITOR

We can provide solutions across the lifecycle of your database

  • Changed output options to assist in identifying mailing discounts possibilities
  • Review qualified First-Class Mail® and Standard Mail® to ensure they meet the Move Update requirement for updating mailpieces within 95 days before the mailing date using USPS approved method
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CURRENT STATUS

CURRENT STATUS

We can provide USPS® Scorecard Review assistance

  • Second preliminary Federal Register Notice comment period is over
  • Industry waiting for filing with the PRC for USPS approval to proceed
  • Proposed threshold is .5%. Penalty rate has not been announced yet
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REQUIREMENTS

REQUIREMENTS

Our postal experts know the right steps to take  to be compliant

  • Applies to all Standard Mail® and Discounted First-Class Mail® submitted with Electronic Documentation (eDoc); excludes Periodicals and Bound Printed Matter
  • Once the eDoc Submitter is considered a Full-Service mailer by the Postal Service, all eligible mail is subject to the new Move Update method
  • Each mailing address used on mailpieces must be updated within 95 days before the mailing date using one of the USPS-approved methods
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Compliance Assistance Program

Our Compliance Assistance Program (CAP) provides you with simple, easy-to-integrate software technology, for both national and international data and our unparalleled industry experience and best practices all under one source.

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INSIGHT

INSIGHT

We can provide an independent/agnostic view of databases/systems

  • Audit your databases; provide counts; segmentations; tag records and counts
  • Identify issues and communicate those immediately
  • Work with multiple databases across your enterprise
  • Provide solutions across the lifecycle of your databases
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ALERT

ALERT

We can advise you of the data’s integrity

  • Identify inconsistencies
  • Assign the file a CAP score based on the regulation
  • Flag irregularities at time of data input
  • Help flag possible fraud activity
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REPAIR

REPAIR

We can implement solutions 

  • Provide addressing data hygiene
  • Mitigate data erosion
  • Prevents bad data input into your system
  • Provide best practices
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MONITOR

MONITOR

We can provide solutions across the lifecycle of your database

  • Map current state to help predict irregularities
  • Look at inputs and provide recommendations
  • Provide continual conflict resolution
  • Provide a dashboard enterprise view on a national and international scale

Compliance and Communications Case Study

Challenge

One of the top 10 largest US banks was attempting to discover just how large of a problem non-compliant addresses were for them, and even more specifically, where the data problems were occurring.

Solution

They came to GrayHair for its CAP (Compliance Assistance Program) solution. We ran a Database Reconciliation, across more than 20 systems, that checked the database against standard USPS® mailing address tools. We also looked at the data and performed a Location Entity Analysis for property insight to identify specific types of residences, to find areas with non-physical addressing schemes (PO Box™), and locations that mask as an address but are vacant properties. We also analyzed data against other proprietary data and systems to discover all possible data management scenarios.

Result

We then provided them with a Summary Report with recommendations that can be used by compliance, postal operations, customer service and others. Now that the bank knows their areas of data risk, they are putting in place our Data Governance solution, real-time validation tools that do two things:

  1. Have an up-front address verification process in place to prevent non-physical addresses from being entered.
  2. Have a regularly scheduled process to scrub the systems.
Click here if you are worried about Move Update or KYC Compliance
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