Address quality is a crucial factor in the success of mailing and shipping operations. Ensuring that addresses are accurate not only helps with deliverability but also minimizes costs and reduces risks. Therefore, businesses need to prioritize effective address management practices.

This article discusses address quality, highlighting the transition from basic tools and techniques to advanced strategies that tackle the unique challenges present in today’s postal landscape.

Understanding Address Quality 101: The Basics

The foundation of address quality lies in standardization and validation. Address Quality focuses on tools and processes that ensure addresses are complete, correct, and current. Key tools include:

• CASS™ (Coding Accuracy Support System): Standardizes addresses by matching them to known ranges.
  • DPV®: Confirms whether an address is a valid destination.
  • Suite^Link® and LACS^Link®: Add or correct secondary address information and update renamed or renumbered addresses.
• NCOA^Link®: Matches names and addresses against USPS change-of-address records to ensure updates are captured.
• ACS™ (Address Change Service): Provides feedback on Undeliverable As Addressed (UAA) mail whether due to a change-of-address or other reason.

When used correctly, these tools help businesses reduce undeliverable mail, qualify for postal discounts, and improve overall operational efficiency. However, as the complexity of address data grows, these foundational tools must be supplemented with advanced strategies.

Address Quality 201: Tackling Unique Challenges

Approximately 30% of addresses possess unique characteristics that can impact deliverability, compliance, fraud risk, and/or processing requirements. Address Quality builds on the basics by addressing these exceptional cases. Key focus areas include:

• Industry-Specific Regulations:
  • Finance: Compliance with the Business Security Act (BSA) and Patriot Act requires physical address verification to prevent fraud.
  • Healthcare: HIPAA mandates restrict the use of non-physical addresses in certain cases.
  • Telecommunications and Government: Residency verification often necessitates physical address validation rather than mailing address.
• Fraud Prevention:
  • Ensuring that addresses are credible is essential for reducing fraud risks.
  • Certain types of addresses have a higher risks for fraud – such as locations where mail and packages are handed to a 3rd party to complete final delivery.
• Database Design and Maintenance:
  • Storing multiple address types (physical, mailing, shipping) ensures flexibility for various business needs.
  • Storing historical addresses can be essential to re-connecting when a current address fails.
  • Regular updates and processes using CASS™, NCOA^Link® and ACS™ data allow businesses to maintain database accuracy over time.

By addressing these challenges, businesses can enhance customer retention, reduce costs, and maximize ROI.

Defining the “Perfect” Address

The concept of a “perfect” address varies depending on the stakeholder:

• Businesses: Require addresses that are complete, correct, and current for their intended use (e.g., mailing vs. shipping vs. physical residence), compliant with industry regulations.
• Mailers: Prioritize compliance for automation rate discounts and increased deliverability.
• USPS: Focuses on completeness, correctness, and currency for postal discounts.

Achieving a perfect address involves balancing these priorities while considering the specific needs of each mailing campaign.

Key Takeaways

1. Address quality is a dynamic process that adapts to business needs and regulatory requirements, ensuring its continued relevance.
2. Foundational tools like CASS™ (with DPV®, Suite^Link®, LACS^Link®, and more), NCOA^Link®, and ACS™ provide a strong starting point but must be supplemented with advanced strategies to handle unique challenges.
3. Regular database maintenance and strict adherence to industry-specific regulations are not just essential, but also provide a secure foundation for long-term success.

By adopting both basic and advanced address management practices, businesses can stay ahead in an increasingly complex mailing landscape while improving efficiency and customer satisfaction.

NOTE: To learn more about the Perfect Address and Address Management Best Practices, visit GrayHair Software at the National Postal Forum, April 27 to 30. If you are unable to attend NPF and would like a copy of our presentation slides, get in touch today at engage@grayhairsoftware.com.