The Importance of the AMS Database

- Contains information on EVERY ZIP Code and EVERY Delivery Point

- Allows barcoding of mail for sorting & sequencing- Large volume mailers use products from the AMS

database to create barcodes, presort mail to carrier routes, sequence full coverage mailings, receive discounts and correct addresses they have received containing missing or incorrect information. Revenue from products related to AMS data exceeds $100 million annually.

- Touches almost everyone in the organization – carriers, plants, marketing, USPS.com, etc

- Customers rely on the accuracy and our credibility hinges on it!

Database Accuracy

Maintained from information submitted by carriers/delivery units on edit sheets

AQIP Review findings by the supervisor when walking route using F-3999 must forward to AMS

SPOT Street Reviews performed by AMS to validate database accuracy

Edit Books must contain the most current and accurate edit sheets

Who is Responsible

Delivery Units are responsible for the accuracy of the database and Edit Books Letter carriers maintain the information

contained in the Edit Book. Designated Liaison or Supervisors

review and sign off the Edit Book before submitting to the AMS office.

Carrier handbooks say it is “absolutely essential” that the carriers keep it accurate

and up-to-date

Changes to be Submitted via Edit Book

Examples of changes submitted through the edit book:

- New growth, new deliveries- Deleted deliveries or demolition to an area- Changes in delivery sequence (LOT)- Corrections to apt/suite numbers- Corrections to primary & secondary addresses- Changes in mode of delivery (curb to CBU)- Changes in Route Type (Foot to P&L…etc)- Case Layout change (add or eliminate case)- Route adjustments- Delivery points vacant over 90 days or previously

vacant addresses that are now being delivered

Delivery Point Attributes

DELV TYPE - The delivery type code categorizes the delivery point and describes the mode of delivery.

USG CODE - The usage code describes a delivery as a business, residence, or a mixed delivery

VACANT IND - The Vacant Indicator is used when an address has been unoccupied for 90 days or more and is NOT getting delivery

ADDR SORT - The Address Sort Code provides information used by both the mailers and US Postal Service automated mail processing equipment. i.e T=PO Box throwback and H=firm holdout.

Delivery Point Attributes NO STAT - The No Stats Indicator describes whether the

address is NOT counted as a possible delivery - Absorbed by another address - When an address has expanded into another

adjoining address and no space is available for another tenant to move in, the address must be flagged as a No-Stat or deleted. This situation frequently occurs in strip malls and high-rise buildings. Warehouses and Storage units - Delivery points converted into warehouses or storage units that no longer receive delivery must not be counted as possible deliveries and must be flagged as No-Stat.

- Not vacant or PO Box and/or refuse delivery -Delivery points that are not vacant and may include one or more of the following; residential delivery points with no mail receptacle, carrier does not deliver mail to delivery point or customer refuses delivery.

- Delivery points that are not vacant and the carrier does not deliver mail and it is not known to be a PO Box throwback, must be flagged as a No-Stat.

- Delivery points that are not vacant and the carrier does not make delivery because the carrier disposes of or returns all mail to sender, must be flagged as a No-Stat.

Editbook and Case Labels Accuracy ACCURACY belongs to you – the delivery unit

& carriers Your carrier case labels and your Edit Book

should be exactly the same! You will receive your DPS mail in the same

sequence as listed in your Edit Book

Case Labels

1. must be installed on the date listed on the Certification

2. No Cut & Past

3. No hand writing

Address Basics

City-style primary addresses are assigned by local addressing authorities

Secondary addresses are normally assigned by property managers/owners. Each city may have different policies in assigning secondary addresses

It is important that you understand all elements of an address – correct street name spelling, suffix (Ave, St, Ln, post & pre-directional, etc)

There should be NO Duplicate addresses on the edit sheets

Possible Deliveries

Every point where mail is delivered must be accounted for by a record on the edit sheet

Every record on the edit sheet where delivery is not made should be closely examined for proper coding or deletion, ie., vacant lot, trailer space, parking lot, etc

When You DON’T Make Delivery

Sometimes addresses not receiving delivery will still be “possible deliveries” Long Term Vacancy PO Box Throwback Paid Caller Service Firm Holdout Educational Seasonal

The situations above should not be marked “No-Stat”

Drops

Delivery to more than one secondary address to one mailbox or delivery point, ie, executive suites

A drop always has only ONE mail receptacle or delivery point

Rural route drops are different from city drops

CMRA drops must be flagged with a “C”

Adding Addresses

All necessary information must be included on the edit sheet

Box Diagrams and maps may be required to ensure proper coding for grouping arrow lock correctly

Make sure streets are spelled out completely and all information is correct before submitting to AMS

Add new addresses as No-Stat before delivery begins. This info can be submitted to AMS 90 days before delivery starts

Carriers must notify supervisor and obtain approval BEFORE starting delivery to new address

Deleting Addresses

Before deleting an address make sure your request is clear to AMS - mark through the entire line, write delete in the margin and state “WHY”

Be careful when removing secondary addresses so a duplicate address does not occur

A No-Stat code may be used in place of deleting an address in the case of renovations, demolitions, expansions or if the address is still being used as a forward

Centralized Delivery

Setting up delivery to a CBU or bank of boxes requires planning before it is added to the Edit Book. (A GMT-Centralized Mail Box Agreement needs to be initiated by GMT Coordinator)

Include box diagrams/Layout The sequence of delivery within a CBU or

bank of boxes must comply EDS guideline (Top to Bottom, Left to Right or right to Left)

EDS = Exact Delivery Sequence

Changing Delivery Sequence (LOT)

Requires management approval Use the proper steps for re-sequencing – Use

LOT Worksheet includes ALL line numbers on the edit sheet

Minor changes can be done on the edit sheet - major changes should be made using the Line of Travel worksheet

Make sure you are using a CURRENT edit sheet to make your changes

The effective date of the re-sequence will be written on the Case Labels Installation Certification sheet

Case Labels & Route Summary Report The Route Summary Report information

determines the carrier case label format and appearance

- Addresses MUST be assigned a cell size for the address to appear on the labels

The Route Summary Sheet contains delivery counts by Delivery Mode and Status

- The Route summary also includes the type of equipment, how many pieces of equipment, the number of available cells that can be used

PO Boxes

Each box section is assigned an ID number for sorting

AMS must be notified when adding or deleting p o box numbers

AMS must be notified when physical box is used as paid-caller and vice-versa.

- Vacant & no-stat information should be entered in WebBATS

Making Changes

Make the changes to your edit sheet when they occur!

Submit them as soon as changes updated in the Edit Book or at least once a month as required

Use a red pen to make changes Make sure your changes are clear so that

AMS can make the accurate change in the database

Submitting Changes

Changes must be legible and in red ink Review all pages for accuracy Get approval and signatures needed- Use the “Monthly Carrier Interview Log” for

routes that were validated and had NO CHANGES.

Fax this form to AMS with a PM / Stn Mgr / Supv signature @ 415-550-5490

Reviewing for Accuracy

Review Edit Book and Case Labels when received

MAKE SURE the changes you WANTED are the changes you RECEIVED!

Appendix

Monthly Carrier Interview Log

Route Edit Sheet

Examples of Updating Changes (1 of 2)

Examples of Updating Changes (2 of 2)

LOT Change APPROVAL FORM

LOT Worksheet

Gang Box Diagram

Edit Book – Route Summary Report

Change on Delivery Mode to Foot, P&L, Dismount or Curb..

Change of case equipments must submit with approved Deviation Request Form

Case Equipment Deviation Form

SF – AMS WEB SITE @ http://sanfran.usps.gov/index.cfm?treeID=36956