DMM NOTICE - Limited Test Period is Extended for Alternative Preparation of Flats

The Postal Service has been partnering with the mailing industry in a limited test of alternative preparation of flats preparation test aimed at collecting data on how flat-sized mailpieces are prepared for processing on the AFSM 100 (an automated flat-sorting machine).

The test, which is limited to Periodicals publications (FSM 881 automation-compatible), was originally scheduled from March 31, 2001, through June 30, 2001. Now the test is extended one month to end on July 31, in order to give the Postal Service time to collect additional data.

All requirements outlined for this test are in Postal Bulletin 22044 dated February 22, 2001, and will remain in effect during the extended test period.

—Mail Preparation and Standards

DMM REVISION - Restrictions Apply to Some Magnetized Mailable Materials

Effective June 14, 2001, the Domestic Mail Manual (DMM) has been revised to amend the standards for the mailability of magnetized materials. This amendment aligns the postal standards for magnetized materials with the U.S. Department of Transportation (DOT) regulations in Title 49, Code of Federal Regulations (49 CFR).

A magnetized material is considered a hazardous material and is regulated as a hazard class 9 material when it is offered for transportation by air and when it has a magnetic field strength capable of causing the deviation of aircraft instruments. Any magnetic material with a measurable field strength greater than 0.00525 gauss at 15 feet is prohibited from the mail via air transportation.

An article is not restricted as a magnetized material if the field strength observed at a distance of 7 feet is less than 0.002 gauss or there is no significant compass deflection (less than 0.5 degree).

Magnetized material is not regulated as a hazardous material when transported via ground transportation.

This change is incorporated into the online DMM available via Postal Explorer at http://pe.usps.gov.

—Mail Preparation and Standards

DMM REVISION - Optional Endorsement Lines Added for Line-of-Travel

Effective June 14, 2001, the Domestic Mail Manual (DMM) has been revised to provide mailers with two new optional endorsement lines (OEL).

The new format options allow mailers to list carrier route line-of-travel (LOT) information for Periodicals and Standard Mail within an OEL. This provides a tool for mailers to check whether their LOT mail is in proper sequence.

LOT sequence is not an exact walk sequence, but a sequence of ZIP+4 codes arranged in the order a route is served by the carrier.

The ZIP+4 groups are sequenced first then the addresses within each group are identified as being in ascending or descending order. Accordingly, LOT information consists of a 4-digit numeric LOT number followed by an "A" for ascending order or a "D" indicating descending order.

The Postal Service’s LOT product provides mailers with a list of ZIP+4 Codes that each route serves, identifies the order of delivery, and provides an indicator specifying whether the addresses must be sorted in ascending or descending order.

To keep this information current, LOT information must be updated 90 days before the mailing date. A mailer is required to provide the documentation described in DMM M050.4 to substantiate that the standards for LOT sequencing have been met.

Mailers who wish to include the LOT number within their OEL can use one of the following new formats:

• "CR LOT 1234A**C-001" for Periodicals.
• "ECRLOT 1234A**C-001" for Standard Mail.

These OEL presort identifications must be preceded by the other information required in M013.2, as applicable. If there is insufficient space within the OEL to include the other information required (e.g., Address Change Service participant code), the OEL format for LOT cannot be used.

These revisions will be incorporated into the online DMM available via the Postal Explorer Web site at http://pe.usps.gov.

Other Available Mailer Tools

In addition to the new optional endorsement lines (OELs) that may include line-of-travel (LOT) information, a number of other commercial options available to mailers are listed below. Any of these options could be used or developed by a mailer for the purpose of checking the quality of their LOT information prior to mailing.

The Postal Service does not require the use of any of these options, but does encourage mailers to initiate these on other measures that will improve the quality of their mailings.

LOT Audit Reports — Some commercially available software produces reports that can be used by a mailer’s production staff to check the proper sequence of LOT pieces prior to mailing.

Lookup Software — Soon-to-be-commercially-available program that provides a lookup tool for mailers to validate their LOT information prior to mailing.

Unique Sequence Numbers — As part of the production process, mailers can program their systems to print a sequential number on each mailpiece. Then their production staff can use this numbering system to check the LOT information prior to mailing.

Inline Mailer Software — Mailers can program their automated production systems to validate LOT information and, if necessary, realign the LOT data into proper sequence prior to production.

— Mail Preparation and Standards

DMM REMINDER - Sequence Firm Packages in Carrier Route Periodicals Mail

A "firm package" of Periodicals is two or more copies for the same address placed in one package. For eligibility and rate purposes, a firm package is counted as a single piece, regardless of the actual number of pieces in that bundle.

This is true for every rate and sort level. For instance, to qualify for the minimum six-piece requirement for carrier route rates, a firm package must be presented with at least five other single pieces (or five other firm packages, or some combination of both) for that same carrier route.

So how should that mail be sequenced? Basic carrier route rates require that each package be sequenced either in line-of-travel (LOT) or walk sequence. However, it is important to keep the firm package separate from the other mailpieces.

Individual pieces should not be packaged with firm packages because the optional endorsement line or "F" on the top of the firm package directs the Postal Service to deliver the entire package to the single delivery address. If other individual pieces are combined with that firm bundle, there is a possibility that those pieces could be misdelivered.

— Mail Preparation and Standards

DMM REVISION - Some Loose Enclosures Are OK at Periodical Rates

Effective June 14, 2001, the Domestic Mail Manual (DMM) C200.1.4b has been revised to amend the standard for loose enclosures at Periodicals rates. The revised standard allows any Periodicals publication (including publications pending Periodicals) as permissible, enclosures, receipts, requests, orders for a subscription, and printed matter (which is part of or accompanied by and related exclusively to a request or order for a subscription) — provided other products or services are not advertised, promoted, or offered.

— Mail Preparation and Standards

DMM REMINDER - Brief Translation Must Accompany Mailpieces Written in Languages Other Than English

Except for Express Mail, Priority Mail and First-Class Mail, mailpieces presented for acceptance are subject to postal inspection. One reason for inspections is to determine if a piece qualifies for the class and rate claimed.

For example, all Standard Mail may be opened and inspected to determine whether it contains material that must be mailed at First-Class Mail rates.

When mailpieces written in a language other than English are presented, it may be difficult to determine whether they are eligible for the rates claimed.

Postal acceptance personnel work closely with mailers to help determine whether a mailpiece qualifies for the class and rates claimed. When an acceptance employee receives mailpieces written in a language other than English, he or she may request a brief translation if it is suspected that the mailpiece is not eligible for the class and rate claimed.

For Periodicals, Domestic Mail Manual E213.1.8 states that for publications printed in a foreign language, a brief translation of the advertising and nonadvertising content must accompany the application for Periodicals mailing privileges.

— Business Mail Acceptance

DMM REVISION - Parcel Post ZIP Code Changes Made

Effective May 28, 2001, the Domestic Mail Manual (DMM) has been revised with the following changes:

• DMM E751, Exhibit 8.0, Parcel Post Zip Code 37625 has been added and mail should now be deposited at the Main Post Office, 111 6th Street, Bristol, TN 37621-9998.
• DMM E751, Exhibit 8.0, ZIP Code 15122 has been deleted. The destination delivery unit (DDU) is now West Mifflin, 500 Regis Avenue, Pittsburgh, PA 15236- 9998. The DDU is now consistent with the facility associated with the 5-digit ZIP Code as listed in the AIS Drop Shipment Product.
• DMM E751 Exhibit 7.0 has been revised to add a ZIP Code for Parcel Select DDU discounts. In order to qualify for DDU rates, Parcel Post for ZIP Code 34482 should now be deposited at the Paddock Branch, 4545 SW 60th Avenue, Oscala, FL 34474.

These revisions are incorporated into the online DMM available via Postal Explorer at http://pe.usps.gov.

— Operational Requirements

DMM REVISION - New Guidelines for Shipping Labels

Effective April 5, 2001, Domestic Mail Manual (DMM) E120.1.4, M012.3.1, S918.3.3, and Exhibit S918.2.1c have been revised, and Exhibits E120.1.4, M012.3.1, and S918.3.3 have been added to reflect the standard guidelines for creating package shipping labels.

These guidelines identify the requirements and specifications that customers must consider in designing their shipping labels.

Priority Mail Service Indicator — If shipping address labels are used, it is recommended that they contain the Priority Mail service indicator, which is composed of the service icon and service banner. The service icon should appear in a one-inch square in the upper left corner of the shipping label. The letter "P" must be printed inside the one-inch square with a height of 0.75 inches (¾-inch) or greater. A minimum ¾-point line must border the one-inch square.

The service banner should appear directly below the postage payment area and the service icon, and it should extend across the shipping label. When the service banner is used, the text "USPS Priority Mail" must be printed in minimum 20-point bold sans serif typeface, uppercase letters, centered within the banner and bordered above and below by minimum 1-point separator lines. There must be a 1/16-inch clearance above and below the text.

Package Service Indicators — The basic required marking may be printed on the shipping address label as service indicators composed of a service icon and service banner. The service icon that will identify all Package Services subclasses will be 1-inch solid black square. If the service icon is used, it must appear in the upper left corner of the shipping label.

The service banner must appear directly below the postage payment area and the service icon, and it must extend across the shipping label. If the service banner is used, the appropriate subclass marking (e.g., PARCEL POST, BOUND PRINTED MATTER, etc.) must be preceded by the text "USPS" and must be printed in minimum 20-point bold sans serif typeface, uppercase letters, centered within the banner, and bordered above and below by minimum 1-point separator lines. There must be a 1/16-inch clearance above and below the text.

Privately Printed Label — Mailers may use one of three Delivery Confirmation label options. On the Priority Mail label, mailers must use the registered trademark symbol following the Priority Mail text or add the following statement at the bottom of the label in at least Helvetica 6-point type: "Priority Mail is a registered trademark of the U.S. Postal Service."

Printing — Each barcoded label must bear a unique Delivery Confirmation PIC barcode. The text "USPS Delivery Confirmation" (if using retail service option, or "e/USPS DELIVERY CONFIRMATION" (if using electronic service option, and the postage is evident on the mailpiece) must be printed between 1/8-inch and ½-inch above the barcode in minimum 12-point bold sans serif type.

Additionally, mailers approved for the electronic service option, at their discretion, may print the text "ELECTRONIC RATE APPROVED #[D-U-N-S® NUMBER]" in minimum 8-point bold sans serif type directly below the bottom horizontal identification bar.

Human-readable characters that represent the barcode ID must be printed between 1/8-inch and ½-inch under the barcode in minimum 10-point bold sans serif type. These characters must be parsed in accordance with Publication 91, Confirmation Services Technical Guide.

A minimum 1/8-inch clearance must be between the barcode and any printing. The preferred range of widths of narrow bars and spaces is 0.015 inch to 0.017 inch. The width of the narrow bars or spaces must be at least 0.13 inch, but no more than 0.21 inch. All bars must be at least ¾-inch high. Minimum 1/16-inch bold bars must appear between 1/8-inch and ½-inch above and below the human-readable endorsements to segregate the Delivery Confirmation barcode from other areas of the shipping label.

The line length should extend across the width of the label, but must extend at least the length of the barcode. Only information relating to Delivery Confirmation and/or other special services can be placed between these lines. Mailers will be required to comply with the Delivery Confirmation changes by October 5, 2001.

These revisions will appear in the printed version of DMM Issue 57 and will be included in the monthly update of the online DMM available via Postal Explorer at http://pe.usps.gov.

— Expedited/Package Services