Automated Accounting for Business Reply Mail
Update - March 5, 2009
Participants:
Susan Dudley, RMAC Executive Board Member & Secretary
Lex Litton, RMAC Performance Metrics Sub Committee Chairperson
Evonne McMinn RMAC, New Technology, Products & Services Sub Committee Chairperson
Karen Tucker, RMAC Executive Board Member
Les Young, RMAC Communications Sub Committee Chairperson
Karen Tucker, USPS Manager of Transactions and Correspondence began the meeting with a brief overview of the Automated Accounting initiative for Business Reply Mail (BRM).  The USPS conducted a test with Time Inc. several months ago, to determine if passive scans captured during normal operations on Mail Processing Equipment (MPE) could be used to count BRM.  If successful, these scans would then be used for accounting purposes and would ultimately help streamline the BRM verification processes.  The scan data included the IMb which identified the price category and mailer, and the MPE ID tag enabling each piece to be uniquely identified and counted.  Concurrently machine and human counts were conducted to validate accuracy.  An assessment of the test results revealed that:
•	USPS ability to use MPE scans to count mail is confirmed
•	Letter read rate is very good
•	Postcard read rate inconclusive − likely due to physical attributes most notably card stock weight
•	Creative did not appear to affect readability 
•	Further testing and validation is required 
Karen noted that the lower read rate for postcards is by no means a “show stopper” but rather an issue that will need to be addressed in the future.  
Although this test validated that the USPS has the ability to automate the counting of BRM, the organization is not ready to do so today.  There are many things that need to be accomplished in advance of implementation and the USPS believes that the first step is to encourage the use of the IMb on BRM.  To this end, the IMb will be required on all Qualified BRM pieces effective May 2010.  All other BRM will be required to bear an IMb effective May 2011.
The USPS is aware that mailers may have as much as a year’s worth of BRM envelopes and cards on hand at any given time.  Conversion to the IMb beginning in 2010 will help mailers and the USPS prepare for the possibility of a future Automated Accounting option. 
As a final note, Karen reiterated that the initiative has not evolved beyond the general concept but that initial assessments have proven that it has merit.