Dedupe

Running a dedupe on a database file (or multiple files) removes any duplicate records from within that file, meaning the same person will only receive the mail pack once and not multiple times. This is a “data cleansing” procedure.

Stop File

A Stop File is a database that contains a list of people who should NOT be mailed. A dedupe is run that compares the Mailing File to the Stop File and removes any records that match from the Mailing File. The GAS file, Change of Address files, Deceased files and the MPS file, all explained below, are good examples of a Stop File.

Gone Away’s & Change Of Address

GAS

“Gone Away Suppression” file. Contains people who are no longer at the address specified in the database.

NCOA (House Movers)

“National Change Of Address” file. Records are processed against this file to check if the recipient has moved house. NCOA has 2 levels. Level 1 – Remove’s house mover records. Level 2 - Updates the records to the new address.

Remove Deceased Records

Removes records matching the Mortascreen, Bereavement Register & Deceased Register files.  Avoid sending unwanted mail to someone grieving the loss of a loved one by checking your data against the deceased files.

No Cold Mail

A “Cold List” is a list of names that a customer may wish to mail with information about their product or service that contains the names and addresses of people who have not requested such information. They are being mailed “cold” as they are not known to the company sending them mail.

MPS

“Mail Preference Service”. People who have requested 'no cold mail'.  It is best practice to remove all cold mailing records who match the MPS file, these people have requested not to receive any unsolicited mail.

Mailsort

Mailsorting data gives the customer a discount on postage costs as the mail is “pre-sorted” for Royal Mail by the mailing house.

• Mailsort allows you to save up to 30% of the standard cost of mail
• There are three versions of Mailsort to choose from based on mail type and the amount of sorting you do
• You can select from three delivery options
• Mail can range from standard envelopes to irregular shapes and weights (up to 2kg)

See the Royal Mail website for more info - www.royalmail.com

Mailsort Types

Mailsort 1

For letters and packets targeted for delivery the next working day after the day of posting.

Mailsort 2

For letters and packets targeted for delivery within three working days after the day of posting.

Mailsort 3

For letters and packets targeted for delivery within seven working days after the day of posting.


* More detailed information on Mailsort can be obtained from Royal Mail’s website - www.royalmail.com