The United States Postal Service utilizes optical character readers (OCRs) and barcode sorters (BCSs) to increase the speed, efficiency and accuracy of processing mail. By presenting mail that is machinable and readable Orange County Public Schools is able to benefit from a reduction in the cost of mailing. The following are the Automation Requirements outlined by the Post Office for letters.

Make sure that your letter mail is the proper size. Mailpieces smaller than the dimensions below are not mailable. Letter mail larger than the dimensions is mailable but must be processed through slower, more expensive and less efficient methods at a flat or package rate.

The OCR looks for the address within a rectangular space on each mailpiece, called the OCR read area (Exhibit 3). All lines of the address should fall within the OCR read area for best results. No portion of the return address should appear in the OCR read area.

Keep address lines in the same order as shown (Exhibit 3). It is necessary to address mail exactly as shown as the OCR reads addresses from the bottom to top; and from right to left. The first part of the address that is read is the zip code. Address should be as complete as possible, including apartment or suite numbers and proper delivery designations such as RD, ST, NW and S.

All mail must have a return address located at the left upper corner of the mailpiece.

Capitalize everything, using plain block letters or a sans serif typeface such as Helvetica. Omit all punctuation, except the hyphen in the ZIP 4 code. Use abbreviations whenever possible

The OCR must see a clear vertical space between each character and each word or it won't know where one ends and the next begins. It also needs a clear horizontal space between each line of the address. Clear spaces between words should be at least equal to the width of one full-size character.

The barcode clear area (Exhibit 3) must remain free of all printing, markings, or colored borders and allow for a clean display of the barcode.

Extraneous printing such as advertising copy or company logos should be positioned above the delivery address line. The space below and on either side of the delivery address line should be clear of all printing and markings not actually part of the address.

Foreign mailings should have the country name, printed in capital letters, as the only information on the bottom line. The postal zone, if any should be included with the city. Please bundle foreign mail and attach a note indicating the mail is to be posted with the proper postage amount for the given country. (Exhibit 2)

The entire address must always be visible through window envelopes. If part of the address is hidden, the OCR rejects the envelope and sends it off for manual processing. Only the name and address should be visible through the window

The OCR performs best with black ink on a white background. Although certain color combinations are acceptable, it cannot read the address if there is not enough contrast between the ink and paper. Keep the ink as dark as possible and the background as light as possible.

Labels for use on parcels, packages or large envelopes must be addressed according to the recommended format (Exhibit 2, pg 10). Improperly prepared labels will result in the mailpiece being returned to you for correction and/or completion.

Automatic sealing of standard size gummed envelopes for mailing is provided for by Mail Services. Present envelopes to the Mail Center with the flaps turned down. Do not seal with tape. Bundle mail with your work location number written above the return address on the top envelope. Forwarded to Mail Services in this manner allows the envelopes to bypass sorting and are directly moved to the sealing and metering machine.

Flats are to be sealed or secured on all four edges so that they can be handled by machine. If the envelope has a clasp, do not use the clasp; wet and seal as you would a letter-size envelope. Do not use tape or staples. Type the address in all capital letters using the standard format. (Exhibit 2, pg 10) The address is to be placed on the upper half of the envelope. (Exhibit 4, pg 12) This means the address is to be parallel to the short side edge of the envelope or on the far right side if using the longer side orientation in order to be processed by the USPS on automation equipment.

Express Mail is used for guaranteed overnight delivery to most domestic locations. Use the free address labels provided by the United States Postal Service located in the Mail Center. Envelopes are also available at no additional charge. As with Priority Mail there is an Express Mail Flat Rate available.

Other benefits include:

• Money back guarantee for overnight delivery to most locations
• Insurance up to $100 included
• Can be delivered to a Post Office Box

Priority Mail - should be used for First Class mail weighing over 11 ounces and up to 70 pounds or any other mail under 11 ounces requiring expedited delivery. Priority Mail provides two to three day service between major metropolitan areas. Use Flat Rate Priority envelopes and boxes when possible. These free envelopes and boxes (available in the Mail Center) allow any weight of material up to 70 pounds for the 2 pound rate.

Extra services like Delivery Confirmation, Signature Confirmation, insurance, and other services are available for all Priority Mail shipping.

Registered Mail - the registered mail system is designed to provide added protection for valuable mail. Postage insurance may be purchased to cover articles valued up to $25,000. Registered mail is the most secure mail the Postal Service offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Return receipt and restricted delivery services are available for additional fees. Added security may delay delivery by 24 - 48 hours.

Insured Mail - you can obtain payment for domestic mail that has been lost, rifled or damaged by having it insured. You can buy insurance up to $600 for Third and Fourth Class mail. It is also available for merchandise mailed at the Priority mail or First Class mail rates. Express Mail includes $500.00 insurance at no extra charge.

Certified Mail - provides you with a mailing receipt and a record of delivery is maintained at the recipient's post office for two years. A return receipt provides you with proof of delivery and can be obtained for an additional fee. Certified mail service is available only for First Class Mail. No insurance coverage is provided. A numbered label and completed receipt must be affixed to the mailpiece and a firm sheet is to be filled out and presented with the mail. The labels and firm sheets can be obtained from Mail Services.

Return Receipt - is your proof of delivery. It is available for insured mail, and with certified, registered and domestic Express mail shipments. The return receipt identifies the article number, who signed for it and the date it was delivered. It is not necessary to utilize a return receipt on all certified or registered mailings. Be certain to identify your department on any return receipts so we can route them back to you.

Most items are mailable to foreign countries; however, there are certain restrictions. It is important that mailers contact Mail Services to determine the proper classification and documentation required.

If customs regulations are not followed and documentation is not exact, the item will be impounded by customs until the addressee makes arrangements for clearance and the payment of whatever duties required for the release of the item. Custom rules apply the same whether mail is sent by USPS or other couriers.

The last line of any foreign address should be the country name spelled out in capital letters, in English (Exhibit 2, pg 10).

Business Reply Mail service enables mailers to receive First Class mail by paying postage only on the mail which is returned. We guarantee payment of the appropriate First Class postage plus a handling charge per piece. Printed envelopes are available for purchase in the Mail Center. Add department or person's name to the address to assure delivery when returned.

The United States Postal Service has begun strictly enforcing the regulation regarding the correction of all addresses in any database used by any mailers. This data must be processed through NCOA^Link (USPS database) and corrected within 90 days of mailing. The reports generated through the software housed in the Mail Center must be included with the mailing. Because of these added restrictions all Standard mail must be processed through Mail Services.

For the convenience of the schools and departments that do mass mailings, both standard (bulk) and first class, Print Services and Mail Services together provide a service called "Print to Post." Send a printing job to Print Services and know it will be sent without you having to do anything else. (See Appendix 5, pg 22 for procedures) The mailpiece will be printed, folded, tabbed, addresses checked for accuracy against the US Postal Service database, and addressed correctly. The postal forms are completed per regulations, and delivered to the Business Mail Entry Unit of the United States Postal Service. This procedure will ensure the mail will be completed in accordance to the USPS latest regulations, addresses will be correct and bar-coded for faster delivery, and money will be saved on postage and on the cost of printing.

It is possible to have your mail addressed and sent as standard (bulk) mail through the ELC Mail Center even if your mailpiece was printed by someone other than our Printing Center. The only prerequisite is the piece must be US Postal Service compliant. Please contact Mail Services at (407) 317-3446 with questions regarding compliance.

When you begin planning your mailing, call or e-mail the ELC Mail Center so your database can be downloaded and processed through the addressing software. Once the mailing has been received, it will be addressed, sorted, proper paperwork created and delivered to the Postal Service.

For all Standard (Bulk Mail) the following criteria must be met:

1. Mailing must consist of a minimum of 200 pieces.
2. Pieces must be identical and weigh no more than 16 ounces.
3. Shape:rectangular.
4. Dimensions:

Letters

• Minimum: 3 ½ inches high, 5 inches long, .007 inches thickness
• Maximum: 6 1/8 inches high, 11 ½ inches long, ¼ inch thickness
• Must weigh less than 3.3 ounces

Flats

• Minimum: 4 inches high, 6 inches long, .009 inches thickness
• Maximum: 12 inches high, 15 ¾ inches long, 1 ¼ inches thickness
• Must weigh less than 16 ounces

5. The body of the mail piece may not include anything that advertises, promotes, offers, or, for a fee or consideration, recommends, describes or announces the availability of any product or service, including travel, insurance and credit cards.
6. Light colored paper and black print are necessary for the mail piece.
7. All mail must be properly sealed.Non-enveloped mail pieces must be tabbed (secured) to prevent an open edge from jamming high-speed processing equipment used by the United States Postal Service. Paper clips or staples are not allowed.