The mail tracking system works the same for each mail piece once it has entered the mail stream, however for each company that deploys a mail tracking system the work flow and process flow can vary slightly.

A standard workflow is detailed below.

  • Step A Creation of mailing list and content based on standard business process
  • Step B CASS address verification
  • Step C Compute POSTNET Barcode, often completed in the run of the same software as used in Step B
  • Step D Application of mail tracking barcode, whether PLANET Code or 4 State Barcode.
  • Step E includes the transmission of the electronic manifest of mail pieces to the mail tracking servers. This has been traditionally done via ftp, but many different options exist.
  • Step F Print and insertion process
  • Step G Postage application
  • Step H is a completely new step introduced by mail tracking. The mail operations staff will generate an ASN (USPS documentation) for each group of outgoing mailings. This is a dual format document. It includes an electronic version that must be sent to the USPS and a paper version that is printed and included with the mail at the time of induction. The creation of both the electronic and paper version is facilitated through the use of the mail tracking website. When the documentation is created the electronic format is automatically transmitted to the USPS, and the paper version is generated for hand off to the USPS clerks at acceptance.
  • Step I This step represents the transmission of scan events to the mail tracking servers. Currently, this happens every hour.

Types of data received during mail tracking

  1. Service Bureau Events

    *Some service bureaus will provide tracking events from internal operations to mail tracking system allowing for increased visibility of mail while in flight.

  2. ASN scan

    *A scan event for the ASN is received from the USPS and registered against each letter for the mailing.

    *This scan represents an acceptance of the job and a start of clock event for the mailing. It does not conclusively represent evidence that an individual letter has entered the USPS mail stream.

  3. Piece level event scans

    *Pieces travel through the USPS, each time apiece is run through USPS automated sorting equipment an event record is generated.

    • Step Z is the culmination of the entire process. This step includes the integration of the tracking data with business processes throughout the company possibly including, but not limited to mail operations, call center operations, marketing, and companies management.

Process Notes

  • Steps A, B, C, F, G currently should be taking place in your mailroom. If any of these steps are not in place or sufficiently robust the vendor can assist in solidifying the processes to meet the needs of the mail tracking system and USPS requirements.

The addition of steps D, E, H, I and Z are introduced by mail tracking. However, by using the 3 phase process discussed above the impact of these steps should be minimal on mail operations, while providing a significant boost of operations throughout the enterprise.