CASS Certified

There are three different ways to use the ZIP + 4 / eLOT database to encode a list:

ZIP + 4 encode records as they are entered
Encode a single record
Encode a group of selected records

When the encoding process is completed, the CASS report (PS Form 3553), summary page, and NDI report, if selected (Mail Manager 2010 only) print to the selected printer.

The CASS Report (PS Form 3553) shows the number of records successfully ZIP + 4 encoded, and must be created for automation mailings and retained for one year. The CASS Report automatically prints to the selected printer when a group of records is encoded. You can also reprint the CASS Report for a list that has already been encoded.

The summary page is provided in addition to the CASS Reports. The summary page lists additional information on the encoding results including return codes, record types, and footnote codes.

The National Deliverability Index Report includes percentages for the number of addresses matched, standardized, and assigned a carrier route (Mail Manager 2010 only).

Some records in a list may require more than one address group. For example, a record may include Headquarters, Shipping, and Invoice addresses. Mail Manager 2010 will encode up to three separate address groups, each containing up to three address lines.

ZIP+4 Encoding Options
Option	Description
Encoding Modes
Swap address lines	Places primary street address in the Delivery Address field and adds secondary address information such as Ste., Apt., etc. to the Delivery Address field.
Standardize Delivery Address	Converts primary address to postal abbreviation standards.
Standardize City	Converts city names to postal abbreviation standards.
Abbreviate city (Mail Manager 2010 only)	Abbreviates city name if it is longer than 13 characters. Non-encoded and non-standardized city names are not abbreviated.
Use small town default	Standardizes addresses to General Delivery. The USPS lists all addresses within many small towns as General Delivery. Standardized addresses within that town are returned as General Delivery even though the input address is a valid address. If you leave this box empty, a ZIP + 4 Code is assigned and the address is not standardized to General Delivery.
Ignore non-USPS records	Skips records with non-USPS ZIP Codes when encoding. A non-USPS ZIP Code is defined as any of the following: 5-digit or 9-digit ZIP Code field with alpha characters 5-digit or 9-digit ZIP Code field with a length other than 0, 5, or 9-digits (not including mask characters) 5-digit ZIP Code of “99999” or 9-digit ZIP Code of “99999-9999” Invalid or missing data in a State field
Extended Matching (Mail Manager 2010 only)	Attempts to return an exact match (Return code = 31) by searching for suite/apartment information in the alternate address lines when a default match (Return code = 32) is found. Additionally, when the Extended Matching option is selected and the Ignore non-USPS ZIP Codes option is not selected, Mail Manager 2010 attempts to encode addresses with incomplete, alphanumeric, or missing ZIP Codes.
Deactivate eLOT	Prevents Mail Manager 2010 or Mail Manager 2010 LE from assigning eLOT data.
Activate EWS	Activates the EWS (Early Warning System) file when encoding. The EWS file is updated weekly and provides information on new addresses that have not yet been added to the ZIP + 4 database. If an address matches a record in the EWS file, the address is not changed and a code of “Q” is placed in the Footnote field. This process prevents a new address from being mismatched to an address that exists in the ZIP + 4 database.
Activate Latitude/Longitude (Mail Manager 2010 only)	Adds latitude and longitude data to the Z4, Latitude and Z4, Longitude fields, respectively, provided they are present in the layout.
Address Groups
Encode Main Address Group (Mail Manager 2010 only)	Encodes only the fields in the Main Address Group.
Encode Alternate Address Group 1 (Mail Manager 2010 only)	Encodes only the fields in Alternate Address Group 1.
Encode Alternate Address Group 2 (Mail Manager 2010 only)	Encodes only the fields in Alternate Address Group 2.
Case of Encoded Data
UPPER	Formats text as capital letters.
lower	Formats text as lowercase letters.
Mixed	Formats text so the first letter of each word is capitalized.
Auto Convert	In most cases, returns the encoded address information in the same case as the original data. All address fields are examined, and the results depend on the original case for each field. If all fields are upper case, the encoded data will be upper case. If all fields are lower case, the encoded data will be lower case. If any field contains mixed case, or if fields contain different cases, the encoded data will be returned in mixed case.
Return Input Firm as is (Mail Manager 2010 only)	Leaves the case of the Company field unchanged during encoding. Otherwise, the format of the Company field will be changed to the selected case.
User Certification
CASS/eLOT (Mail Manager 2010 only)	For companies that are CASS or eLOT certified by the USPS to enter the List Processor’s name in the CASS and/or eLOT Certified Company Name section of PS Form 3553.
Documentation
Printer	Allows you to select a printer for the ZIP + 4 encoding reports.
Print __ Copies	Prints the desired number of copies of the CASS Report.
With summary page	Prints a summary page showing details of the encoding operation including return codes, record types, and footnotes.
Show Print dialog	Displays the Print dialog prior to printing the documents.
Print NDI Report (Mail Manager 2010 only)	Prints the National Deliverability Index Report, which includes percentages for the number of addresses matched and standardized, and assigned a carrier route.