NCOA is a consolidated file of move information that contains residential and business changes of address (COA) for the previous 36 months filed with the USPS. Each record contains the relocating customer's name, old address, and new address. The old address is compared to the NCOA customers list for matching purposes and the new address is the one returned, if a match is made, to the customer. This NCOA database is updated weekly. The source of the NCOA data is a permanent COA filed by the relocating customer. Comparing a mailers data file to the NCOA database is a service provided by private companies licensed through the USPS, which provides a mailing list correction service for mailer. NCOA helps to track address changes and allows mailers to identify changes in address BEFORE names enter the mail stream.
Why use NCOA?
Using NCOA reduces the number of undeliverable mail by in-putting a mail data file and running it against everyone who has moved over the last 6, 9, 12 or 36 months. The addresses are standardized, zip +4 appended, as well as delivery point barcode appended (Point Barcode Appended).
When should I use NCOA?
Mailing lists must be updated every 180 days prior to mailing 1st class presorted mail. Other methods are available as well. ACR services, Fast Forward or ancillary service endorsement. Also, by using "for current resident" in your address block, you can avoid using NCOA and still presort your mail. If your files have been updated, then proof of that service must be provided to the lettershop/mailing house. This acknowledgment form (NCOA.PAF) is required annually by the mailing house on behalf of the client.
How does it work?
There is a strict name and addressing matching code logic applied to the input files when run against the NCOA database, which makes sure addresses are complete and zip codes are correct. Name matching logic is determined by the move type in the data record on the NCOA file that is a candidate for a match.
The old address in the NCOA file is compared to the new one. If there is a match then the new address will be allowed to be released to the mailer when a file is run. If the match is similar, but not exact, then the old address will remain and the similar address will be reported to the file owner as a "possible match." A match is determined through individual names (matches on first name, middle name or initial, surname and title are required and consists of 54% individual names), family names (matches surname only and consists of 40% of family moves), and business matches (matches entire business name and consists of 6% business names)
What do you get when you run your file against NCOA?
You receive your original input file; a standardized version of the input file with zip + 4, cr/rt, DPBC; PS form 3533 Atomation Discount Qualification (CASS Report); NDI (National Deliverability Index) Report, which gives a breakdown of deliverable address information.
Example: 83% forwardable moves (contain address information); 12.5% moved left no address; 2.7% are PO Box closed; 0.20% foreign moves
Every NCOA customer must have completed and returned to the NCOA licensee a Processing Acknowledgment Form.
Why use NCOA/NES
(Nixie Elimination Service)? NCOA brings your mailing list in compliance with new postal regulations that require a "move update" NCOA/NES provides footnote indication why an authorized NCOA match could not be made to the input address (e.g. NIXIE Code "U"-Apartment unmber missing). It enables you to identify records on your file that do not meet the USPS strict matching criteria for providing forwarding addresses. If there is no forwarding address or it is foreign, it is noted. NCOA will help reduce undeliverable mail, therby saving you money in postage, material waste, and duplicates.
NIXIE Report:
This option is offered to enable you to identify records on your file that do not meed the USPS strict matching criteria for providing forwarding addresses, but have probably moved. This option should be requested before NCOA is run as it is run concurrently with NCOA. Nixie Elimination Service is an optional process for NCOA processing.