Postalsoft Business Edition User Guide
Business Edition 8.00c.04.00
December 2010
© Copyright 2010 SAP AG. All rights reserved.
All rights reserved. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP
Business ByDesign, and other SAP products and services mentioned herein as well as
their respective logos are trademarks or registered trademarks of SAP AG in
Germany and other countries.
Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports,
Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products
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registered trademarks of Business Objects S.A. in the United States and in other
countries. Business Objects is an SAP company.
All other product and service names mentioned are the trademarks of their respective
companies. Data contained in this document serves informational purposes only.
National product specifications may vary.
These materials are subject to change without notice. These materials are provided by
SAP AG and its affiliated companies ("SAP Group") for informational purposes only,
without representation or warranty of any kind, and SAP Group shall not be liable for
errors or omissions with respect to the materials. The only warranties for SAP Group
products and services are those that are set forth in the express warranty statements
accompanying such products and services, if any. Nothing herein should be construed
as constituting an additional warranty.
The following trademarks are owned by the United States Postal Service:
http://ribbs.usps.gov/files/NCOALINK/TRADEMARKS.PDF
2
User Guide
Contents
Preface .............................................................................................................9
Documentation ...............................................................................................10
Add-on options...............................................................................................11
Chapter 1:
Get started.................................................................................................... 13
System requirements ......................................................................................14
Installation......................................................................................................15
Automatic updates..........................................................................................19
Postal directories ...........................................................................................20
Directory release schedule .............................................................................22
Prepare for printing ........................................................................................23
Chapter 2:
Mailing list files............................................................................................ 25
Three file types...............................................................................................26
Database permissions ....................................................................................27
Chapter 3:
Create a mailing list .................................................................................... 29
Plan your layout ............................................................................................30
Field properties .............................................................................................31
The default layout ..........................................................................................33
Fine-tune your layout ....................................................................................34
Chapter 4:
Import and export data............................................................................... 35
Introduction ....................................................................................................36
Import and export considerations ..................................................................37
File format......................................................................................................38
Associate fields .............................................................................................39
Access a dBase file ........................................................................................41
Import an Access table ...................................................................................42
The enhanced import process ........................................................................44
Chapter 5:
Manage your data........................................................................................ 47
Database location ...........................................................................................48
Enter data in your file ....................................................................................49
Manage your data ...........................................................................................50
Index your database........................................................................................53
How to work with several lists.......................................................................54
Settings Library ..............................................................................................55
Chapter 6:
Address correction ...................................................................................... 57
Introduction ....................................................................................................58
Contents
3
Terms for address components ..................................................................... 59
What is address correction? ...........................................................................60
How address correction works.......................................................................61
Standardized fields ........................................................................................ 62
Correction options.......................................................................................... 63
Suggestion lists .............................................................................................64
Delivery Point Validation ..............................................................................65
Perform DPV processing ............................................................................... 66
DPV and LACSLink locking......................................................................... 67
LACSLink...................................................................................................... 69
Perform LACSLink processing .....................................................................70
SuiteLink........................................................................................................ 71
GeoCensus ....................................................................................................72
Status and error codes ...................................................................................73
Parse names and assign prefixes, gender codes, and greetings .....................74
Chapter 7:
Find duplicate records................................................................................ 77
Before you merge/purge ................................................................................ 78
Set up files for merge/purge........................................................................... 79
Prequalifiers ...................................................................................................80
Rulebooks ...................................................................................................... 82
Choose the action(s) to perform on duplicate records ................................... 84
Post dupe-group numbers to input file(s) ...................................................... 86
Generate reports............................................................................................. 87
Associate fields for output .............................................................................88
Judge undecided records for yourself ............................................................ 89
View a summary of duplicates found ............................................................ 90
Run merge/purge............................................................................................ 91
Scoring and weighting ................................................................................... 92
Customize a rulebook .................................................................................... 95
Advanced matching options........................................................................... 96
Customized fields for duplicate detection ................................................... 102
Under the hood............................................................................................. 103
Chapter 8:
Extended Services ..................................................................................... 105
Extended Services........................................................................................ 106
Preparing for Extended Services.................................................................. 107
Extended Services fields.............................................................................. 108
Email append processing ............................................................................. 112
Processing your data with Extended Services ............................................. 113
During Extended Services processing .........................................................117
Changing your Extended Services password............................................... 118
Extended Services reports............................................................................119
Chapter 9:
Move-update.............................................................................................. 121
Move-updating............................................................................................. 122
NCOALink export ....................................................................................... 123
ACS move-update........................................................................................127
What is ACSpeed? .......................................................................................130
ACSpeed fields ............................................................................................132
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User Guide
Prepare for an ACSpeed mailing..................................................................133
Merge your ACS file using ACSpeed..........................................................136
Behind the scenes of an ACS merge ............................................................140
ACS: Combine spanned diskettes from USPS.............................................141
Mover ID introduction .................................................................................142
Fields ............................................................................................................144
Becoming NCOALink certified ...................................................................145
NCOALink certification and audit procedures ............................................146
Overview of NCOALink processing............................................................148
Install the NCOALink directories and files..................................................149
Prepare and back up your database ..............................................................150
Set up NCOALink defaults ..........................................................................151
NCOALink options ......................................................................................152
Limited service options ................................................................................154
Customer information options......................................................................158
Perform address correction, including NCOALink......................................159
NCOALink Mover ID Summary report .......................................................160
NCOALink PAF Information report............................................................162
NCOALink log files .....................................................................................163
Chapter 10:
Presort ........................................................................................................ 165
Introduction ..................................................................................................166
Mail piece.....................................................................................................168
Sortation .......................................................................................................169
Periodicals mail piece information...............................................................171
Mailing information .....................................................................................172
Entry point....................................................................................................173
Schemes........................................................................................................175
Mailing fletters .............................................................................................176
Mixing simplified mail with non-simplified mail........................................177
Scheme options: General..............................................................................179
Scheme options: package and container size ...............................................180
Scheme options: sortation control................................................................183
Scheme options: flats ...................................................................................185
Walk sequencing ..........................................................................................186
Line-of-travel (LOT) sequencing.................................................................190
Scheme options: single pieces......................................................................192
Scheme options: co-packaging.....................................................................193
USPS Confirm program ...............................................................................194
Palletization..................................................................................................197
Standard Mail letter trays on pallets.............................................................199
Prepare Standard Mail flats in letter trays on pallets ...................................200
Intelligent Mail barcode ...............................................................................201
Presort posting..............................................................................................206
Chapter 11:
Mail.dat ...................................................................................................... 207
Mail.dat ........................................................................................................208
Preparing for Mail.dat file generation..........................................................210
Generating Mail.dat files..............................................................................213
Contents
5
Chapter 12:
Multiple entry points ................................................................................ 217
Drop-shipping your mail..............................................................................218
Selecting your facilities ...............................................................................219
Facility sequence.......................................................................................... 220
Entry point details........................................................................................ 221
Multiple entry point reports .........................................................................223
Chapter 13:
Reports....................................................................................................... 225
Choose printers for reports .........................................................................226
Choose fonts for reports............................................................................... 227
Format reports..............................................................................................228
Batch print....................................................................................................229
Access report files........................................................................................ 230
General reports............................................................................................. 232
Address-correction reports...........................................................................233
Merge/Purge reports ....................................................................................237
Move-update report...................................................................................... 239
Presort reports ..............................................................................................240
USPS Postage Statements............................................................................251
Extended Services reports ...........................................................................257
Chapter 14:
Design and print labels............................................................................. 265
Print methods ............................................................................................... 266
Label Toolbox wizard.................................................................................. 267
Get started designing labels .........................................................................269
The Designer window.................................................................................. 272
Define your page settings ............................................................................274
Define your printer settings .........................................................................275
The Layout window ..................................................................................... 276
Lines.............................................................................................................277
Objects .........................................................................................................278
Frames.......................................................................................................... 279
Fields............................................................................................................ 281
Barcodes.......................................................................................................286
Break marks ................................................................................................. 287
Images.......................................................................................................... 289
Other miscellaneous objects ........................................................................290
Container labels ........................................................................................... 291
Verify labels................................................................................................. 293
Preview labels..............................................................................................294
Page templates ............................................................................................. 296
Layout templates.......................................................................................... 297
Printers ......................................................................................................... 298
Inkjet printers............................................................................................... 299
Generic Text driver...................................................................................... 301
Barcode printing with the Generic Text driver............................................304
Print labels ................................................................................................... 307
Print labels for selected presorted records ................................................... 308
Printing labels for firm packages ................................................................. 309
Expressions and filters .................................................................................310
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User Guide
Expression and Filter Builder.......................................................................312
Examples of value expressions and conditional filters ................................314
Appendix A:
Fields............................................................................................................317
Appendix B:
Index field attributes..................................................................................333
List of index field attributes .........................................................................334
Appendix C:
Error and status codes .............................................................................339
Error codes ..................................................................................................340
Status codes .................................................................................................344
Appendix D:
Operators and functions for Label Toolbox expressions........................347
Operator words for combining functions .....................................................348
Other operators.............................................................................................349
List of functions ...........................................................................................350
Summary of functions by purpose ...............................................................357
Appendix E:
Predefined design files, templates, and printer files ...............................359
Design files...................................................................................................360
Page templates..............................................................................................362
Layout templates ..........................................................................................363
Printer files ...................................................................................................364
Appendix F:
Utilities.........................................................................................................365
Chkread ........................................................................................................366
Extract ..........................................................................................................367
Index ............................................................................................................371
Contents
7
8
User Guide
Preface
About this software This cost-effective mailing and database-management software solution offers
complete database management, combining address correction and
standardization, merge/purge processing, presorting, custom-printing options,
and other valuable features in one easy-to-use software solution. The software’s
address standardization engine (ACE) is CASS-certified, which means that it
meets USPS regulations for applying correct postal codes and standardizing
addresses, cities, and states. This gives you maximum postage discounts and fast,
accurate delivery of your mail.
Additional options are available to increase productivity, revenue, and cost
savings. See “Add-on options” on page 11 for details.
License agreement You can read the license agreement on-screen during installation, and you can
also access it after installing by choosing Help > License Agreement. The
license agreement explains the terms of owning the software.
Conventions This document adheres to the following documentation conventions:
Convention Description
Bold Bold type is used for file names, paths, emphasis, and text that you
should type exactly as shown. For example, “Type
Italics Italics are used for emphasis and text for which you should substi-
tute your own data or values. For example, “Type a name for your
job, and the
Menu commands Commands that you choose from menus are shown in the following
format: Menu Name > Command Name. For example, “Choose File
> New.”
This symbol serves to warn you about important information and
potential problems.
This symbol points out special cases that you should know about.
.job
extension (
jobname
.job
).”
cd\dirs
.”
Preface
9
Documentation
Your complete documentation set
Access the latest documentation
The complete documentation set for this software:
User Guide (this guide)
Release Notes
Online help, available within the software (see “Online help” on page 10)
You can access documentation in several places:
Your computer. Choose Start > Programs > Postalsoft Business Edition
and choose the document you’d like to view.
On the Customer Portal. Go to http://help.sap.com, click SAP
BusinessObjects at the top of the page, click All Products on the left,
choose Postalsoft from the top drop-down list, and choose your product from
the lower drop-down list.
Online help Online help contains detailed explanations of every software feature and step-by-
step “how-to” instruction. While working in the software, you can access help
several different ways:
Click the “?” icon in the upper-right corner of the screen, and then click the
item you want to learn more about.
For help on a whole window, press F1.
Choose Help > Postalsoft Help Topics. Use the Contents, Index, and Search
tabs to find the topic you want to learn more about.
Related guides For essential mailing information from the USPS, see:
USPS Domestic Mail Manual (DMM)
USPS Quick Service Guide
10
User Guide
Add-on options
The following add-on options are available for purchase:
GeoCensus. With the GeoCensus option, during address correction the
software compares each record to a directory containing U.S. Census Bureau
TIGER data. Using this data, you can append latitude, longitude, FIPS codes,
and Census tract and BNA codes.
Mover ID (NCOA
correction the software looks in the NCOA
Link
). With the Mover ID option, during address
Link
directories for move-updated
addresses for your records.
Multiple entry points. With this option, the software can presort your job to
earn postage discounts on drop-shipping to multiple entry points.
Pallet preparation. With this option, the software can build pallets for
Standard Mail flats and letters; Periodicals flats; Package Services Bound
Printed Matter machinable parcels and flats.
For more information or to purchase an add-on option, contact your sales
representative.
Preface
11
12
User Guide
Chapter 1:
Get started
This chapter gets you started using your software by explaining:
System requirements
Installation instructions
How to prepare for printing
Chapter 1: Get started
13
System requirements
Minimum system requirements
You need the following to run this software:
A computer with a supported operating system: Windows 7 Home Premium,
Professional, or Ultimate; Windows Server 2003 or 2008; Windows Vista
Business; or Windows XP Professional.
A CD-ROM drive, properly installed for use with Windows, if you will
install the software from CD. If you will install software from downloaded
files, a CD-ROM drive is not required.
A DVD drive, properly installed for use with Windows, if you will install
directories from DVD. If you will install directories from downloaded files, a
DVD drive is not required.
A printer, properly installed for use with Windows. Make sure you have fully
configured and tested your printer with Windows. You won’t be able to print
with this software until you have properly set up your printer with the
Printers control panel, including choosing a port.
3 gigabytes (GB) of disk space or 63 GB if you own the Mover ID NCOA
option and will copy the NCOA
2 GB of memory, or at least 3 GB if you will run other programs while
running Postalsoft or if you will perform Mover ID NCOA
Minimum screen resolution of 1024 x 768.
Full administrator rights are required in order to install the software.
Link
directories to your hard disk.
Link
processing.
Link
File sizes
.NET version 2.0, 3.0. or 3.5. .NET 4.0 is also available, and you can install
it. However, Postalsoft requires that version 2.0, 3.0, or 3.5 also be installed.
Multiple versions can be installed on your computer (a newer version does
not overwrite an older version).
Internet connection required for software and directory downloads. High-
speed internet recommended.
File Size
Software files 190 MB
Data files 1 MB per 4000 records
Diversified directories 815 MB
eLOT directory 495 MB
Delivery Point Validation (DPV) directories 600 MB
Link
LACS
Suite
NCOA
directories 450 MB
Link
directories 375 MB
Link
directories 63 GB
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User Guide
Installation
Downloading software and directories
Downloading software
from SMP
Downloading directories
from SMP
You can download updated software and directories from the SAP Service
Marketplace. Follow these instructions to download software or directories. If
you’re installing from CD, you can skip this section.
To download software from the Service Marketplace:
1. Go to https://service.sap.com/bosap-support.
2. Sign in with your S-User ID and password.
3. In the Download Software & Directories section, click Support packages:
service packs, fix packs, merge modules.
4. Select your product three times (on three successive pages).
5. Select your operating system (Win32).
6. Scroll down to the Download section and select the product(s) to add to your
download basket.
7. Follow the instructions on screen to download your software.
To download directories from the Service Marketplace:
1. Go to https://service.sap.com/bosap-support.
2. Sign in with your S-User ID and password.
3. In the Download Software & Directories section, click Address directories
for Data Quality / Postalsoft.
Available directories are listed, with the exception of eLOT, which will be
presented after you select the Diversified directories (see step 6).
4. Click the item that you want to download (for example, SBOP ADDR DIR
US - DIVERSIFIED), and click it again.
5. Click Installation. Make sure that you download all corresponding files for
the same month and that you download the .zip files, not the .tgz files.
6. For each file that you want to download, click its checkbox so that a
checkmark appears, and then click Add to Download Basket.
7. If you haven’t already installed Download Manager, click Get Download
Manager to install it now. Download Manager is a Java-based utility that
allows you to download multiple products and schedule downloads for a later
time. When you click Get Download Manager, further instructions are
available to follow.
8. To add more directories, click Address Directories near the top of the page,
and repeat steps 4-6 for each remaining directory.
9. Open Download Manager on your computer and use it to complete the
download.
Downloading tips:
• Make note of the location on your computer where you download the file so
that you can locate it later.
Chapter 1: Get started
15
• If you’re not using Download Manager, it is recommended that you change
the numeric file name to something more descriptive before downloading.
For directories, consider including the directory name and its month and year
in the file name.
• If you’re using Internet Explorer, manually add the .zip extension to the file
name either when you save the file or after you download. If the extension is
missing, you may not be able to extract the files.
Install Postalsoft You can install from downloaded files or from a software CD if you ordered one.
Before you install software, close any open programs, especially antivirus
programs, which can interfere with installation. To install software, you need full
administrator rights.
To install the software from a downloaded file:
You must unzip the downloaded file, before you can install the software. If you’re
installing from CD, you can skip this section.
1. Locate the downloaded file.
When you unzip the downloaded file (in the next step), be sure that the
option to retain folder names or paths is selected in your unzip utility. (In
WinZip, the option is called “Use Folder Names.”)
2. Double-click the file that you downloaded to unzip the downloaded files.
Unzip them to a new folder.
3. Go to the new folder and double-click setup.exe to install the software.
To install the software from a CD that you ordered:
When you insert the software CD in your CD-ROM drive, the installation
program should start automatically. If it doesn’t, follow these steps:
1. Access your Windows Start menu and choose Run.
2. In the Run window, type x:\setup (where x is the letter of your CD-ROM
drive) and click OK.
Keycodes If License Manager opens during installation, type the keycode, also known as
license key, for each add-on option that you own when you are prompted to do so.
If you need to enter or edit your keycodes after installation, you can access
License Manager by choosing Start > Programs > Postalsoft Business Edition >
License Manager. You enter your keycodes just once, not each time you install an
update.
To acquire keycodes, contact your local reseller or dealer.
.NET Microsoft .NET is a software component that is used by many programs,
including Postalsoft DeskTop Mailer and Business Edition. If your system does
not have .NET version 2.0, 3.0. or 3.5 installed, the Postalsoft installer will
prompt you to go to the Microsoft Download Center
16
User Guide
(http://www.microsoft.com/downloads/en/default.aspx
.NET 2.0, 3.0, or 3.5.
) to download and install
.NET 4.0 is also available, and you can install it. However, Postalsoft
requires that version 2.0, 3.0, or 3.5 also be installed. Multiple versions can
be installed on your computer (a newer version does not overwrite an older
version).
Reboot When installation is complete, the installation program restarts your computer.
Install directories Directories are available separately from your software. To install directories, you
need full administrator rights. Before you install directories, close any open
programs, especially antivirus programs, which can interfere with installation.
Load the directories from
downloaded files or DVDs
On the SAP Service Marketplace, if you request that your directories be shipped
to you, they will be shipped on DVD. Your computer must have a DVD drive if
you want to install directories from DVD.
1. Open the software and choose File > Load Directories.
2. In the Load Directories window, select the directories that you want to install.
Diversified directories include ZIP4US.DIR and other directories
needed for presorting and address correction.
eLOT directory is used when assigning Line-of-Travel codes for carrier-
route discounts.
DPV directories are used during Delivery Point Validation processing.
DPV is required for CASS certification.
LACS
Link
directories are used to convert rural route addresses to street
addresses and other types of renaming. LACS
Link
is required for CASS
certification.
Suite
Link
directories are used during Suite
Link
processing, which adds
suite numbers to high-rise business addresses.
3. Click OK.
A Loading Options window appears for each directory that you chose to
install. When you finish loading one directory, the next Loading Options
window appears.
4. If you’re installing from DVD, insert the corresponding directory DVD as
needed. For example, when the Diversified Directory Loading Options
window appears, insert the Diversified Directory DVD.
5. In the Loading Options window, use the following options to load directories.
Repeat this step for each type of directory that you’re loading.
Option Description
Select the Location of the .ZIP
Type the path for this directory on your DVD drive or C:\ for
example. Or you can click Browse to search for the path.
File
Load Directories ToType the path where you want the directories copied. Or you
can click Browse to search for the path.
Load Copies the directories from and to the locations specified.
Chapter 1: Get started
17
Option Description
Browse Opens a window where you can search for the location that
you’re loading from or to.
Skip Advances to the next directory without loading this directory.
When you load the Diversified directories, the ZIP4US directory is installed to
the destination that you specify. Other smaller directories installed with ZIP4US
are automatically installed to your default directory installation folder.
Install GeoCensus directories
You don’t need to install all of the TIGER data. Install only the directories
with the ZIP Code ranges that you use. Refer to the readme.txt files that
comes with your GeoCensus directories to learn which directories contain the
ZIP Code ranges that you need.
To install the directories, simply copy the directory that you want from the CD
and paste it onto your hard drive or server. You can install the files in any
location. If you install more than one directory, they do not need to reside in
the same place.
For example, to install the TAgeo6. d ir file into a folder named GeoDirs in:
1. Place the TIGER Data CD with the TAgeo6.dir file into your CD-ROM
drive.
2. Open the Windows Explorer program by right-clicking My Computer
and choosing Explore from the menu.
3. Under Folders, expand My Computer, and choose your CD-ROM drive.
Select and copy the TAgeo6.dir file.
4. Navigate to your software installation directory and create a new folder,
GeoDirs. Open this folder, and paste the TAgeo6.dir file into it.
Set GeoCensus directory locations
18
User Guide
For each GeoCensus directory that you install, indicate its location by
following these steps:
1. Choose Tools > Options.
2. Click File Locations under Address Correction, and click the GeoCensus
File Locations tab.
3. Click the Browse button, and navigate to the directory where you
installed the directory file. Click Open.
4. Click OK, and click Close.
Automatic updates
Automatically install revisions and hot fixes
Software revisions and hot fixes for the version you have installed are available to
you by automatic download via the internet. Full administrator rights are required
in order to install software through automatic updates.
To choose how often you want the software to check for updates.
1. Choose Too ls > O pt io ns.
2. In the Options window, click the Software Updates button.
3. In the Software Update Options window, enter your S User ID, which is
necessary for verification of your account. If you entered your S User ID
during installation, the number is automatically filled in here for you.
4. Choose how often you want the software to check for software updates:
Option Description
Always Check Every time you open the software, the software checks online to
see if there is an update available.
Prompt Before
Checking
Never Check The software does not automatically check for software updates.
Every time you open the software, you are prompted to look for
software updates. You can choose to check at that time or dismiss
the prompt without checking.
You can check for updates manually.
5. Click OK to save your settings and close the window.
Manually check for updates
If you didn’t choose to have the software automatically check for updates, you
can manually check for updates yourself. Even if you did choose to automatically
check at startup, you can manually check at any time by following this step:
1. Choose Help > Check for Updates.
The Available Updates window opens in the following cases:
When you choose Help > Check for Updates.
When the software automatically checks for updates, if updates are available.
Updates At the Updates tab, you can see information about available software updates,
and you can choose to download or install the updates now.
Action Description
Download Click Download to retrieve the software update from the server now (copy-
ing it to your hard disk) and install it from your hard disk later.
You will be prompted for a location in which to place the downloaded soft-
ware. That is the location you access later when you install the update.
Install Click Install to install the updated software on your computer now.
Messages At the Messages tab, you can view news about your product.
Chapter 1: Get started
19
Postal directories
To correct addresses, assign codes, and presort your mail, the software uses
databases called postal directories. These directories are based on data from the
USPS. Because directory data changes and grows all the time, the USPS requires
directory updates at least every other month.
The following directories are available for use with the software.
The “x” in a directory’s file name represents a number that changes when the
directory format changes
City (cityxx.dir) The City directory contains city names, states, and ZIP Codes, organized by state
and city. This directory is relatively small because it contains one record per
possible combination of city, state, and ZIP Code.
DPV (dpvx.dir) DPV directories require 600MB of writable hard drive space. Do not rename the
DPV files. DPV directories are shipped monthly or bimonthly, your choice. The
DPV directories expire in 105 days and must be the same month as the National
ZIP+4 directory.
Delivery Statistics File (DSF.dir)
eLOT (elot.dir) eLOT data is used to prepare carrier-route mailings for Periodicals and Standard
The DSF directory is used for presorting to verify compliance with walk
sequence saturation and high density rate requirements.
Mail. The software searches the eLOT directory when you correct addresses that
contain the CRRT and LOT or LOT_Order fields. You need to use the eLOT
directory only when you prepare carrier-route mail.
Enhanced Street Lookup (zip4us.rev and zip4us.shs)
The Enhanced Street Lookup directories enhance the software’s street-name
lookup process. These directories make it possible for the software to find the
matching street name in the directories even when it can’t match the beginning
portion of the street name. With these directories, the software can compare the
last letters of the street name to find a match.
These directories are included in your Diversified Directories and are installed to
the NatlDirs folder.
Facility (facility.dir) The Facility directory contains information about USPS drop-ship facilities, such
as drop-site keys, drop-site names, and drop-site delivery addresses.
GeoCensus (TAgeox.dir)
GeoCensus directories are available with purchase of the GeoCensus option.
To assign GeoCensus codes, the software uses the U.S. Census Bureau’s TIGER
data during address correction. TIGER data is stored in 10 directory files that
total 1.5 gigabytes.
LACS
20
Link
(llk*.*) LACS
User Guide
Link
directories require 450MB of writable hard drive space. Do not rename
any of the files. LACS
Link
will not run if the file names are changed. LACS
directories are shipped monthly or bimonthly, your choice. The LACS
Link
Link
directories expire in 105 days and must be the same month as the National ZIP+4
directory.
Mail Direction (maildirect.dir)
Mail Processing Center (MPCxx.dir)
National ZIP+4 (zip4us.dir)
Reverse ZIP+4 (revzip4.dir)
The Mail Direction directory contains information about where and when mail
pieces should be dropped in order to receive discounts based on class and shape.
The USPS requires mailers who claim entry discounts to use FAST data to choose
entry points. However, in certain cases, the USPS allows exceptions. If your local
facility is granting exceptions, you may use an alternate facility directory
(maildirect_def.dir) to bypass the FAST data.
Do not use the maildirect_def.dir file if you are using the multiple entry point
feature. Bypassing FAST data is allowed only when dropping at a single entry
point.
The MPC directory is used to form and label containers and pallets. This file
contains information regarding the service areas (SCFs, ADCs, NDCs, and so on)
and is used for all mailings.
The National ZIP+4 directory contains street names, ranges of house numbers,
and postal and other codes, organized by ZIP Code. This directory is very large
(680 MB) because it contains one record per city block, building, or company. It
contains over 30 million records, representing a total of over 130 million places
where mail is delivered.
The revzip4.dir directory helps the software to assign more postal codes when the
address contains a unique ZIP and a valid ZIP+4.
Link
Suite
ZIP City File (zcfxx.dir)
(slk*.*) Suite
Link
directories contain suite information for business addresses.
The ZCF directory contains city names, states, and ZIP Codes, organized by ZIP
Code. This directory is relatively small because it contains one record per
possible combination of city, state, and ZIP Code.
Zone (zone.dir) The Zone directory is used for presorting to calculate postage based on the
distance between entry and delivery offices. This file is used for Periodicals and
Package Services BPM mailings.
Labeling list changes The USPS frequently updates labeling lists, and those updates are reflected in the
directories that you receive for use with the software. To read about labeling-list
changes, see the USPS Postal Bulletins, available at
http://www.usps.com/cpim/ftp/bulletin/pb.htm
.
Chapter 1: Get started
21
Directory release schedule
Because directory data changes and grows all the time, the USPS requires
directory updates at least every other month. Your directories are provided every
month.
For a list of directory installation and expiration dates, see the
directoryinstall.html file, which is bundled with your directories.
Monthly updates Your monthly update includes the following directories:
ZIP4US directory
DSF directory
MPC directory
Facility and Mail Direction directories
DPV directories
LACS
Suite
Other directories
Downloads You can download updated directories from
https://service.sap.com/bosap-support
Link
directories
Link
directories
.
Facility and Mail Direction directories
The facility.dir and maildirect.dir directories are included in your directory
download and are loaded appropriately during the directory installation process.
However, the USPS updates FAST data continually, and you may want access to
this updated data more frequently. Therefore, updated FAST directories are
posted on the second Thursday of each month. If the second Thursday falls on a
holiday, then the directories are available the day before.
To download the directories:
1. Log in at https://service.sap.com/bosap-support.
2. Click the Mail Direction Files for Data Quality / Postalsoft link.
3. Select the maildirection.zip file to download.
4. When prompted, save the .zip file to a temporary area (for example, c:\temp\
dirs). The .zip file contains both facility.dir and maildirect.dir. The .zip file
also includes .upd files, which you can ignore.
5. After the file is downloaded, double-click the .zip file and unzip the
facility.dir and maildirect.dir files into the location where directories are
currently installed (by default, c:\Postalsoft\NatlDirs).
22
User Guide
Prepare for printing
Before you can print with this software, you must connect printer cables, load
paper, and set controls on your printer. Refer to your printer’s manual for details.
You install a printer driver to enable communication between your computer and
your printer. If your printer’s manufacturer or Windows itself supplies the driver
for your printer, install that driver by following the instructions in your printer’s
manual or Windows manual.
If your printer’s manufacturer or Windows does not supply a driver, consult your
printer’s manual to see if the printer emulates another printer whose driver is
available. If so, install that driver. You may need to set some front-panel controls
on your printer to enable this emulation. Refer to your printer’s manual for
details.
Some printers require a text-only printer driver. Label Toolbox offers a Generic
Text driver, which comes installed with your software (there is no need to do a
separate installation). To set up and use the Generic Text driver, see “Design and
print labels” on page 265.
Chapter 1: Get started
23
24
User Guide
Chapter 2:
Mailing list files
This chapter describes the three files that store your mailing list information:
Mailing description file (.mdf)
Database file (.dbf)
Index file (.cdx)
Chapter 2: Mailing list files
25
Three file types
Mailing description file (.mdf)
The file you create and work in is called the mailing description file. It has the
extension of .mdf (for example, customer.mdf). Think of the mailing description
file as a tool you use to view and manipulate the information in the database. In
the mailing description file, you can perform certain tasks with the information
stored in the database file (such as correcting addresses).
The mailing description file contains many of your settings. These settings stay
with your mailing description file and will not change until you change them.
Two or more users cannot access the same mailing description file
simultaneously. For example, if Mary is working in the customer.mdf file on her
computer, John cannot open and work in the customer.mdf file on his computer
at the same time.
Database file (.dbf) The database file (.dbf) contains data for every field in every record and is dBase-
compatible. Typically the data includes name and address information. However,
you can create your own non-address fields.
Data that you add is placed into the database file. When you add a new record,
other users sharing the same database file will then have access to that new
record.
The database file doesn’t have to be named with the same root name as your
mailing description file. And you can have more than one .mdf file associated
with a .dbf file. For example, you could have a database file called main.dbf, and
it could be associated with customer.mdf, fallsale.mdf, and select.mdf.
Index file (.cdx) The index file keeps track of which fields are indexed—that is, which fields you
can sort by (last name, ZIP Code, and so on). The index file is connected to the
database file and is updated each time you add or change data. It has the extension
of .cdx (for example, main.cdx).
The index file’s root name will always be the same as the database (.dbf) file’s
root name.
26
User Guide
Database permissions
Using multiple mailing description files that are associated with one database file,
more than one user can access the database file at the same time. An advantage to
database sharing is that you can perform an operation without locking up the
whole database file for long periods of time.
Database permissions control the access you and others have to the database file
you’re using. You set database permissions when you create a new file. To change
permissions later, choose File > Properties > Document, Database Permissions.
Your access These database permissions control your access to the database file:
Database permission Description
Read Only Allows you to view the database file, but you cannot make
changes or perform procedures such as address correction.
Use this setting if you only need to refer to the file and want
to ensure you don’t inadvertently make any changes.
Read/Write Gives you full access to the database file.
Others’ access These database permissions control other users’ access:
Database permission Description
None
(Exclusive mode)
Prevents other from accessing the database file while you’re using it. Operations that
require Exclusive mode:
Changing fields’ properties (File > Properties > Database). Exception: You may change
a field’s kind, and coded and hidden attributes without exclusive access.
Removing deleted records (Tools > Remove Deleted Records).
Reindexing (Tools > Reindex).
Restoring the database file (File > Restore Database).
All operations on multiple records run faster in Exclusive mode, especially:
Assigning addresses (Tools > Correct Address > Multi-record).
Presorting (Tools > Presort > Sort).
Printing address labels (Print > Labels).
Processing duplicate records (Tools > Merge/Purge).
Read Only
(Read Shared mode)
Read and Write
(Write Shared mode)
Allows others to view the database file you’re using. They will not be able to make any
changes or additions to the file.
Allows others access to the database file while you’re using it. Other users cannot have
exclusive access while you have the file open, however.
While in this mode, the individual record you’re working on is locked so other users cannot alter that record. When you leave the record, it becomes available again. If someone
else is altering a record that you try to access, you will get a message stating that the
record is currently locked. You can choose Retry to keep trying to access the record. You
will gain access as soon as the other user goes on to another record.
Important:
specify the database file. In order to use a database from a remote machine, you must use
a mapped drive to the database file.
This software does not support the Universal Naming Convention path to
Chapter 2: Mailing list files
27
28
User Guide
Chapter 3:
Create a mailing list
Before you can arrange your file’s layout, you must understand the elements that
make up an effective layout. This chapter describes those elements and special
features in designing your file’s layout, including:
Planning your layout
Understanding field properties
Using the default layout
Fine-tuning your layout
Chapter 3: Create a mailing list
29
Plan your layout
What is layout? A layout consists of a combination of fields in a record and the characteristics of
those fields. Fields are the components that make up your record.
For example, your record may contain a name, which can be broken down into
first name, middle name, and last name fields.
What fields should you use?
Choosing the right fields for your layout is important. You should include in your
layout all fields that you might need, even if you don’t need them right away or
only need them for a few records. However, choosing a layout with unnecessary
fields or fields larger than necessary wastes disk space and slows performance.
Ask yourself what kind of information you’ll want to keep track of. What data
will you want to maintain for each or most records? What data will you add
through processing?
After you establish a list of fields, compare them to the default list of fields. You
can add or subtract fields from the default layout to match the fields you have
selected. You can also create your own fields to match special fields you may
have.
See “The default layout” on page 33 and “Fields” on page 317.
30
User Guide
Field properties
To access field properties, choose File > Properties > Database.
Name A field’s name tells you what information that field holds. You can name fields
anything you want. What’s important is that you name your fields so they make
sense to you and other people using the file.
The field name must be 1 to 10 characters long and must start with a letter.
Remaining characters may be letters, numbers, or the underscore character.
Kind A field’s kind tells the software what to expect in that field. This way, regardless
of the field’s name, the software knows where to look for the information it needs
when assigning addresses and searching for duplicate records, for example.
A field containing a record’s ZIP Code could be named ZIP, or Postalcode, but its
kind can only be ZIP (5-digit), ZIP/ZIP+4 (12345-6789), or ZIP/ZIP+4 No Dash
(123456789). These are the established field kinds for a ZIP Code field.
Fields that don’t have any special mailing significance and unique fields you
create must have a field kind of Normal.
Type A field’s type tells the software what type of information to expect in the field.
For example, the software expects to find letters, numbers, or punctuation marks
in a character field. Most fields are character-type fields.
Type Description
Character A character field holds any characters, such as letters, numbers, punctuation
marks, and so on.
Number A number field holds a numeric quantity. Don’t use for ZIP Codes, Social
Security numbers or other numbers that aren’t meant to be calculated mathematically. May have zero or more decimal places specified.
Note:
A number field in Data Sheet view is displayed right justified for eas-
ier viewing of numeric data.
Logical Accepted data includes only T, F, Y, N, (for “true,” “false,” “yes,” or “no”).
Date Date fields contain date data. Values must be in the format mm/dd/yyyy (08/
13/1999) or yyyymmdd (19990813).
Memo The memo field may be present in the layout for compatibility with other
applications using FoxPro compatible memos (
always hidden, and memo data cannot be accessed. We recommend that you
do not select this type. The software cannot open or create files with dBase
memo fields (
Length This is the maximum number of characters allowed in the field. For example, the
.dbt
file).
.fpt
file). Memo fields are
State field’s maximum length is 2. The maximum length for any field is 254. You
shouldn’t set a field length longer than necessary because it will slow
performance and waste disk space.
Chapter 3: Create a mailing list
31
Decimal places This field property applies only to fields that are true decimal numbers. It defines
the number of decimal places, often zero, in the field. You need to state the
number of decimal places in a number field.
Indexed If a field is indexed, you can view and print records in order by this field. For
example, if the ZIP Code field is indexed, the software can arrange your file in
ZIP Code order, which is useful during address correction. This type of index is
called a simple index. Having many indexed fields will slow your program
somewhat and use additional disk space and memory.
Coded Coded fields accept only certain text that you designate in a separate file. For
example, you could use a coded field to define regions. Then you can select
Eastern, Midwest, or Western as possible choices for the coded field. Refer to the
online help for instructions on how to create a coded field and a code profile.
Hidden Hidden fields are not displayed on screen. Most of the time, you will want to be
able to see fields on screen. However, you may want a hidden field to protect the
confidentiality of information in your records.
32
User Guide
The default layout
When you create a new database (File > New), the software automatically
includes the most commonly used fields in the layout. You can alter these fields
or delete them from the layout if you want. You can also add other fields to the
layout if you need to.
Note: If you create a new file using an existing database, the software uses the
fields that exist in the database. If you create a new file and choose to create a
new database, the software uses the default layout.
The following fields are included in the default layout. See “Fields” on page 317
for details about these and other fields.
FIRST
LAST
COMPANY
ADDRESS_1
ADDRESS_2
CITY
STATE
ZIP
DP2
CRRT
LOT
LOT_Ord
ERR_STAT
PST_SEQNUM
LACS_CODE
LACS_REQ
LACS
DPV_STATUS
DPV_CMRA
DPV_NOSTAT
DPV_VACANT
Create your own default layout
The default layout provides a good starting point for you. If our default layout has
everything you need, you won’t need to change a thing! However, if you find that
you consistently have to change the default layout, you can create your own.
When you create your own default layout, it is used for new files.
To set up your default layout, choose Tools > Options and then click Default
Database Properties button.
Chapter 3: Create a mailing list
33
Fine-tune your layout
You can design your layout exactly the way you want. To edit an existing layout,
choose File > Properties > Database.
Make custom fields If you need a field in your layout that is not one of the default or predefined fields,
you can create it by choosing the Normal Field kind and giving the field a name
and other properties of your choice. See the online help topic, “Add a field to the
layout of new .mdf file.”
Copy another file’s layout
Add fields to your layout
Delete fields from your layout
You can adopt another file’s layout if it fits in with how you want to manage your
new file. When you copy another file’s layout, you are only copying the other
file’s field properties, not the contents of those fields. After copying another file’s
layout, you can make any necessary changes, such as adding or deleting fields.
The following elements are copied from the other file’s layout:
Settings in Print > Printing Options, including options in the Printers and
Printer Fonts tabs
Presort settings in Tools > Presort > Sort Settings
Data form design
Field components (such as length, type, kind, and so on)
CASS mailer information
Database options set in File > Properties > Document > Database input
You can have up to 255 fields in your layout. You can add predefined fields or
your own fields (custom fields) to the beginning, middle, or end of the layout. See
“Fields” on page 317.
You can remove predefined or custom fields from the layout if you know that you
won’t need or use those fields. For example, you may not need the Phone field,
which is included in the default layout.
Change a field’s properties
Reuse job settings with a different database
34
User Guide
Caution: If you delete a field from your layout and the database file already
!
contains records with information in that field, you will permanently lose all
information in that field.
You can change the property of a field that is already in your layout. For example,
if you discover you have given a character-type field a numeric-type property,
you can go back to your layout and change the type to character. See the online
help for complete instructions.
If you would like to use the same job settings but with a different database, you
can choose a different database file for the current mailing description file. This
database file must have the exact layout as the current layout; you will not be able
to switch databases unless the layout is exactly the same.
To choose a different database file, choose File > Properties > Document, and
click Browse.
Chapter 4:
Import and export data
In this chapter you will learn:
How imported and exported data is interpreted
Components that are important to the process
The strategy behind choosing these components
Chapter 4: Import and export data
35
Introduction
Definitions Import: Add records from a separate file to your database.
Export: Create a separate file of records from your database.
Reasons to import and export files
You can import files into the software so that you can perform a variety of tasks
on those incoming records. For example, you can:
Parse name and address data
Correct addresses
Assign gender codes, prefixes, and greetings
Find and process duplicate records
Presort and calculate postage
Print address labels in presort order
Print container labels
Generate USPS and other reports
You may, in turn, export these processed files. For example, you may want to sell
the list to another company or export to Microsoft Word Mail Merge documents.
Import You can import an entire file or just certain records; choose File > Import. You
can import data even though the incoming list may differ in its layout. The list
you import may have:
Different field names, sizes, or types
Additional or fewer fields than your data file
Fields in a different order
First and last names in one field
City, state, and ZIP Code in one field
ZIP Code and ZIP+4 extension in separate fields
Separate fields for each address component
Export You can export all or just some records from your database to another file. To
access the Export option, choose File > Export.
If you want to export a file for use with a specific program, check the
documentation for that program to find out what formats it can read.
36
User Guide
Import and export considerations
Consider the following factors before you decide to import or export files.
Check available drive space
Before you import or export, make sure you have enough available disk space. To
check available space on your local drive, choose Help > About Postalsoft.
You can estimate the number of kilobytes (KB) required for importing or
exporting a file by dividing the number of records by two. A file of 1,000 records
would require at least 500 KB of free hard disk space.
File size The software does not support importing or exporting files larger than 2 gigabytes
(GB).
Media compatibility To transfer data between computers, the computers on each end of the import/
export process must use the same media types (CD ROM or ZIP disks, for
example). When exporting data, if your computer supports several different
media, you may want to ask the person receiving the data what format they
require.
Foreign characters The software does not support importing or exporting databases that contain
foreign characters.
Chapter 4: Import and export data
37
File format
You can import and/or export the following types of files.
Format Import Export
ASCII delimited (
ASCII fixed-length (
dBase compatible (
Data Interchange Format (
Microsoft Access 97/2000/2002/2007 (
Microsoft Excel 2000/2002/2007 (
Microsoft Word mail-merge (
Link
NCOA
Note: This format is specifically for use when sending data
to Lorton Data for NCOA
.txt
or
.csv
) yes yes
.txt
) yes yes
.dbf
) yes yes
.dif
) yes yes
.mdb
or
.accdb
) yes 2000/2002 only
.xls
or
.xlsx
) yes no
.doc
) no yes
Link
processing (not through
Extended Services). See “NCOALink export” on page 123
for more information.
no yes
38
User Guide
Associate fields
You indicate which fields you want to import or export and where to place their
data. The field association window appears when you import or export files as
part of the Import or Export wizard (File > Import or File > Export).
When exporting Associating fields for export is simple: Choose the fields you want to export and
then map them to numbered fields (Field1, Field2, and so on).
When importing When you import data, you associate the incoming fields so that the software
knows what to expect when it receives the incoming data. Then the software can
correctly arrange the incoming fields according to your layout. There is some
strategy involved in the import process. Let’s look at some examples.
Import example An incoming file contains name data in a Name field. The information varies in
the Name field—sometimes it contains a last name, first name, and middle initial,
sometimes it doesn’t have a middle initial.
ABBASSI, SAHIR 6709 HORNWOOD #32 HOUSTON TX 770740000
ABBOTT, ROBERT J 535 GLENCOE CT SHERWOOD OR 971400000
ABEL, KELLY 1706 STACY DR LONGVIEW TX 756050000
Field association
Imported data
ABRAMS, DAVID G 410 DENNYWOOD DRIV NASHVILLE TN 372140000
In this example, we would specify that the incoming Name field is in the format
“Last+First+Middle.” Even though some of the incoming records don’t contain
middle initials, you still should associate using the middle initial or else you
would lose the middle initial from the records containing them.
Incoming file field name Associated field name
Name Last + First + Middle
Incoming file Layout
Name First Middle Last
Abbassi, Sahir Sahir Abbassi
Abbott, Robert J Robert J Abbott
Abel, Kelly Kelly Abel
Abrams, David G David G Abrams
Import example 2 You associate fields for address elements, as well. Your incoming file may
contain a ZIP Code in a field called ZIP, and that ZIP Code includes the four-digit
add-on with no dash.
Chapter 4: Import and export data
39
You could set up your layout to have a ZIP/ZIP+4 field kind, and then associate
the incoming ZIP field with the ZIP field (with a field kind of ZIP/ZIP+4).
Incoming file Layout
ZIP ZIP Code (field kind = ZIP/ZIP+4)
188333392 18833-3392
Remember, the name of the field is arbitrary. The important element is the field
kind.
Concatenate fields on import
Incoming field
The imported file contains a separate
field for each address element
Sometimes your database has separate fields for address elements. If you want to
import the elements into one field, it’s called concatenating fields.
Sample data
213 NW Badger Street
South Suite 52
Destination fields
All of these address elements are placed into one field called
Address_1.
Pre Directional NW Pre-directional part of address
Post Directional South Post-directional part of address
Primary Name Badger Primary name part of address
Primary Range 213 Primary range part of address
Street Suffix Street Street suffix part of address
Unit Designator Suite Unit designator part of address
Secondary Range 52 Secondary range part of address
Concatenate fields on export
You can concatenate fields during the export process in the Export Fields
window. For example, you may want to export one field that contains the data,
“Last, First” instead of two separate name fields.
Each concatenated field that you save is automatically loaded in the fields list
during export, if it contains valid database fields. You can edit and delete any of
the concatenated fields you create; click the Edit field or Remove field button.
40
Click the New field button to create your own concatenated field. In the Custom
Field Export window:
1. Click the Field/Constant drop-down list, and choose a field or a constant,
such as a comma or a dash, or type your own constant text. For this example,
choose the field, Last.
2. Click the Concatenation drop-down list, and choose & (one space) or
+ (no space) between the fields or constants. For this example, choose
+ (no space).
3. Repeat steps 2 - 3 until you have created your concatenated field.
4. In the Field Name box, enter a descriptive name.
5. Click OK, and complete your export.
User Guide
Access a dBase file
If you have a dBase file that you’d like to use in the software, you can either
import all or part of the file or use the whole dBase file.
Use the whole dBase file if:
You want to use all the records in the dBase file.
You don’t want to append the data to an existing file.
To use a whole dBase file, choose File > New, enter the dBase file’s name in the
File Name box and select Use Existing Data File. Then enter an .mdf name.
Import the dBase file if:
You want to append all or part of the dBase file to an existing file.
Your dBase file doesn’t have fields you’ll need for presorting (for example, if
The file contains fields that you want parsed (for example, if first and last
The dBase file has memo fields using a FoxPro memo file (.fpt extension). If
city, state, and ZIP Code information is all in a single field).
name are in the same field, and you want them in separate fields).
the .fpt file is not present, you won’t be able to import the file.
Copy the .dbf file If you want to use the software’s .dbf file in another program, it is recommended
that you make a copy of the .dbf file to use in the other program.
Some programs claiming to be dBase-compatible do not write files that are fully
dBase-compatible. If another program writes erroneous or incompatible data into
the .dbf file, your entire database could be corrupted or unreadable when you
open it with this software.
Some programs claim to export dBase-compatible files, but their field names are
not actually dBase-compatible. Make sure your field names are 1 to 10 characters
long; start with a letter; and contain only letters, digits, and the underscore
character.
!
Important: Do not use a word processor to open or modify .mdf, .dbf,
or .cdx files. Doing so may cause file corruption, loss of data, errors, or
system crashes.
Chapter 4: Import and export data
41
Import an Access table
To successfully import Microsoft Access data, plan ahead. Microsoft Access
tables have many field types that don’t have a corresponding field type in the
software.
After you import the file, check your data to make sure that the fields imported as
you expected. If you have lost data, or some fields imported incorrectly, you may
want to try importing again after making field adjustments in the software.
One table at a time You can import one table at a time from Access. If you want to import more than
one table from the Access file, you can perform the import process multiple times
until you have included all of the tables you need.
Keep in mind that when you import multiple tables from one Access file, any
subsequent table imported will result in additional records. Do not expect data
related to the records already imported to be added to the existing records.
Example Let’s say you want to import two tables from an Access file. Table A contains
names and companies for 1000 records. Table B contains addresses for the same
1000 records, but does not contain the names. The results from importing both
tables will equal 2000 records: 1000 with names but no addresses, and 1000 with
addresses, but no names.
Follow the guidelines below when importing Access tables.
Decide which fields to import
How to avoid truncated and lost data
Import the same field types
Before you import, examine the fields and data types in the Access table and
decide which fields you want to import.
If you import data into an existing file, decide how you will match the Access
fields to the existing fields. Adjust field lengths in the software whenever
possible to avoid losing data.
If you import to a new file, set up your fields and field types with the Access
field types in mind.
When importing text- and memo-type Access fields to character-type fields,
data will be truncated (lost) if it exceeds the target field length.
When importing date/time data, time data will be lost.
When importing Currency, AutoNumber, and Number data types to number-
type fields, imported data may not correctly reflect the original number or
value.
See also “Field association” on page 43.
Avoid importing fields that don’t have the same field type. Match non-text type
fields to None in the Associate Fields window. When you do this, those fields
don’t import.
42
If you decide to import non-text Access fields (like numbers), see “Field
association” on page 43 for a list of non-text Microsoft Access fields and the field
types you should match them to.
User Guide
Field association The chart below shows non-text Access fields (and one text field type) and the
field types that you should match them to. The Conversion results column lists
the limitations you should be aware of.
Microsoft Access field Field after importing
Data type Field size prop-
erty
AutoNumber Long integer Num
Data type Conversion results
Results are undefined if the value is too large for
0 decimal places
the target field length. The software won’t add
numbers or verify uniqueness.
Currency Currency Num
2 decimal places
Results are undefined if the value is too large for
the target field length.
Date/Time N/A Date Only the date portion is imported.
Memo N/A Char Data is truncated if it exceeds the target field
length. This field can only be imported to Chartype fields because displaying or editing Memo
fields is not supported in the software.
Number Long integer Num
0 decimal places
Number Double Num
2 decimal places
Results are undefined if the value is too large for
the target field length.
Results are undefined if the value is too large for
the target field length or if the value has decimal
places set at a number other than 2.
Number Integer Num
0 decimal places
Number Single Num
2 decimal places
Results are undefined if the value is too large for
the target field length.
Results are undefined if the value is too large for
the target field length or if the value has decimal
places set at a number other than 2.
Text N/A Char Data is truncated if it exceeds the targeted field
length.
Yes/No N/A Logical Imports with no problems.
Byte
Replication ID
Cannot import.
OLE objects
Link
Chapter 4: Import and export data
43
The enhanced import process
While importing data, the software can intelligently parse the data. Parsing is
especially useful when the file that you import is not formatted consistently or has
multi-line fields (for example, city, state, and ZIP Code data in one field).
With the enhanced import process, you must set up your record layout
appropriately before importing, and you still need to associate fields.
Parsed fields The software can identify the following data in discrete or multi-line fields:
Names and title of people
Company names
Street addresses
City names
State abbreviations
State names (only in discrete fields)
ZIP and ZIP+4 Codes
How the enhanced import works
Add fields to your layout
Start the enhanced import process
When the software processes your import file, it breaks certain fields into words.
The software looks these words up in parsing dictionaries. These dictionaries help
determine what type of data each word might be.
For example, if the City field incorrectly contains both city and state data such as
Chicago, IL, the dictionary reveals that Chicago is a city name and that IL is a
state abbreviation.
After the software determines what the word is, it populates the designated field
with that data. In the Chicago, IL example, the City field is still populated with
Chicago, but IL is moved to the State field. The punctuation is deleted.
Before you import your data, add the Import Error and Import Extra 1-3 fields to
your record layout. See “Fields” on page 317 for more information about these
fields.
Choose File > Properties > Database to add these fields.
After you add the necessary fields to your layout, you can start to import your
data using the enhanced import process. To start, follow these instructions:
1. Choose File > Import.
2. Navigate to and select the file that you want to import. Click OK.
3. Choose the file format from the list, if necessary. Select Override Input
Mapping for Naming and Address Data in Wrong Fields, and keep Save
Unidentifiable Data in the Fields Extra 1, Extra 2, and Extra 3 selected if
these fields are in your layout (recommended). Click Next.
4. If necessary, define any other import settings such as your ASCII text format.
Click Next until you reach the Associate Imported Fields window.
Map your fields In the Associate Imported Fields window, map your imported fields to one of the
following expected destination field kinds or split/merge fields.
44
User Guide
Field kinds Split fields Merge fields
Company name Name (to be parsed) 5-digit part of ZIP Code
Street address line 1 City + State + ZIP Code 4-digit part of ZIP Code
Street address line 2 City + State
City City + ZIP Code
State State + ZIP Code
ZIP/ZIP+4 (98765-4321)
ZIP/ZIP+4 no dash (987654321)
ZIP 5-digit part only
ZIP 4-digit add-on part
When you map an imported field to one listed in the Field Kinds column, the
software can identify any data not appropriate for that field. See “How the
enhanced import works” on page 44. Also see “Examples of unidentifiable data”
on page 45.
The split and merge fields have special actions when you map to them.
Split fields The split fields break up data in multi-line fields into discrete fields. For example,
if you have one field in your imported file that contains city, state, and ZIP Code,
you can map this field to the City+State+ZIP Code field. The software parses this
data into the discrete city, state, and ZIP Code fields that you set up in your
Record Layout.
Merge fields The merge fields combine the discrete 5-digit ZIP Code field and the discrete 4-
digit ZIP Code field from your imported file into one ZIP/ZIP+4 field in your file.
Cannot map fields twice The same importing rules still apply for the enhanced import as the basic import
process. Therefore, you cannot map two different imported fields to the same
destination field, even when using a split or merge field.
Finish your import After you have set up your field mappings, click the Finish button. The software
processes your import file. Large files may take longer with the enhanced import
process than they would with the basic importing process. You can view the
progress bar during processing.
When the import is complete, choose View > Data Sheet to see the changes to
your input file, and to scan for any errors. You may have to fix certain records
yourself if the software could not identify the data.
Examples of unidentifiable data
Common cases of unidentifiable data:
Typographical errors
Data entered in the wrong field
State names entered rather than state abbreviation
Address, city, and state combined in one field.
Chapter 4: Import and export data
45
46
User Guide
Chapter 5:
Manage your data
This chapter explains the importance of:
Backing up your data
Entering data
Managing your data
Indexing the database
Importing and exporting Settings Library components
Chapter 5: Manage your data
47
Database location
It is a good practice to keep your data files in a data directory that is separate from
the software installation directory. In this way, when you perform a backup of
your data files, they are all in one location.
You can change the location where the software looks for files when you use File
> Open.
Change the default location
Choose Tools > Options > Main File Locations button, and enter the new default
location in the Data section, or click Browse to search for or create the location.
After this is set, the next time you open a file using File > Open or the Open icon
on the toolbar, the software opens the new directory you have set, and the Open
window lists all the files in the location you specified.
48
User Guide
Enter data in your file
When you open your mailing description file, you are also opening the database
file. When you enter information into your mailing description file (adding and
editing records), you are entering data into your database file. If other users are
sharing the database file through their mailing description files, they will also
share the new information you are adding.
!
Caution: You can permanently delete shared information from the
database file by eliminating data in fields or deleting fields in the layout.
There are two ways to view your database file.
The Data Form view offers a view of your database one record at a time.
The Data Sheet view shows records in a spreadsheet-like format.
Data Form view To access the View Data Form option, choose View > Data Form. You can move
from field to field by pressing the Tab key. The fields are highlighted as you tab
through the record.
Data Sheet view To access Data Sheet view, select View > Data Sheet. See multiple records and
use the scroll bars to view additional records in Data Sheet view. You can resize,
rearrange, and hide columns without switching to a separate design window.
Click a cell to edit or change the information in that cell.
Chapter 5: Manage your data
49
Manage your data
The software provides many techniques and shortcuts for managing your data.
Whether you want to add repetitive data or delete a specific group of records, the
software provides the tools you need.
Use default data To work with default fields, use these commands:
Edit > Set Default Field
Edit > Get Default Field
Edit > Get All Default Fields
Edit > Remove Default Field
If you need to enter numerous records that have the same data for one or more
fields (for example, the same city and state), you can save a default value for
these fields. Then you can enter the saved values very quickly, without having to
retype them. You can set one or more default fields and then recall them one at a
time or all at once.
First you save the default data (the data that is the same in each record). Then you
recall the default data to paste it into another record.
You can also clear, or remove, a default field to reset it to blank.
Enter data in coded fields
Entering data into a coded field is the same as entering data in any other field,
except that when you leave a coded field, the software checks the data entered
against a list of valid codes you created (called a code profile). This means that
the coded field can only contain certain defined data. To see if a field is coded,
choose File > Properties > Database.
You can add codes to the list of valid codes while you are working in the
software. When you leave a coded field, if the code entered isn’t a valid code, you
can add it or cancel. You can remove entries from your code profile.
Save notes You can save notes with each mailing description file. Notes are details about the
database, such as when it was created and changed, or whatever you like. To enter
notes, choose File > Properties > Document, File Information tab.
Select records Before performing any action on your data, you can select certain records. To
select certain records, choose Records > Select. Then, you can perform the action
on just the selected records.
For example, you may need to perform address correction for only a certain
geographical area, such as Wisconsin, Minnesota, and Iowa. To do this, before
beginning the address correction, you could select records whose State fields
contain WI, MN, or IA. Then, when you correct addresses, you would choose to
include only the selected records.
Search for a record You can search through your records by choosing Search > Find or Search > Go
To Page Up or by pressing Page Down. You can search for a specific record or
casually browse through your records.
50
User Guide
Delete records You can delete records one at a time or in a group (Edit > Delete Record or
Records > Delete Selected).
Deleted records still reside in the database and are available to you in case you
need to access them again. You can even display deleted records (View > Deleted
Records). If you want to include deleted records in an operation, you must
include deleted records in your current view.
You can un-delete deleted records too. Once they are un-deleted, they can be
viewed with the non-deleted records (View > Non-Deleted Records).
Deleted records are not truly deleted. They’re simply marked for deletion. To
permanently purge them from your database, you must “remove” them (see
“Remove deleted records” on page 51).
Recover records You can undelete records one at a time or in a group (Edit > Undelete Record or
Records > Undelete Selected). When you un-delete records, you make them an
active part of your database again.
To undelete records, follow these steps:
1. Choose View > Deleted Records.
2. Choose Records > Select > All Records (or use selection criteria).
3. Choose Records > Un-Delete Selected.
4. Choose View > Non-deleted Records.
5. Choose Records > Un-Select All Records.
This process will work only if you have not deleted records via Tools >
Remove Deleted Records
Remove deleted records
The software does not automatically, permanently remove records that you delete
in case you need to access them again in the future. To permanently purge deleted
records from your database, you must remove them (Exclusive mode only: Tools
> Remove Deleted Records).
When you remove deleted records, the software assigns each remaining record a
new record number.
!
Important: If you export to NCOA
must not remove deleted records until you have merged the NCOA
Link
or perform an ACS mailing, you
Link
ACS data back into your database.
Change capitalization You can convert the data in your records or just certain fields in your records to
UPPERCASE, lowercase, or Mixed Case. To change casing, choose Records >
Change Case. You can perform this case conversion on all records, the current
record, or just certain records that you select.
or
You can also convert the capitalization of your address data or all fields during
address correction.
If there are unusual names that require special capitalization treatment, you can
add them to the mixed case table (mixcase.tbl), which is located in the System
Chapter 5: Manage your data
51
subdirectory where the software is located. Use Notepad or other text editor to
open the file. After you add the words, save and close the file.
Replace text in fields You can replace text in a field in selected records (Records > Replace). This is
useful if you want to make your records more consistent. For example, you could
replace all occurrences of “Incorporated” with “Inc.” in a Company field.
It’s a good idea to make a backup of your file before replacing text in fields, in
case you change something you didn’t intend to change.
Change the
characteristics of your
Change the characteristics of your fields in the database file by going to the
Record Layout window (File > Properties > Database), where you can:
fields
Add fields to the layout
Delete fields from the layout
Edit field properties
Rearrange field order
The changes you make here affect your database file.
Change the data entry sequence
Change the position of the fields on your screen or the data entry sequence in
your .mdf file. Changes you make here affect only the .mdf file and won’t affect
your database file.
In Data Form view, switch to Data Form Design (View > Data Form design) and
drag and drop the fields in the order you prefer.
In Data Sheet view (View > Data Sheet), drag and drop the columns in the order
you prefer.
Save your work You do not have to save your file as you work because the software automatically
updates the database file as each record is changed. The software saves the
mailing description file (.mdf) each time you exit the program and each time you
save.
52
Tip: You can make backup copies of your files and store them in a separate
folder. Use Windows Explorer, select the file’s .mdf, .dbf, and .cdx and
choose Edit > Copy. Then paste them in a different location.
User Guide
Index your database
You can create simple and complex indexes, which affect the order in which
records are viewed in Data Sheet and Data Form views. You can also export and
print non-presorted labels in order by an index.
To sort your records according to an index, select it from the Index drop-down
list, or choose Records > Indexed By.
Simple index With a simple index, you can arrange your records in order by any field that is
indexed. For example, if the last-name field is indexed, you can arrange your
records by last name.
A simple index is based on one field, such as last name or ZIP Code.
Create a simple index To index a field:
1. Choose File > Properties > Database.
2. Select the Indexed option in the field’s row.
3. Click OK when finished.
Complex index With a complex index, you can sort your records by more than one field, and by
just specific parts of fields. For example, arrange your records by last name
within each ZIP Code. When you create a complex index, you are joining
expressions together.
Create a complex index To create a complex index:
1. Choose File > Properties > Document, Database Permissions tab, and
switch to Exclusive Mode.
2. Choose File > Properties > Indexes.
3. Click Insert Index to create a new index.
4. Enter a unique name for the new index in the Index Name column.
5. Click the Modify button to set up the index.
6. Click the first field you want in your index.
7. Select field attributes for the highlighted field.
8. Click Insert Expression.
9. Repeat steps 6-8 for all fields you want to include in your complex index.
10. Click OK.
Chapter 5: Manage your data
53
How to work with several lists
You can have up to eight mailing description files open at once. Arrange the files
side-by-side (Windows > Tile Horizontally, or Windows > Tile Vertically) or in
an overlapping pattern (Windows > Cascade).
Copy records between files
You can copy records (Edit > Copy Record) from one file to another, either one
record at a time, or as part of a group. After copying or cutting a record, you can
paste (Edit > Paste Record) it into another file; you can even paste it into a wordprocessing document, if you like.
When you copy records from one file to another, the records are appended to the
target list. The order depends on the current index order of the source file.
Tip: If you need to copy a lot of records to another file, it may be faster to
export those records by criteria (in the dBase format), and then open the
exported file in if you’re creating a new database. Or you could import the file
you exported into an existing database.
54
User Guide
Settings Library
You can save and re-use components in the Settings Library. Components are
groups of settings. By using the Settings Library, you can save time by not having
to set up a particular area again.
You can save the following components in the Settings Library and load them in
other jobs:
Import settings
Export settings
Record layout settings
Record search/selection settings
Presort settings including mail piece information, entry point or plan, presort
schemes, and mailing information
Save and load components
The Settings Library Save and Load buttons appear in every window where it is
possible to save and load Settings Library components.
For example, in the Record Layout window (File > Properties > Database), click
Save Record Layout to create a record layout component. Click the Load Record
Layout button to access a record layout component that was previously saved.
Edit your component You can edit your saved components. When in any of the Settings Library: Save
windows, type the exact name of the component you want to overwrite in the
Name field. The current settings replace the settings in the saved component.
Manage Settings Library
Choose Tools > Options, and click the Manage Settings Library button. In the
Manage Settings Library window, import and export components for use on more
than one computer. For example, perhaps you have two computers in your office
that run this software. Instead of starting a new job on your computer, you can
share Settings Library components, such as presort or record layout components.
Import and export Settings Library components
If you run the software on more than one computer or if you update to a new
computer, you can transfer components from one computer to another by
exporting and importing the components. Importing and exporting components
between computers can save you a lot of setup time.
How to export
components
To export a Settings Library component:
1. Choose Too ls > O pt io ns, and click the Manage Settings Library button.
2. Select the component(s) you want to export.
3. Click the Export button.
4. Navigate to the location you want to save the component.
5. Type the file name for the component, and click Save. All selected
components are saved in one .xml file.
6. Click OK to close the successful export message.
Chapter 5: Manage your data
55
Transfer your components After you export component(s), you can transfer the saved .xml file to the new
computer. On the new computer, copy the .xml file into a directory that is easy for
you to access.
The settings.xsl file: When you export component(s), a settings.xsl file is
saved in the same location as the .xml file. This file is there so that you can
open the .xml file in your web browser to view the component details.
If you want to open the .xml file on the new computer, you must transfer this
settings.xsl file along with your .xml file.
How to import
components
To import a Settings Library component:
1. Choose Too ls > O pt io ns, and click the Manage Settings Library button.
2. In the Manage Settings Library window, click the Import button.
3. Navigate to the location where you previously placed the .xml file—your
exported component(s).
4. In this location, choose the .xml file you want to import. Click Open.
5. Click OK to close the successful import message.
56
User Guide
Chapter 6:
Address correction
The software can correct address data and assign codes for postal automation,
data enrichment, and other purposes. When the software corrects addresses, it is
standardizing them to USPS (United States Postal Service) standards.
This chapter explains address-correction features and options and how you can
apply them in common situations.
This chapter also explains Delivery Point Validation, LACS
Geocensus (an add-on option for Business Edition).
Link
, Suite
Link
, and
Chapter 6: Address correction
57
Introduction
CASS certification The software’s address assignment engine, ACE, is certified by the USPS under
its Coding Accuracy Support System (CASS) program. This recognition gives
you the highest possible confidence in the software’s address correction.
References USPS Publication 28, Postal Addressing Standards, lists most of the
guidelines that the software must follow when it corrects addresses.
Domestic Mail Manual (DMM), the official source of USPS mailing rules,
lists rules regarding CASS certification, the 3553 form, and more.
Other helpful USPS publications. Ask your postmaster or USPS account
representative about them.
Extract utility Extract is a tool to make a geographical subset of your ZIP+4 directory files. This
is a handy tool if most of the addresses you process are in a particular state or
region.
Refer to “Extract” on page 367 for more information about the Extract utility.
58
User Guide
Terms for address components
When referring to the components that make up an address, we use same terms
that the USPS uses, with one exception:.We call the line that contains the name of
a company “Company;” the USPS calls it “Firm.”
See the following example for a listing of each address component.
Postal barcode
Company
Dual address
Assigned address
Last line
|546504331019|
John Dough, President
North American Bakery Supply
PO Box 9175
2001 West Harbor Drive North Suite 152
Onalaska, WI 54650-4331
City
State
Postal codes
54650-4331 01 9
DP2
(Together, these four numbers are the basis for the postal barcode.
Usually, only the ZIP and ZIP4 are printed in numeric form.)
check-digitZIP+4 (ZIP Code and 4-digit add-on)
Address-line components
Primary address
Secondary address
2001 West Harbor Drive North Suite 152
Primary range
Primary name Postdirectional
Suffix
Secondary
Unit designatorPredirectional
range
Chapter 6: Address correction
59
What is address correction?
When the software corrects or standardizes an address, it gives you back a
corrected, complete form of that address. At the same time, you can receive
useful codes for postal automation and other purposes. To correct your addresses,
choose Tools > Correct Address.
Address hygiene To ensure that address data is correct and complete, the software relies on USPS
address directories to:
Verify that the city, state, and ZIP Code agree with one another. If an address
includes only a city and state, the software can usually add the ZIP Code, and
vice versa.
Standardize the address line by correcting a misspelled street name, filling in
missing information, and deleting unnecessary punctuation.
Identify any undeliverable addresses.
Assign error and status codes to help you find out why addresses were not
assigned or how they had to be corrected.
Before standardization After standardization
Address = 1390 Valhalla Street
City = Deltona
State = FL
ZIP = 32725-1732
Preparation for matching
Address = 1390 valhalla
City = deltona pines
State = fl
ZIP = 32738
You may want to perform duplicate detection (see “Find duplicate records” on
page 77) after you standardize addresses. When comparing two addresses to see if
they match, it’s important to have standardized data—otherwise, the smallest
typographical error might keep you from finding matches you should find.
Data enrichment During address correction, you can append many useful codes to your records,
such as the county number and congressional district number.
Before standardization After standardization
1070 Shorewood Drive
Address
City
State
ZIP
=
1070 shorewood dr
=
la crose
=
wi
=
S4601
Address
City
State
ZIP
-------------------------Delivery Point Code
Carrier Route Number
LOT Number
LOT Order
=
La Crosse
=
WI
=
54601-7019
=
---------------------------
-70
=
C026
=
0120
=
A
=
Postal automation During address correction, you can append postal automation codes, including
the carrier-route number, delivery-point code, and line-of-travel number.These
codes can help you qualify mailings for the lowest possible postage rates.
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User Guide
How address correction works
The address correction process works like this:
1. Input. One record is standardized at a time.
2. Parse. The address is broken down into its components: postal code, city,
state or province, house number, street name, and so on.
3. Pre-standardize. The parsed components are converted to match to the
patterns of the directories. The components are converted to full capitals, any
nonstandard abbreviations are corrected, and punctuation and extra spaces
are removed.
4. Match last line. The software searches for a match between the incoming
city, state, and postal code and data in the City and ZCF directories. If a
matching record is found, the address is called a last-line match.
5. Match address line. The software searches the National ZIP+4 directory,
looking for records that might match the input address line, secondary
address, and company.
The software evaluates all potential matches and assigns a confidence score
to each one. The software then selects the record with the highest confidence
score. To be chosen, a record must have a high confidence score, and score
distinctly higher than any other possible matches. If successful, the address is
called an address-line match.
When the software has chosen a matching record, it can finalize the postal
code and assign other codes.
6. Results. You can receive two types of resulting data:
Corrected data for the address-related fields in your records.
Additional codes and components generated during look-up.
Chapter 6: Address correction
61
Standardized fields
The fields listed below are the only fields affected when you standardize
addresses. Other fields, such as a phone number field or a last name field, remain
unchanged.
See Appendix A for details about how these fields are updated.
Field Description
Address_1 Street address line 1
Address_2 Street address line 2
City City name
Congr_CD Congressional district code
County County name
County_CD County code
CRRT Carrier-route code
Note: You can select options to not standardize some of the fields listed
below, even if you are standardizing others.
DP2 Delivery-point 2-digit add-on code
DPC Delivery-point check-digit
Err_Stat Status code (if the record is found) or error code (if the record
is not found)
LACS Move update data from NCOA
address conversion
LOT Line-of-travel number
LOT_Ord Line-of-travel order
Plus4 4-digit add-on to the ZIP Code (only use with ZIP5 field)
Rec_Type USPS record-type code
State Two-character state abbreviation
URB PR Urbanization code is a place name that denotes a neighbor-
hood or subdivision
ZIP 5- or 9-digit ZIP Code (with a hyphen)
ZIP5 5-digit ZIP Code
ZIP9 5- or 9-digit ZIP Code with no hyphen
ZIP_Move ZIP Move realignment indicator
Link
that identifies the type of
62
ZIP+4 codes are assigned only to DPV-confirmed addresses — addresses
that have a DPV status of Y, S, or D (in the DPV Status field).
User Guide
Correction options
By default, address correction options are set so that your addresses will conform
with the USPS-preferred standardization style. However, you can change these
settings if you need to (Tools > Correct Address > Correction Settings).
Here’s an example of address standardization using the default settings:
Before standardization After standardization
Change the settings to meet your needs
Producing the CASS 3553 form
Address =1070 shorewood drive
City =la crose
State =wi
ZIP =S46Ol
Address = 1070 SHOREVIEW DR
City = LA CROSSE
State = WI
ZIP = 54601-7019
By default, all address components are corrected and convert to capital letters.
The 4-digit ZIP Code extension is added if the address is DPV-confirmed.
You can set the correction options to meet your needs. For instance, you may
choose not to update some of the address components, or to convert the data to a
mix of upper and lowercase.
If you want or need to produce the CASS 3553 form, be sure to select the
following options before performing address correction:
Use USPS Preferred Alias Address
Perform DPV Processing
Perform LACSLink Processing
Chapter 6: Address correction
63
Suggestion lists
When the software looks up an address in the directories, if the original address
data is good, it finds exactly one matching record. Sometimes it is impossible to
find just one matching record in the directory: several records may be close
matches. When multiple possible matches exist, the software presents these to
you as suggestions if you have suggestions enabled. To enable suggestions,
choose Tools > Correct Address > Correction Settings and select Suggest
Changes for Records Not Found.
For example, given the incomplete last line below, the software cannot reliably
choose one. If you choose one, then the software can finish address assignment.
Last line Possible matches in the City/ZCF directories
Choosing from a suggestion list
Address = 1000 vine
City =
State =
lac
wi
When presented with a suggestion list, you need some basis for selecting the
correct address. Perhaps you can come up with some additional or better data. Do
La Crosse, WI 54601
Lac du Flambeau, WI 54538
Lac Courte Oreilles Indian Reservation, WI 54806
not guess. If you guess wrong, then your information for that record will be
incorrect and the mail piece may be misdelivered.
When to turn on suggestion lists
Suggestion lists are useful tools when you’re processing one address at a time.
When you process large groups of records with suggestion lists enabled, the
process may be too slow to be useful (if many records bring up a suggestion list).
Incentives There’s a strong incentive to assign every possible address. The USPS requires
separation of the automation mail stream from other mail. So mailers have two
incentives to barcode every possible piece:
Postage discounts for barcoding.
Splitting the mail into automation and non-automation streams causes
inefficiency in mail preparation. To keep your operation running smoothly,
you should cut down the non-automated portion as much as you can.
CASS rule The USPS does not permit the generation of a 3553 form when suggestion lists
are used in address correction. The USPS suspects that users may be tempted to
guess. Misrouted mail is expensive for the USPS to handle.
Therefore, you can produce a 3553 form only when you perform address
correction for groups of records without suggestion lists enabled.
If you need to use suggestion lists, you may want to perform address correction
with suggestion lists enabled and then perform address correction again with
suggestion lists disabled. The second time, to save time, perform just the bare
minimum of processing (updating the ZIP Code in order to generate the 3553
form).
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User Guide
Delivery Point Validation
What is DPV? Delivery Point Validation (DPV) is a USPS technology that helps validate the
accuracy of address information. With DPV, you can identify addresses that are
Undeliverable As Addressed (UAA) and determine whether or not an address is a
Commercial Mail Receiving Agency (CMRA), a private business that acts as a
mail receiving agent. DPV uses data that the USPS provides to CASS vendors.
DPV can be useful in the following areas:
Mailing: DPV assists in screening out undeliverable-as-addressed (UAA)
mail and cuts down on mailing costs.
Information quality: DPV’s ability to verify an address down to the
individual house, suite, or apartment rather than block face increases the
data's level of accuracy.
Increased assignment rate: DPV resolves ties when other tie-breaking
methods are not conclusive. This may increase assignment rates.
Preventing mail-order-fraud: DPV can assist merchants by verifying valid
delivery addresses and Commercial Mail Receiving Agencies (CMRA). This
can eliminate shipping of merchandise to individuals placing fraudulent
orders.
USPS goals and requirements
The USPS is trying to remove UAA mail from the system. It costs millions of
dollars every year to mail and handle UAA mail. Thus, the USPS requires DPV:
The CASS report will be produced only when you perform DPV and
ZIP+4 codes will be assigned only for addresses in which the primary
LACS
Link
processing.
address (for example, the house number) is DPV-confirmed. This means that
postage discounts will be possible only for those mail pieces with a DPVconfirmed primary address.
For more information about DPV’s effect on postage discounts and reducing
UAA mail, see: http://www.usps.com/mailerscompanion/_pdf/novdec06.pdf
DPV performance DPV processing speed depends on your operating system, computer
configuration, and what other processes you are running at the same time.
If you are performing DPV processing for multiple records, you may load the
DPV directories to memory, which can significantly improve DPV performance.
Loading to memory requires at least 1.0 GB of memory, because the directories
require 550 MB of continuous free memory and your operating system and other
applications will use additional memory. Therefore, we strongly recommend that
you install at least 1.5 to 2.0 GB of memory, especially if you are running
Link
LACS
processing at the same time.
If you do not load the directories to memory, then only 35 MB of memory are
required to read the DPV directories. Make sure you have enough memory
available before performing DPV processing.
Chapter 6: Address correction
65
Perform DPV processing
Prepare your database
Load the DPV directories
Perform DPV processing as part of address correction
If the DPV fields aren’t already in your layout, follow these steps to add them:
1. Choose File > Properties > Database.
2. In the Record Layout window, click Multiple Fields.
3. Select DPV (Select All).
4. Click OK.
For details about the DPV directories and how to install them, see “Postal
directories” on page 20.
1. Choose Tools > Correct Address > Multi-Record.
2. Select the Perform DPV Processing option.
3. Select the Load to Memory option to improve processing speed when you’re
processing a large database.
4. Select the Stop Assigning If Out of Memory option to quit address
assignment if your system doesn't have adequate memory. If you do not
select this option and your system doesn't have enough memory available,
processing will continue, but at a slower speed.
5. Enter information at the Customer Information tab.
6. Click OK.
View results After processing, you may want to view the Summary Information report to see
DPV processing results. To print the Summary Information report:
1. Choose Print > Reports.
2. Select the Summary Information report.
3. Click Print.
66
User Guide
DPV and LACS
Link
locking
False positives The USPS DPV and LACS
some invalid addresses known as false positives. The USPS includes the false
positive addresses for security reasons. When you perform DPV or LACS
processing, if a false positive record is found, the record is marked as a false
positive, and no further DPV or LACS
file until an unlock code has been entered.
Unlock DPV or
Link
LACS
Follow these instructions if you’ve encountered a lock while performing address
correction with LACS
Link
If you are a Business Edition NCOA
instructions for NCOALink limited service providers” on page 68.
1. Go to http://service.sap.com/bosap-unlock
2. Click Retrieve USPS Unlock Code.
3. Choose your System (product installation).
4. Enter the Lock Code, which is listed in the .txt file:
What are you unlocking? File Location of this file, by default
DPV dpvx.txt C:\Postalsoft\DPV
Link
LACS
Link
directories contain valid mailing addresses and
Link
processing can be performed on that
or DPV processing.
Link
Limited Service provider, see “Unlock
.
lacsx.txt C:\Postalsoft\LACSLink
Link
5. Select LACS
Link
or DPV as the Lock Type.
6. Select BOJ-EIM-COM as the Component.
7. Enter the Locking Address. The locking address can be found in the .txt file
(see step 4).
If there is no locking address information, and the software still says
Link
LACS
the case, create a support message at http://service.sap.com/message
or DPV is locked, you have encountered a false lock. If this is
and
choose Component BOJ-EIM-COM for assistance.
8. Attach the .log file:
What are you unlocking? File Location of this file
DPV
LACS
Link
Dpvl###.log
### is replaced with
the MDF file name
Lacsl###.log
### is replaced with
the MDF file name
C:\Postalsoft\ACE\log
C:\Postalsoft\ACE\log
9. Click Submit. The unlock code is displayed.
Chapter 6: Address correction
67
If an unlock code could not be generated, a support message will be
created and will be processed during regular business hours.
10. Replace the entire contents of the .txt file with the unlock code provided in
step 9.
11. Remove the record that caused the lock from the database.
The unlock code can only be used one time. If the software detects another false
positive, a new unlock code will be needed.
Unlock instructions
for NCOA
Link
limited
service providers
If you are a Postalsoft Business Edition NCOA
Link
you encounter a DPV or LACS
lock, follow these steps to contact the USPS
Link
limited service provider, and
directly:
1. Send an email to the USPS at dsf2stop@usps.gov
Attach the .log file (see step 8 above) to the email.
Include a subject of LACSLink False Positive or DPV False Positive.
:
2. When the USPS releases the list containing the locked record, delete the .log
file.
3. Remove the record that caused the lock from the database.
68
User Guide
LACS
Link
What is LACS
Link
Example of LACS
conversion
? The USPS LACS
addresses. These “911” conversions make it easier for police, fire, ambulance,
and postal personnel to locate a rural address. LACS
when streets are renamed or post office boxes renumbered.
To obtain the new addresses, you must already have the old address data.
Link
LACS
replaces the USPS's Locatable Address Conversion System (LACS).
The CASS report is produced only when you perform DPV and LACS
processing.
Link
LACS
is an integrated part of address processing. It is not an extra step. If a
match is found in the LACS
your database with the LACS
Link
information.
Link
LACS
This example shows a LACS
name addresses.
Original address LACSLink-converted address
RR 2 BOX 204
DU BOIS PA 15801
Link
product updates rural-route addresses to street-name
Link
also converts addresses
Link
directories, the software updates the address in
Link
-converted address and provides other
Link
conversion of a rural-route address to a street-
463 SHOWERS RD
DU BOIS PA 15801-6667
Link
LACS
LACS
Link
locking For more information about LACS
to unlock, see “DPV and LACSLink locking” on page 67.
Link
performance LACS
Link
processing increases the time it takes to perform address correction.
Processing time varies with the LACS
system configuration, and other variables that are unique to your operating
environment.
If you are performing LACS
Link
the LACS
directories to memory, which may make LACS
faster. Loading to memory takes several minutes and requires at least 150 MB of
free memory.
Link
locking caused by false positives and how
Link
feature based on operating system,
Link
processing for multiple records, you may load
Link
processing
Chapter 6: Address correction
69
Perform LACS
Link
processing
Prepare your database
Load the LACS
directories
Perform LACS
processing as part of
address correction
Link
Link
If the LACS
Link
fields aren't already in your layout, follow these steps to add
them now:
1. Choose File > Properties > Database.
2. In the Record Layout window, click Multiple Fields.
3. Select LACSLink (Select All).
4. Click OK.
For details about the LACS
Link
directories and how to install them, see “Postal
directories” on page 20.
1. Choose Tools > Correct Address > Multi-Record.
2. Select the Perform LACSLink Processing option.
3. Select the Load to Memory option to improve processing speed when you’re
processing a large database.
4. Select the Stop Assigning If Out of Memory option to quit address
assignment if your system doesn't have adequate memory. If you do not
select this option and your system doesn't have enough memory available,
processing will continue, but at a slower speed.
5. Enter information at the Customer Information tab.
6. Click OK.
View results The Summary Information report and the Qualitative Statistical Summary section
of the 3553 CASS form show LACS
Link
processing results. To print these reports:
1. Choose Print > Reports.
2. Select the report you want to print.
3. Click Print.
70
User Guide
Suite
Link
With Suite
Link
you can build more accurate and complete addresses by adding
suite numbers to business addresses. With the secondary address information
added to your addresses, fewer mail pieces are Undeliverable-As-Addressed
(UAA), and more mail pieces are sorted by delivery sequence and delivered with
accuracy and speed. The addition of secondary number information to your
addresses allows for the most efficient and cost-effective delivery sequencing and
postage discounts.
The software attempts to match a company name, a known high-rise address, and
Link
the CASS-certified ZIP+4 in your database to data in Suite
. When there is a
match, the software adds the suite number to your record.
You can perform Suite
Link
processing with the software, as an integrated part of
address correction.
This example shows a record processed through Suite
Original record
Company name
High-rise address
CASS-certified ZIP+4
Poplar Auto
987 Main St
12345-6789
Link
Suite
Secondary numbers
Unit designators
directory
Poplar Medical Sales Ste 212
Poplar Auto Sales Ste 214
Poplar Computers Ste 216
Link
:
Updated record
Suite number added
Poplar Auto
987 Main St Ste 214
12345-6789
Link
Suite
directory You must use the Suite
Set up Suite
Link
Link
directory with a ZIP+4 directory labeled for the same
Link
month. You cannot use a Suite
release date. See “Installation” on page 15 for details about loading the Suite
directory that is more than 60 days past its
Link
directory.
You can set up Suite
1. Choose File > Load Directories to load the Suite
Link
processing in the software by following these steps:
Link
directories. Repeat this
step each time you receive updated directories. See “Installation” on page 15.
2. Choose File > Properties > Database and add the SuiteLink Return Code
field to your record layout if desired. This field is optional. If you do not add
Link
it, you can still perform Suite
processing but will not be able to see the
return codes. See below for details about this field. The Company field must
Link
be present in your layout; Suite
processing requires company data.
3. Choose Tools > Correct Address > Multi Record. Select the Perform
SuiteLink Processing option and any other address correction options
necessary for this job.
4. Select the Load to Memory option to improve processing speed when you’re
processing a large database.
5. Select the Stop Assigning If Out of Memory option to quit address
assignment if your system doesn't have adequate memory. If you do not
select this option and your system doesn't have enough memory available,
processing will continue, but at a slower speed.
6. Click OK in the Correction Settings window to begin address correction.
Chapter 6: Address correction
71
GeoCensus
GeoCensus processing compares address data to a directory containing
geographical data gathered by the U.S. Census Bureau, called TIGER®
(Topologically Integrated Geographic Encoding and Referencing) data. Using
this data, you can append latitude, longitude, Federal Information Processing
Standards (FIPS) codes, and the U.S. Census tract and Block Number Area
(BNA) codes. GeoCensus can be run during address correction if you own the
GeoCensus option.
U.S. Census Bureau web sites
Prepare your database
Enable GeoCensus, perform address correction
For more information about the TIGER data, FIPS codes, U.S. Census tract and
BNA codes, see http://www.census.gov
.
To find the latitude and longitude of a specific location, enter a city and state at
http://www.census.gov/cgi-bin/gazetteer
.
See “Fields” on page 317 for details about these fields.
Required GeoCensus fields Optional GeoCensus fields
Latitude
Longitude
FIPS State Code
FIPS County Code
FIPS Place Name Code
U.S. Census Tract BNA
To perform address correction and GeoCensus processing:
1. Choose Tools > Correct Address > Correction Settings, and click either the
Single Record or Multi-Record tab.
2. Select the Assign GeoCensus Codes option.
3. Click OK.
Select records by location
72
User Guide
4. Choose Tools > Correct Address > Current Record or Tools > Correct
Address > Multiple Records. Your addresses are corrected, and your
GeoCensus fields are populated.
You can select or deselect records based on location. For example, you could
prepare a mailing to customers who live within 20 miles of latitude 43.827° and
longitude of -91.234°. To select these records:
1. Choose Records > Select > By Criteria.
2. Choose Distance from the Field list.
3. Choose <= less or equal from the Match list.
4. Type 20 in the Compare to field, and type the latitude and longitude values
in the appropriate fields.
5. Click Insert Condition.
6. Click OK.
Status and error codes
If your layout includes a field for error and status codes, the software assigns a
status code when it assigns an address, or an error code if it could not assign an
address. These codes can help you understand why the software couldn’t assign
an address or what it changed if it successfully assigned the address.
The field must have a field kind of Error or Status. If you accepted this field as
part of the default layout, and did not rename the field, the field’s name would be
Err_Stat.
See “Error and status codes” on page 339 for an explanation of what each error
and status code represents.
Chapter 6: Address correction
73
Parse names and assign prefixes, gender codes, and greetings
During address correction, you can parse names and assign prefixes, gender
codes, and greetings.
Define your settings by choosing Tools > Correct Address > Correction Settings,
and click the Name/Gender/Greeting tab. To run address correction and any of the
following processes, choose Tools > Correct Address > Current Record or MultiRecord.
Parse names The software can parse (identify and isolate) name data. For example, the
software can break up name fields into individual parts (first, middle, last, and
suffix) and populate these fields in your database. You must add these separate
fields to your database before parsing.
The software can parse two full names per record. See “Field kinds” on page 75.
When you parse names, the address correction process will take longer, especially
for large files.
Assign gender codes and prefixes
Knowing genders can help you more accurately target your marketing efforts to
the correct group of people. The software can assign a precise gender code to
each name when you add the Gender field kind to your record layout. The gender
codes represent:
Strong male, such as John or Robert
Weak male, such as Terry or Shawn
Strong female, such as Mary or Jane
Weak female, such as Robin or Kim
Ambiguous, such as Pat, Kelly, or an initial
Unassigned (a gender could not be determined based on the name data)
When the software assigns a strong gender code, it can also assign a prefix, Mr.,
Ms., or Mrs. This feature will help you address your mail pieces appropriately.
If you already have prefixes in your database, deselect the Assign Prefix option.
The software refers to the record’s prefix when assigning a gender code.
An inaccurate prefix can affect your results. For example, a record may contain
something similar to Mrr. John Smith. If you parse names, assign prefixes, and
select the Overwrite Existing Prefix option, your data ends up as Mr. John S Mrr.
Assign a greeting If you want to personalize mail pieces, you can assign an overall greeting to each
record in a formal or casual style.
74
To assign a greeting to each record, you should parse your name data into
separate name fields. Then, the software knows which part of the name to use in
the greeting. You can parse names and assign a greeting during the same process.
To assign a greeting to each record:
1. Choose File > Properties > Database to make sure that you added the
Greeting field kind. See “Field kinds” on page 75 for details.
User Guide
2. Choose Tools > Correct Address > Correction Settings, and click the
Name/Gender/Greeting tab.
3. Select the Assign Greeting option.
4. Leave the default initiator Dear, or enter your own.
5. Leave the default punctuation as a comma, or enter your own.
6. Choose the multiple-person connector, and or & from the drop-down list.
7. Choose both the single-person and multiple-person greeting style that you
want.
Single person/Formal: This option uses the prefix and last name
whenever possible. If the gender is weak, ambiguous, or unassigned,
then the software uses the first name instead (Dear Robin, for example).
Single person/Casual: This option uses the first name. If no first name
exists, the software uses the prefix and last name (Dear Mr. Smith, for
example).
Multiple person/Full: This option uses both names without any prefix,
for example Dear John and Mary Smith, or Dear John Smith and Mary
Peterson.
Multiple person/Short: This option is always Dear Sirs, Dear Madams,
or Dear Sirs and Madams.
8. Click OK when you finish.
Field kinds Your layout should include the following fields before you parse or assign
genders and greetings. Choose File > Properties > Database to add fields. See
Appendix A for details about these fields.
Prefix 1, Prefix 2
First name 1, First name 2
Middle name or initial 1, Middle name or initial 2
Last name 1, Last name 2
Suffix 1, Suffix 2
Title 1, Title 2
Gender 1, Gender 2
Greeting
Chapter 6: Address correction
75
76
User Guide
Chapter 7:
Find duplicate records
With the software, you can find duplicate records in one file or in multiple files.
You define what constitutes a duplicate record, and you choose what to do with
any duplicates that are found. You can choose to delete them, select them, or copy
them to another file, for example.
Duplicate detection is also known as merge/purge or matching.
Chapter 7: Find duplicate records
77
Before you merge/purge
Back up files first Depending on the options you choose and how many duplicate records exist in
your files, many records may be deleted. For that reason, it is recommended that
you back up your file before using it in a merge/purge process.
To create a backup, choose File > Backup Database.
Open files All files in which you want to search for duplicate records must be open before
you begin the merge/purge. If you want to write the duplicate records to an output
file, that file must also be open. In all, up to eight files can participate in the
merge/purge.
Set up fields, if necessary
If you want to compare custom fields, such as a Social Security field, you must
assign that field a Dupe-Compare field kind in your record layout before you
begin the merge/purge. See “Customized fields for duplicate detection” on
page 102.
You can post “dupe-group” numbers to a Dupe_Group field, if you have that field
in your record layout. Dupe groups are groups of records that the software judges
to be duplicates, based on the comparison criteria that you specify. For more
information about dupe groups, see “Post dupe-group numbers to input file(s)” on
page 86.
Correct addresses To simplify duplicate detection, you should correct your addresses before
performing merge/purge. See “Address correction” on page 57 for details.
Select a reference file You must designate one of the files that you’ll use for merge/purge processing as
a reference file. The reference file determines the name and location of merge/
purge report files. The report files will have the same root names as the reference
file, with report extensions. The software writes the reports to the same directory
where the reference file is stored. In addition, the software saves your merge/
purge settings with the reference file for future use.
To select a reference file, click the window for that file before starting the merge/
purge.
78
User Guide
Set up files for merge/purge
To start the Merge/Purge wizard, choose Tools > Merge/Purge.
You must designate how each open file will participate in the Merge/Purge. You
choose the usage and priority for each file.
File usage To help you decide which file usage to choose for each open file, first ask
yourself, “Do I want to use this file in the Merge/Purge process?” If the answer is
“no,” you can choose None from the File Usage drop-down list for that file.
If you do want to use the file in the Merge/Purge process, then determine if the
file is an input file or an output file. Here’s the difference:
File usage Description
Input file A file that is searched for duplicate records.
Output file A file into which the processed records are copied, based on options
you select. For example, you may choose to copy the duplicates or
the unique records.
There are two kinds of input files: normal lists and suppression lists. At least one
file in each Merge/Purge operation must be a “normal” list. “Normal,” in this
case, means that the input file is not a suppression list.
Suppression lists A suppression list is a list of records that you do not want to include in your
mailing. The software does not delete records from suppression lists, but it can
delete records that match suppression-list records.
Let’s say you want to limit a mailing to prospective customers only, and you rent
a mailing list for this purpose. You do not want to mail to current customers. In
this case, you would make your list of current customers a suppression list. Then,
when the software compares the two files, if any records in your “normal” file
match records in your suppression list, the software can suppress the duplicates
from the final list.
Note: You may process more than one suppression list at a time.
Priority The software uses priority to determine which duplicate records to keep when it
finds duplicates in two or more files. You must assign a priority to each “normal”
file.
The highest priority is 0, the next is 1, then 2, and so on. Only suppression lists
can have a priority of 0. The software assigns a 0 priority to suppression lists
automatically, and you cannot change it. If you’re not processing a suppression
list, then the highest possible priority is 1.
Priorities you assign must start at 1 and be sequential: 1, 2, 3, and so on. You
cannot, for example, assign priorities of 1, 3, and 5; or 2, 3, and 4.
Chapter 7: Find duplicate records
79
Prequalifiers
To find duplicates, the software compares records one pair at a time, comparing
every input record with every other record. Performing all of these comparisons
can take a long time. That’s why it’s wise to use a prequalifier.
How the prequalifier helps
Prequalifiers reduce the number of comparisons. When you use a prequalifier, the
software compares records only within each prequalification group. The
following prequalifiers are available. The field must be indexed in order to use it
as a prequalifier:
Prequalifier Description
5-digit ZIP
Code
Records are grouped by 5-digit ZIP and compared records only if the
5-digit ZIP matches. For example, a record with ZIP Code 54601 will
not be compared with a record with ZIP Code 54602.
3-digit ZIP
Code
Records are grouped by 3-digit ZIP and compared records only if the
first 3 digits of the ZIP Codes match. For instance a record with a
546
xx
ZIP Code will not be compared to a record with a ZIP Code that
begins with 544.
Field Records are grouped according to a field that you choose. You can
choose any field that is indexed and is not a “normal”-field kind in all
files compared.
For example, if you used the last name field as the prequalifier, all
records with Smith for the last name would be compared against each
other; Smith and Smitt would not be compared.
It is typical to use the Dupe-Compare field as a prequalifier (See “Cus-
tomized fields for duplicate detection” on page 102.
Time savings The following table shows the dramatic reduction in the number of comparisons
needed when using a prequalifier.
Using a prequalifier shortens only the search for duplicate records. Other steps,
such as deleting duplicates and creating an output file, are not affected.
Prequalifier National mailing
101,000 records
15,000 ZIP Codes
50 states
State mailing
63,000 records
2000 ZIP Codes
California
Local mailing
27,500 records
4 ZIP Codes
Rochester, MN
No prequalifier Comparisons: 5,100,000,000 Comparisons: 2,000,000,000 Comparisons: 378,300,000
3-digit ZIP Code Comparisons: 48,100,000 Comparisons: 73,200,000 Comparisons: 378,300,000
5-digit ZIP Code Comparisons: 32,800,000 Comparisons: 4,600,000 Comparisons: 116,300,000
Choose wisely When choosing a prequalifier, consider the quality of your data and the
geographical spread of your data. Some duplicates may be missed if:
The prequalifier field contains unstandardized data.
The prequalifier field is blank in some records.
The prequalifier is 5-digit ZIP Codes.
80
User Guide
Unstandardized data The field that you choose as a prequalifier should contain standardized data, if
possible. Otherwise, typing errors or inconsistencies may cause missed
duplicates.
For example, if the Street Address field is the prequalifier, and you have not
standardized your addresses, the software may not consider the following records
duplicates:
Jane Smith Jane Smith
100 West Main Street 100 Main
La Crosse WI 54601 La Crosse WI 54601
To standardize data, choose Tools > Correct Address.
Blank fields What happens if a prequalifier field is blank in some records? The software
groups all the records that have blank prequalifier fields. They make their own
prequalification group. This can pose a problem.
For example, if you choose 5-digit ZIP Code for the prequalifier, and some
records have blank ZIP Code fields, the software would not consider these
records duplicates, because they would never be compared:
Jane Smith Jane Smith
100 Main St 100 Main St
La Crosse WI 54601 La Crosse WI
If this data had been standardized, the ZIP Code would have been filled in, and
the software would have caught these records as duplicates.
5-digit ZIP Code Some ZIP Codes serve only post office boxes. This is important when you are
matching business addresses, which sometimes use a street address and
sometimes use a post office box. If you use 5-digit ZIP Codes for the prequalifier,
you may not find the following duplicates:
Acme Hardware Acme Hardware
100 Main St PO Box 42
La Crosse WI 54601 La Crosse WI 54602
If you use 3-digit ZIP Codes for the prequalifier, the above addresses might be
placed in the same prequalifier group where they may be determined to be
duplicates.
Chapter 7: Find duplicate records
81
Rulebooks
Rulebooks determine which records are duplicates. Rulebooks list each field that
is compared when searching for duplicates and how each field is compared.
Rulebooks are combinations of mailing targets and thresholds:
target + threshold = rulebook
Targets Ask yourself “To whom is this mailing targeted?” Perhaps you’re mailing a
brochure to companies, and you want to send only one copy of the brochure to
each company, regardless of the person to whom it is addressed; in this case,
“Company” is your target. Maybe you’re targeting individual people at
companies, in which case many people at a single company could receive the
same brochure; this would be a “Company-Individual” target.
Mail one piece to Target
The same street address Resident
The same company Company
The same last name at the same address Family
The same first and last name at the same company Company-Individual (one mail
piece per individual at a company)
The same first and last name at the same address Individual
Thresholds Thresholds determine how similar records must be in order to be considered
duplicates. The four thresholds are exact, tight, medium, and loose. Each
threshold has a set of predefined field rules, which use percentages to determine
how similar one field is to another.
Threshold Fields compared must be what % alike to be judged duplicates
Exact 100%
Tight 90 to 95% (depending on the field)
Medium 80 to 90% (depending on the field)
Loose 75 to 90% (depending on the field)
See also “Scoring and weighting” on page 92.
Predefined rulebooks The table below shows each of the predefined rulebooks and their corresponding
file names. To choose a rulebook, select its file name.
All predefined rulebooks assume the following:
82
Addresses are United States only.
Addresses have been standardized.
A match on first and last name is sufficient to identify an individual, without
having to match on middle name, prefix, or suffix.
User Guide
If your layout includes
Address_1 only (no Address_2),
use these rulebooks:
Co Exact.mpr
Co Loose.mpr
Co Medium.mpr
Co Tight.mpr
Co-Individ Exact.mpr
Co-individ Loose.mpr
Co-Individ Medium.mpr
Co-Individ Tight.mpr
Family Exact.mpr
Family Loose.mpr
Family Medium.mpr
Family Tight.mpr
Individ Exact.mpr
Individ Loose.mpr
Individ Medium.mpr
Individ Tight.mpr
Resident Exact.mpr
Resident Loose.mpr
Resident Medium.mpr
Resident Tight.mpr
If your layout includes Address_2 only
(no Address_1) or both Address_1 and
Address_2, use these rulebooks:
Addr_2 Co Exact.mpr
Addr_2 Co Loose.mpr
Addr_2 Co Medium.mpr
Addr_2 Co Tight.mpr
Addr_2 Co-Individ Exact.mpr
Addr_2 Co-individ Loose.mpr
Addr_2 Co-Individ Medium.mpr
Addr_2 Co-Individ Tight.mpr
Addr_2 Family Exact.mpr
Addr_2 Family Loose.mpr
Addr_2 Family Medium.mpr
Addr_2 Family Tight.mpr
Addr_2 Individ Exact.mpr
Addr_2 Individ Loose.mpr
Addr_2 Individ Medium.mpr
Addr_2 Individ Tight.mpr
Addr_2 Resident Exact.mpr
Addr_2 Resident Loose.mpr
Addr_2 Resident Medium.mpr
Addr_2 Resident Tight.mpr
Descriptions of predefined rulebooks
To see how a rulebook compares records, select the rulebook, and then read the
description on screen.
Read the
description.
Click the Edit button to review settings for the selected rulebook.
Compare field kinds The rulebooks show a list of the field kinds compared. Using the field kind, rather
than the field name, means that the fields may have different names in the
different files. For example, the street address line in File A may be called
Address, and in File B it may be called Street. As long as the field kind is Street
Address Line 1 in both files, the software can compare the two fields.
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Choose the action(s) to perform on duplicate records
In Step 3 of the wizard, you decide what you want to do with the duplicate
records that are found. Your choices depend on the kind of file(s) you’re
processing: normal files, suppression files, and/or output files.
Actions: how you can process duplicate records
Choices for input files Choices for output files
Do nothing to the duplicate records Do not post to the output file
Example: deleting duplicates
Delete all duplicates except the highest priority duplicate in each dupe group
Select all non-duplicates and the highest
priority duplicate in each dupe group
Select the highest priority duplicate in each
dupe group
Select all duplicates except the highest priority duplicate in each dupe group
Select all duplicates
Select all non-duplicates
Delete all duplicates that match records in a
suppression list
Select all records except duplicates that
match records in a suppression list
Select all duplicates that match records in a
suppression list
Output all non-duplicates and the highest
priority duplicate in each dupe group
Output only the highest priority duplicate
occurring in two or more files
Output all records except duplicates that
match records in a suppression list
Output only duplicates that match records
in a suppression list
You have a database of names from people who sent you completed surveys from
various magazines. Your list contains duplicate names because some people sent
in more than one survey. You want to delete the duplicate records from the file so
that you can mail only one mail piece to each person in the list.
Example: creating a multi-buyer list
Example: suppressing names from one file
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User Guide
To do this, you would choose to delete all duplicates except the highest priority
duplicate in each dupe group.
Your company makes cable modems. You want to generate a database of people
who have cable TV and have computers. You rent a list of cable TV subscribers
and a list of computer owners.
To produce a list of records that appear in both the cable-TV subscriber list and
the computer-owner list, you would select the option to output only the highest
priority duplicate occurring in two or more files.
You want to limit a mailing to prospective customers only, and you rent a mailing
list for this purpose. You do not want to mail to current customers. In this case,
your list of current customers is a suppression list.
To produce a list of prospective customers only—excluding your current
customers—you have two options:
Output to a separate file all records except duplicates that match records in
the suppression list.
Delete all duplicates that match records in a suppression list.
See “Suppression lists” on page 79 for more information about suppression lists.
Defaults Click the Default button in Step 3 to save the current settings as defaults. The next
time you enter the wizard, these settings are automatically defined for you (if
applicable to the current job).
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Post dupe-group numbers to input file(s)
Dupe groups are groups of two or more records judged to be duplicates, based on
the comparison criteria that you specify. For example, these are dupe groups:
Dupe group #1 Dupe group #2 Dupe group #3
Joan Smith
1001 Main St
La Crosse WI 54601
Joan P. Smith
1001 Main St
La Crosse WI 54601
Joanne Smith
1001 Main St #1
La Crosse WI 54601
Gary Jones
2172 Mill St
Sparta WI 54656
Gary Jones
2172 Mill St
Sparta WI 54656
Ann Welter
214 Bethany Road
Onalaska WI 54650
Ann Pearson-Welter
214 Bethany Road
Onalaska WI 54650
Ann P. Welter
214 Bethany Road
Onalaska WI 54650
You can select an option to post dupe-group numbers to your input file(s).
The Dupe_Group field (with the Dupe Group Number field kind) must be part of
your record layout if you want to be able to post dupe-group numbers.
If you select the Post dupe group numbers... option, the software performs the
following actions:
Clears the Dupe_Group field in all records before posting the new dupe-
group numbers. This ensures that the Dupe_Group field contains data from
the latest merge/purge.
Posts the appropriate dupe-group number to the Dupe_Group field in each of
those records.
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User Guide
Generate reports
You can choose to generate two merge/purge-related reports. You can also select
various formatting options for the reports.
Report name Description Report’s file
extension
Summary report This report shows how you set up the
merge/purge, the number of duplicates
found, and what actions were performed on
those duplicates.
Duplicate Record listing This report lists all duplicate records found
in your file(s).
.mps
.mpl
If you create these reports, they are placed in the same directory as your reference
file, with the reference file’s root name as the report file’s root name. For
instance, if your reference file is USA.mdf, then the Summary report’s file name
will be USA.mps.
When you perform a new merge/purge, old report files for the selected reference
file are deleted even if you chose not to generate new reports. This ensures that
the reports reflect the most recent merge/purge for that file.
See “Reports” on page 225 for more information and for samples of these reports.
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87
Associate fields for output
If you are copying records to an output file, you need to associate the fields from
each normal input file to the output file. Associate fields for output in Step 4 of
the wizard. Skip this step if you’re not outputting records.
The layout of your input file(s) may not exactly match the layout of the output
file. You associate fields so that the software knows where to place the data.
Example In the example shown below, the input file and output file have some fields in
common: the First, Last, Address_1, City, State, and ZIP fields. They also both
have a field for Social Security number, although these fields have different
names. The input file has two fields that will not be output (the Company and
Dupe_Group fields) because the output file does not have fields for this data.
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User Guide
Judge undecided records for yourself
Select the Show Undecided Pairs for Manual Verdict option to decide for
yourself if records are duplicates or not. The software will rule on the records it’s
sure about (according to the criteria you set up). But if there are record pairs that
the software can’t decide about, you can be the judge.
See “Undecided “range”” on page 92 for information about what makes records
“undecided.”
If you don’t select this option, the software judges all undecided record pairs to be
unique records (not duplicates).
Note: Some predefined rulebooks (especially those with an exact threshold)
will never designate a record pair as undecided.
How it works During the duplicate detection process, when the software encounters record pairs
that are neither duplicates nor non-duplicates (based on the criteria you set up),
those records appear for you to decide on.
The first record’s weighted score is
always “n/a” because the software does
not compare a record to itself.
The undecided records are
listed here.
The selected record from
the list above is shown
here in greater detail.
You can judge the records
to be duplicates or not
duplicates.
If you choose not to see
any more undecided
records, then the software
judges all undecided
record pairs as nonduplicates.
You can change your minimum dupe score so that more records will
be judged duplicates. The number entered here is, by default, one
number greater than the maximum no-dupe score for the selected
rulebook; by using the default entry here, no records would be
undecided.
Chapter 7: Find duplicate records
89
View a summary of duplicates found
Select the Show summary of dupes found... option to view a summary of
duplicates found before the software performs an action with those records.
This gives you an opportunity to make sure that you agree with the software’s
findings and to change the records that will be deleted, selected, or copied
(depending on the selected action) if you want to.
How it works If you select this option, the software presents a window showing all duplicates
found when the merge/purge is complete.
You can view the records in each dupe group. If you want, you can change the
software’s action for each record on a record-by-record basis. For instance, if you
don’t want to delete a record that it marked for deletion, click the checkbox (in
the Delete column) for that record, to remove the checkmark.
You can jump to a specific
dupe group by typing its
number here and pressing
Enter.
All duplicates in the
selected dupe group
appear here.
The rule and score for the first duplicate in
each dupe group is always “n/a” because the
software doesn’t compare a record to itself.
Subsequent duplicates show the rule and
score relative to the first record listed.
This column is called “Delete,” “Select,” or
“Output,” depending on the action you
selected in Step 3. You can change which
records the software will delete, select, or
output by clicking the checkbox(es).
“Wt.” stands for overall weighted score. That means that the
software judged these records to be duplicates based on the
score of the whole record, not just one field’s score.
You ca n j ump to
the previous or
next dupe.
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User Guide
Run merge/purge
While the software looks for duplicate records, it shows you its progress: how
many comparisons it expects to make, how many it has already made, how many
duplicates it has found, and so on.
When the merge/purge is complete, a message tells you how many duplicate
records were found and what actions were performed.
Chapter 7: Find duplicate records
91
Scoring and weighting
The software determines duplicate records based on the rules in the selected
rulebook. Each record pair is given a numeric similarity score and is judged to be
either a duplicate, not a duplicate, or undecided.
The information in this section explains the inner workings of how the software
finds duplicate records. It’s important that you understand this information if you
plan to create customized rulebooks. If you’ll use predefined rulebooks (listed on
page 82), it’s not as crucial that you understand how scoring and weighting work.
Score of individual fields
To determine if one record matches another record, the software compares
selected fields in those records and calculates what percentage they are alike. A
score of 0 means no similarity between the two fields. A score of 100 means that
the two fields are an exact match.
Comparison Percentage alike
Smith Smith 100%
Smith
Smitt 80%
Smith
Smythe 72%
Smith
Jones 20%
Maximum no-dupe score
For each field you’ll compare, you can set a maximum no-dupe score, below
which you’ll never consider the records a match. For example, you could decide
that if the last names are not at least 80 percent alike, then they are not duplicates.
Minimum dupe score For each field you’ll compare, you can also set a minimum dupe score, above
which you’ll always consider the records a match. For example, you could decide
that if the last names are at least 98 percent alike, then they are duplicates.
Undecided “range” There can be a gap between your maximum no-dupe score and a minimum dupe
score. This gap is for undecided records, and you can choose to rule on them oneby-one if you like.
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User Guide
For example, if you set the maximum no-dupe score to 90 for the Last Name
field, and the minimum dupe score to 99 for that same field. The software would
judge a pair of Last Name fields as follows:
If two fields are 90
90 99
percent or less alike,
they are not
duplicates.
If two fields are 99
percent or more
alike, they are
duplicates.
If two fields are 91 to 98 percent alike, they are undecided.
One field can—or
cannot—determine
the outcome of the
Be careful about how you set up your maximum no-dupe scores and minimum
dupe scores. (If you use a predefined rulebook, don’t worry—they are already set
up carefully.)
whole record
Usually you wouldn’t want to judge records as duplicates based on just one field.
For example, just because two records have the same ZIP Code, it doesn’t make
them duplicates. In most cases, it’s good to compare more than one field.
Over-matching The software compares fields in their rulebook order, using their maximum no-
dupe scores and minimum dupe scores. In the following example, the ZIP Codes
match 100 percent, so the software doesn’t even compare the street addresses or
last names. We call this over-matching because these records are judged to be
duplicates and they obviously are not.
Bad setup example
Judged as duplicates, but they’re not!
Jim Brown John Doe
100 Main St. 409 Water St
La Crosse WI La Crosse WI
54601 54601
To prevent over-matching, set the minimum dupe scores to 101. When the
minimum dupe score for a given field is 101, the software will never judge
records to be duplicates based on just that field. This ensures that the software
will compare other fields before determining if records are duplicates.
Good setup example
Correctly judged as unique records:
Jim Brown John Doe
100 Main St. 409 Water St
La Crosse WI La Crosse WI
54601 54601
Under-matching Under-matching means that the software judges a pair of records to be unique
(not duplicates), when, to your eye, they are duplicates.
Bad setup example
Incorrectly judged as unique records:
Becky Jones Rebecca Jones
100 Main St 100 Main St
La Crosse WI La Crosse WI
54601 54601
Because the software views “Becky” and “Rebecca” as only 50 percent alike (less
than the 99 maximum no-dupe score), the two records are judged to be “nodupes”—or unique records.
To prevent under-matching, set the maximum no-dupe score to -1. Then the
software has to consider the similarity of the other fields compared and cannot
judge the whole record as unique based on just that field.
Chapter 7: Find duplicate records
93
Good setup example
Correctly judged as duplicate records:
Becky Jones Rebecca Jones
100 Main St 100 Main St
La Crosse WI La Crosse WI
54601 54601
Weighted field similarity
Percentage alike times
weight
Example
After calculating how alike two fields are, the software multiplies that percentage
times the weight—or weight percent—for that field.
By setting a weight for each field compared, you decide how important each field
is in determining whether records match or not. Typically the street address is
weighted high, and the first name low. Other fields lie somewhere in between.
Weight percents for all the fields in a rulebook must add up to 100.
If the weight for the Last Name
field is set to 20 percent, and two
names are 90 percent alike, then
the last-name comparison would
contribute 18 (20 percent of 90)
to the overall weighted score.
Overall weighted score is the
sum of the weighted scores for
all compared fields.
Fields
compared
Record A Record B %
alike
Weight%Weighted score
(per field)
ZIP 54601 54601 100 20 20
Street Address 100 Water St 100 Water St 100 40 40
Last Name Hamilton Hammilton 94 30 28
First Name Mary Marilyn 72 10 7
All field weights must add up to 100
Overall weighted
score: 95
Score of whole record If the software cannot judge a pair of records to be duplicates or not duplicates
based on a single field—because the maximum no-dupe score is -1 and the
minimum dupe score is 101, or because the record pair falls in the undecided
range—then the software looks at the pair’s overall weighted score.
You set a maximum no-dupe score and minimum dupe score for the whole record.
These are similar to these same settings for individual fields, but they apply here
to the whole record’s overall weighted score.
In the example above, the record’s overall weighted score is 95. If the software
could not rule on the record based on any single field, then the software compares
the overall weighted score of 95 to the maximum no-dupe score and minimum
dupe score that you set for the whole record. The illustration above shows a
maximum no-dupe score of 89 and a minimum dupe score of 95. An overall
weighted score of 95 qualifies this record pair as duplicates.
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User Guide
Customize a rulebook
If you need a rulebook that’s a little (or a lot) different from those we’ve defined,
you can create your own.
Refine a predefined rulebook to meet your needs
You may discover that one of the predefined rulebooks is almost exactly what you
need. For example, you want to use one of the Individual rulebooks. The
Individual Tight rulebook is missing too many duplicates, and the Individual
Medium rulebook is judging too many non-duplicates to be duplicates. You need
something in between.
You can create a rulebook based on a predefined rulebook. You could open the
Individual Tight rulebook and tinker with the settings ever-so-slightly, and then
save the rulebook file under a different name.
Field Individual Tight
rulebook
Street Address Line 1 Maximum no-dupe
score:
75
Your rulebook Individual
Medium rulebook
Maximum nodupe score:
70
Maximum no-dupe
score:
66
Another possibility would be adding a field to a predefined rulebook (and then
saving the rulebook with a different name). Perhaps you’d like to compare a
middle name field or a Dupe-Compare field. (See page “Customized fields for
duplicate detection” on page 102 for more information about Dupe-Compare
fields.)
You can change the predefined rulebooks however you want, as long as you save
the rulebook with a different name. You cannot change predefined rulebooks.
Build a rulebook from scratch
Suppose none of the predefined rulebooks offer the kind of duplicate detection
process you want to perform. Maybe you want to search on a Social Security
number (Dupe-Compare) field and last name field only. Or maybe you want to
search on phone numbers.
You can create a rulebook from scratch, but we suggest that you do so with care.
Be sure that you fully understand how scoring and weighting work (see “Scoring
and weighting” on page 92) before you attempt to create your own rulebook. And
after you create a rulebook, perform a trial run.
Do a trial run Perform merge/purge on a small sample of your database if your database is
large.
Select the option to view duplicates before performing any action on them
(deleting them, for example).
The trial run will ensure that the rulebook functions how you intended it to. If you
don’t get the results you want, you can edit your rulebook.
Chapter 7: Find duplicate records
95
Advanced matching options
You can set advanced matching options for each field in a rulebook. To set
advanced matching options for a field in a rulebook, click that field’s Details
button.
Blank matches You can decide how to handle blank fields. For instance, how should the software
compare the following records?
John Doe Doe
204 Main St 204 Main St
La Crosse WI La Crosse WI
54601 54601
You can set an option to ignore the rule if a field is blank. In
this example, the score for the First Name field would not
contribute anything to the overall weighted score for the
record. If you choose Ignore rule, the two records shown
above would be considered duplicates; the missing first
name has no impact.
You can also set an option so that blank fields do have an impact on the overall
weighted score. You can determine exactly how much to score a blank field, from
0 to 100. Think of it this way: Do you want to consider a blank field 0 percent
similar to a filled field, 100 percent similar, or somewhere in between? If you
choose to score a blank field, then that field does contribute to the overall
weighted score for the whole record.
First Name blank option
set to Ignore Rule
Giving a blank field a high score might be appropriate if you’re matching on a
first or middle name or a company name, for example. It is not recommended to
match on blank street address fields.
You can set blank matching options for situations when one
of the fields compared is blank (as shown in the example
records above) or for situations when both fields compared
are blank (for example, if both records were missing the first
name).
See the examples on the next page to understand how your setting of the blank
matching options can affect the overall scoring of records.
When you use the Ignore Rule option, the software recalculates the weight
percents for the other fields compared because the blank field contributes 0
percent, and all weight percents must add up to 100.
Fields
compared
Record A Record B % alike Weight % Weighted
score
(per field)
ZIP 54601 54601 100 20 (22) 22
Street
100 Water St 100 Water St 100 40 (
45) 45
Address
Last Name Hammilton Hamilton 94 30 (
First Name Mary — 10 (
33) 31
0) —
96
Overall weighted score: 98
User Guide
First Name blank option
set to Score as 0
First Name blank option
set to Score as 100
Fields
compared
Record A Record B % alike Weight % Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Street
100 Water St 100 Water St 100 40 40
Address
Last Name Hamilton Hammilton 94 30 28
First Name Mary 0 10 0
Overall weighted score: 88
Fields
compared
Record A Record B % alike Weight % Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Street
100 Water St 100 Water St 100 40 40
Address
Last Name Hamilton Hammilton 94 30 28
First Name Mary 100 10 10
Overall weighted score: 98
Match whole words to initials
Company field Initials
Match Score option set to
100
You can set an option to allow matching whole
words to initials. For example, the company
name International Health Providers could match IHP.
You can set this option to 0 for a particular field if you never want whole words to
match initials. Or you can set it to 100 if you want whole words and
corresponding initials to be considered a perfect match. You can set this option to
any number from 0 to 100, depending on your needs.
If you select this option, the initials and the words that match are scored
according to your entry. If there are other words in the field that are not shortened,
they are scored the usual way.
Fields
compared
Record A Record B % alike Weight%Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Company Barky’s Office
BOE 100 30 30
Equipment
Street
100 Water St 100 Water St 100 40 40
Address
Last Name Hamilton Hamilton 100 10 10
Overall weighted score: 100
Chapter 7: Find duplicate records
97
Company field Initials
Match Score option set to
0
Company field Initials
Match Score option not
selected
Fields
compared
Record A Record B % alike Weight %Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Company Barky’s Office
BOE 0 30 0
Equipment
Street
100 Water St 100 Water St 100 40 40
Address
Last Name Hamilton Hamilton 100 10 10
Overall weighted score: 70
Fields
compared
Record A Record B % alike Weight%Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Company Barky’s Office
BOE 22 30 6
Equipment
Street
100 Water St 100 Water St 100 40 40
Address
Last Name Hamilton Hamilton 100 10 10
Overall weighted score: 76
Match substrings
You can set an option to match longer strings
of words to shorter strings. For example, long
company names consisting of several words are often shortened to just the first
few words of the name. Mayfield Painting and Sand Blasting, for example, might
be shortened to Mayfield Painting. These two strings of words would score 65,
unless you use the Substring Match Score option.
You can set this option to 0 for a particular field if you never want substrings to
match longer strings. Or you can set it to 100 if you want substrings and longer
strings to be considered a perfect match. You can set this option to any number
from 0 to 100, depending on your needs.
To qualify as a substring match, the shorter string must exactly match the first
part of the longer string. See the table below.
Long string
Matching substring
Mayfield Painting and Sand Blasting
Mayfield
Mayfield Painting
Mayfield Painting and
Mayfield Painting and Sand
Substrings that do not match
Mayfield Sand Blasting
Painting and Sand Blasting
Alternate spellings in any of the words disqualify
the substrings as a match. For example, “Murphy
Painting and Sand Blasting” does not match.
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User Guide
Company field Substring
Match Score option not
selected
Fields
compared
Record A Record B % alike Weight % Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Company Barky’s
Barky’s 45 40 18
Office Equipment
Company field Substring
Match Score option set to
0
Company field Substring
Match Score option set to
100
Street
Address
100 Water St 100 Water
St
100 40 40
Overall weighted score: 78
Fields
compared
Record A Record B % alike Weight % Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Company Barky’s
Barky’s 0 40 0
Office Equipment
Street
Address
100 Water St 100 Water
St
100 40 40
Overall weighted score: 60
Fields
compared
Record A Record B % alike Weight % Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Match whole words to abbreviations
Company Barky’s
Barky’s 100 40 40
Office Equipment
Street
Address
100 Water St 100 Water
St
100 40 40
Overall weighted score: 100
Long company names are often abbreviated by
removing letters. For example, International
Health Providers might be abbreviated to Intl Health Providers. A comparison of
those two fields would generate a match score of 69, unless you use the
Abbreviation Match Score option.
You can set this option to 0 for a particular field if you never want abbreviations
to match longer words. Or you can set it to 100 if you want abbreviations and
longer words to be considered a perfect match. You can set this option to any
number from 0 and 100, depending on your needs.
Chapter 7: Find duplicate records
99
Company field
Abbreviation Match Score
option set to 100
Full word Some possible abbreviations
Business Bus, Bsnss, Bss
Makers Mkr, Make
Fields
compared
Record A Record B % alike Weight % Weighted
Here, abbreviation means that the first
letter of the shorter word matches the
first letter of the longer word. All
remaining letters of the shorter word
appear in the longer word in the same
order as in the shorter word.
score
(per field)
ZIP 54601 54601 100 20 20
Company field
Abbreviation Match Score
option set to 0
Company field
Abbreviation Match Score
option not selected
Company Business
Bus Mkr Inc 100 30 30
Makers Inc
Street
100 Water St 100 Water St 100 50 50
Address
Overall weighted score: 100
Fields
compared
Record A Record B % alike Weight % Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Company Business
Bus Mkr Inc 0 30 0
Makers Inc
Street
100 Water St 100 Water St 100 50 50
Address
Overall weighted score: 70
Fields
compared
Record A Record B % alike Weight % Weighted
score
(per field)
ZIP 54601 54601 100 20 20
Company Business
Bus Mkr Inc 75 30 22
Makers Inc
Street
100 Water St 100 Water St 100 50 50
Address
Overall weighted score: 92
Make sure that records with different numeric data don’t match
100
User Guide
You can select an option to force the software to
score non-exact numeric data as 0 percent alike.
This ensures that records with dissimilar numeric data will not be considered
duplicates. Consider the following street address comparison:
4932 Main St
4392 Main St
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