User Guide V15 Condition 9 Access Services for Inward Mail Centres 1 TABLE OF CONTENTS DOCUMENT HISTORY ------------------------------------------------------------------------------------------------------------ 5 TABLE OF FIGURES --------------------------------------------------------------------------------------------------------------- 9 1. OVERVIEW OF CONDITION 9 ACCESS SERVICES ------------------------------------------------------------------- 14 1.1 SERVICE STANDARD----------------------------------------------------------------------------------------------------- 14 1.2 ACCESS SERVICE SUMMARY ------------------------------------------------------------------------------------------- 14 1.3 SYSTEM REQUIREMENTS ----------------------------------------------------------------------------------------------- 15 2. ENTRY QUALIFICATIONS ------------------------------------------------------------------------------------------------- 16 2.1 MINIMUM ENTRY REQUIREMENTS ----------------------------------------------------------------------------------- 16 2.2 POSTCODE AREA COVERAGE ------------------------------------------------------------------------------------------ 16 2.3 ADDRESSING STANDARDS --------------------------------------------------------------------------------------------- 16 3. INDICIA FOR ACCESS ------------------------------------------------------------------------------------------------------ 18 3.1 INDICIA FOR ACCESS ---------------------------------------------------------------------------------------------------- 18 3.2 INDICIA SIZE --------------------------------------------------------------------------------------------------------------- 20 3.3 STAMP-LIKE INDICIA ---------------------------------------------------------------------------------------------------- 21 3.4 RETURN ADDRESSES AND UNDELIVERABLE MAIL --------------------------------------------------------------- 21 4. ENQUIRIES & COMPLAINTS ---------------------------------------------------------------------------------------------- 22 5. PREPARING MAIL ---------------------------------------------------------------------------------------------------------- 23 5.1 STEP 1: FORMAT SEPARATION ---------------------------------------------------------------------------------------- 23 5.2 STEP 2: OCR/CBC/MAILMARK OPTION/MACHINEABLE/MANUAL SPLIT --------------------------------------- 24 5.3 STEP 3: WEIGHT BAND SEPARATION -------------------------------------------------------------------------------- 26 6. SORTATION & PRESENTATION ----------------------------------------------------------------------------------------- 27 6.1 MINIMUM CONTAINER FILLS (TRAY, BAGS, ALPS) ----------------------------------------------------------------- 27 6.2 UNDER VOLUME CONTAINERS (BAGS, TRAYS, ALPS)------------------------------------------------------------- 28 6.3 SORTATION ---------------------------------------------------------------------------------------------------------------- 29 6.4 PRESENTING YOUR MAILING ITEMS IN BAGS ---------------------------------------------------------------------- 29 6.5 PRESENTING YOUR MAILING ITEMS IN TRAYS --------------------------------------------------------------------- 31 6.6 PRESENTING YOUR MAILING ITEMS ALPS -------------------------------------------------------------------------- 33 6.7 PRESENTATION OF RESPONSIBLE MAIL AND ADVERTISING MAIL MAILING ITEMS ------------------------ 33 6.8 PRESENTING MIXED WEIGHT ------------------------------------------------------------------------------------------ 34 7. FINAL LABELLING REQUIREMENTS ----------------------------------------------------------------------------------- 38 7.1 LABEL POSITIONING GUIDE -------------------------------------------------------------------------------------------- 38 7.2 SIZE GUIDE ---------------------------------------------------------------------------------------------------------------- 41 7.3 PRODUCING CUSTOMER FINAL LABELS ----------------------------------------------------------------------------- 43 7.4 THE DIFFERENT LABELLING METHODS EXPLAINED -------------------------------------------------------------- 43 2 7.5 CHOSEN LABELLING METHOD ---------------------------------------------------------------------------------------- 44 7.6 DATA FORMATS ---------------------------------------------------------------------------------------------------------- 44 8. EQUIPMENT FOR POSTINGS -------------------------------------------------------------------------------------------- 45 8.1 BLANK LABELS AND BAG TIES ---------------------------------------------------------------------------------------- 45 8.2 BAGS ----------------------------------------------------------------------------------------------------------------------- 45 8.3 TRAYS ---------------------------------------------------------------------------------------------------------------------- 45 8.4 YORKS/AUTO LEVEL PACKET SLEEVED (ALPS) --------------------------------------------------------------------- 46 9. DOCUMENTATION ---------------------------------------------------------------------------------------------------------- 47 9.1 POSTING DOCKETS ------------------------------------------------------------------------------------------------------ 47 9.2 CALCULATING ACCESS CHARGES ------------------------------------------------------------------------------------- 47 9.3 MANIFESTS ---------------------------------------------------------------------------------------------------------------- 48 9.4 AGREEING THE CLIENT REPORT -------------------------------------------------------------------------------------- 53 9.5 AGENCY OVERLAY REPORT -------------------------------------------------------------------------------------------- 53 9.6 EARLY RELEASE AGREEMENT ----------------------------------------------------------------------------------------- 55 9.7 WAYBILL DOCUMENTATION-------------------------------------------------------------------------------------------- 55 9.8 YORK CARD DOCUMENTATION ---------------------------------------------------------------------------------------- 56 9.9 SEGREGATION BY FORMAT AGREEMENT YORK CARD DOCUMENTATION ------------------------------------ 57 9.10 YORK MANIFEST ------------------------------------------------------------------------------------------------------- 58 10. CALCULATING THE POSTAGE ---------------------------------------------------------------------------------------- 59 10.1 CALCULATING THE POSTAGE FOR MAILING ITEMS WITH A CONSTANT PRICE. -------------------------- 59 10.2 CALCULATING THE POSTAGE FOR MAILING ITEMS WITH AN AVERAGED WEIGHT ---------------------- 59 11. DESPATCHING THE POSTING ---------------------------------------------------------------------------------------- 60 11.1 PRE - NOTIFICATION OF POSTING --------------------------------------------------------------------------------- 60 11.2 DAY ROLLING FORECAST -------------------------------------------------------------------------------------------- 60 11.3 PRE-NOTIFICATION --------------------------------------------------------------------------------------------------- 60 11.4 06:30AM POSTING DOCKET AND MANIFESTS ------------------------------------------------------------------ 61 12. ACCESS TIMES ----------------------------------------------------------------------------------------------------------- 62 12.1 ACCESS WINDOWS --------------------------------------------------------------------------------------------------- 62 12.2 ACCESS SLOTS -------------------------------------------------------------------------------------------------------- 62 12.3 ACCESS SLOT CHANGE REQUEST PROCESS -------------------------------------------------------------------- 62 12.4 AD-HOC & ADDITIONAL ACCESS SLOT BOOKING PROCESS -------------------------------------------------- 62 12.5 MULTIPLE VEHICLES PER ACCESS SLOT ------------------------------------------------------------------------- 63 13. HANDOVER ---------------------------------------------------------------------------------------------------------------- 64 13.1 SECURITY PROCEDURES --------------------------------------------------------------------------------------------- 64 13.2 HEALTH AND SAFETY ------------------------------------------------------------------------------------------------ 64 13.3 DOCK ALLOCATION --------------------------------------------------------------------------------------------------- 64 3 13.4 UNLOADING & HANDOVER ------------------------------------------------------------------------------------------ 64 13.5 EXITING THE SITE ----------------------------------------------------------------------------------------------------- 65 13.6 CONTINGENCY --------------------------------------------------------------------------------------------------------- 65 14. REVENUE PROTECTION ------------------------------------------------------------------------------------------------ 66 15. PROCEDURES FOR HANDLING NON-COMPLIANT POSTINGS ------------------------------------------------ 66 15.1 PRE-NOTIFICATION AND PRE -ADVICE --------------------------------------------------------------------------- 67 15.2 ARRIVAL ----------------------------------------------------------------------------------------------------------------- 69 15.3 DOCUMENTATION ----------------------------------------------------------------------------------------------------- 70 15.4 INDICIA ------------------------------------------------------------------------------------------------------------------