User Guide V16 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 -------------------------------------------------------------------------------------------- 1615 2. ENTRY QUALIFICATIONS ---------------------------------------------------------------------------------------------- 1716 2.1 MINIMUM ENTRY REQUIREMENTS -------------------------------------------------------------------------------- 1716 2.2 POSTCODE AREA COVERAGE --------------------------------------------------------------------------------------- 1716 2.3 ADDRESSING STANDARDS ------------------------------------------------------------------------------------------ 1716 3. INDICIA FOR ACCESS --------------------------------------------------------------------------------------------------- 1918 3.1 INDICIA FOR ACCESS ------------------------------------------------------------------------------------------------- 1918 3.2 STAMP-LIKE INDICIUM ----------------------------------------------------------------------------------------------- 1918 3.3 DIGITAL STAMP INDICIUM ------------------------------------------------------------------------------------------- 2019 3.4 INDICIA SIZE ------------------------------------------------------------------------------------------------------------ 2120 3.5 STAMP-LIKE INDICIA ------------------------------------------------------------------------------------------------- 2221 3.6 RETURN ADDRESSES AND UNDELIVERABLE MAIL ------------------------------------------------------------ 2221 4. ENQUIRIES & COMPLAINTS ------------------------------------------------------------------------------------------- 2322 5. PREPARING MAIL ------------------------------------------------------------------------------------------------------- 2423 5.1 STEP 1: FORMAT SEPARATION ------------------------------------------------------------------------------------- 2423 5.2 STEP 2: OCR/CBC/MAILMARK OPTION/MACHINEABLE/MANUAL SPLIT ------------------------------------ 2524 5.3 STEP 3: WEIGHT BAND SEPARATION ----------------------------------------------------------------------------- 2726 6. SORTATION & PRESENTATION -------------------------------------------------------------------------------------- 2827 6.1 MINIMUM CONTAINER FILLS (TRAY, BAGS, ALPS) -------------------------------------------------------------- 2827 6.2 UNDER VOLUME CONTAINERS (BAGS, TRAYS, ALPS) ---------------------------------------------------------- 2928 6.3 SORTATION ------------------------------------------------------------------------------------------------------------- 3029 6.4 PRESENTING YOUR MAILING ITEMS IN BAGS ------------------------------------------------------------------- 3029 6.5 PRESENTING YOUR MAILING ITEMS IN TRAYS ------------------------------------------------------------------ 3231 6.6 PRESENTING YOUR MAILING ITEMS ALPS ----------------------------------------------------------------------- 3332 6.7 PRESENTATION OF RESPONSIBLE MAIL AND ADVERTISING MAIL MAILING ITEMS --------------------- 3433 6.8 PRESENTING MIXED WEIGHT --------------------------------------------------------------------------------------- 3534 7. FINAL LABELLING REQUIREMENTS -------------------------------------------------------------------------------- 3938 7.1 LABEL POSITIONING GUIDE ----------------------------------------------------------------------------------------- 3938 7.2 SIZE GUIDE ------------------------------------------------------------------------------------------------------------- 4241 7.3 PRODUCING CUSTOMER FINAL LABELS -------------------------------------------------------------------------- 4443 2 7.4 THE DIFFERENT LABELLING METHODS EXPLAINED ----------------------------------------------------------- 4443 7.5 CHOSEN LABELLING METHOD ------------------------------------------------------------------------------------- 4544 7.6 DATA FORMATS ------------------------------------------------------------------------------------------------------- 4544 8. EQUIPMENT FOR POSTINGS ----------------------------------------------------------------------------------------- 4746 8.1 BLANK LABELS AND BAG TIES ------------------------------------------------------------------------------------- 4746 8.2 BAGS -------------------------------------------------------------------------------------------------------------------- 4746 8.3 TRAYS ------------------------------------------------------------------------------------------------------------------- 4746 8.4 YORKS/AUTO LEVEL PACKET SLEEVED (ALPS) ------------------------------------------------------------------ 4847 9. DOCUMENTATION ------------------------------------------------------------------------------------------------------- 4948 9.1 POSTING DOCKETS --------------------------------------------------------------------------------------------------- 4948 9.2 CALCULATING ACCESS CHARGES ---------------------------------------------------------------------------------- 4948 9.3 MANIFESTS ------------------------------------------------------------------------------------------------------------- 5049 9.4 AGREEING THE CLIENT REPORT ----------------------------------------------------------------------------------- 5554 9.5 AGENCY OVERLAY REPORT ----------------------------------------------------------------------------------------- 5554 9.6 EARLY RELEASE AGREEMENT -------------------------------------------------------------------------------------- 5756 9.7 WAYBILL DOCUMENTATION----------------------------------------------------------------------------------------- 5756 9.8 YORK CARD DOCUMENTATION ------------------------------------------------------------------------------------- 5857 9.9 SEGREGATION BY FORMAT AGREEMENT YORK CARD DOCUMENTATION --------------------------------- 5958 9.10 YORK MANIFEST ---------------------------------------------------------------------------------------------------- 6059 10. CALCULATING THE POSTAGE ------------------------------------------------------------------------------------- 6160 10.1 CALCULATING THE POSTAGE FOR MAILING ITEMS WITH A CONSTANT PRICE. ----------------------- 6160 10.2 CALCULATING THE POSTAGE FOR MAILING ITEMS WITH AN AVERAGED WEIGHT ------------------- 6160 11. DESPATCHING THE POSTING ------------------------------------------------------------------------------------- 6261 11.1 PRE - NOTIFICATION OF POSTING ------------------------------------------------------------------------------ 6261 11.2 DAY ROLLING FORECAST ----------------------------------------------------------------------------------------- 6261 11.3 PRE-NOTIFICATION ------------------------------------------------------------------------------------------------ 6261 11.4 06:30AM POSTING DOCKET AND MANIFESTS --------------------------------------------------------------- 6362 12. ACCESS TIMES -------------------------------------------------------------------------------------------------------- 6362 12.1 ACCESS WINDOWS ------------------------------------------------------------------------------------------------ 6362 12.2 ACCESS SLOTS ----------------------------------------------------------------------------------------------------- 6362 12.3 ACCESS SLOT CHANGE REQUEST PROCESS ----------------------------------------------------------------- 6362 12.4 AD-HOC & ADDITIONAL ACCESS SLOT BOOKING PROCESS ----------------------------------------------- 6463 12.5 MULTIPLE VEHICLES PER ACCESS SLOT ---------------------------------------------------------------------- 6463 13. HANDOVER ------------------------------------------------------------------------------------------------------------- 6463 13.1 SECURITY PROCEDURES ------------------------------------------------------------------------------------------ 6463 13.2 HEALTH AND SAFETY --------------------------------------------------------------------------------------------- 6564 3 13.3 DOCK ALLOCATION ------------------------------------------------------------------------------------------------ 6564 13.4 UNLOADING & HANDOVER --------------------------------------------------------------------------------------- 6564 13.5 EXITING THE SITE -------------------------------------------------------------------------------------------------- 6665 13.6 CONTINGENCY ------------------------------------------------------------------------------------------------------ 6665 14. REVENUE PROTECTION --------------------------------------------------------------------------------------------- 6766 15. PROCEDURES FOR HANDLING NON-COMPLIANT POSTINGS --------------------------------------------- 6766 15.1 PRE-NOTIFICATION AND PRE -ADVICE ------------------------------------------------------------------------ 6867 15.2 ARRIVAL -------------------------------------------------------------------------------------------------------------- 7069 15.3 DOCUMENTATION --------------------------------------------------------------------------------------------------