Data Management

Address correction (CASS)

CASS stands for Coding Accuracy Support System and is the basis for getting automation discounts for your mailings. This is not address updating but only used for standardization of the address elements. We use a commercial level program which not only allows us to certify your database but helps us to sort, parse, merge and purge your data in a variety of ways. With CASS software we are able to get you the lowest possible postage rates.

Appending Services

Would you like to add phone numbers, age and other elements to profile your database? A variety of elements are available such as credit card ownership, net worth, pet ownership, mortgage criteria, internet usage, primary language and more. Please ask about costs and turnaround times associated with these services.


Your internal data is very important and valuable and you may have concerns about who you are handing it over too. Your data will never be released or disclosed to anyone without your express approval and will always be handled appropriately. It will never be used for any purpose other that what you direct its use for. For clients that require a non-disclosure agreement, we are happy to sign an agreement that meets your needs.

Error Codes

Our CASS software codes all records during the certification run and these codes can give clues as to why a particular record may not be deliverable including an address that no longer exists. By default, we remove all records that do not fully code and can provide these back to you upon request, along with their error codes and a code sheet to help you complete these records for future use.

File Conversion

We have reasonable conversion costs when data conversion is needed and in most cases your file work is included in any complete direct mail project. To help keep costs down, please ensure that all your data elements are consistent from record to record.  This simply means that in each position within a record, the same kind of data is in that same position in each record. For example: First, Last, Title, Company, Address1, Address2, City, State, Zip Code. If any of these elements are missing, make sure to leave the field blank and go on to the next field. For our software to quickly and accurately process your files it needs to know what kind of data is in each field. The most important fields are the Address, City, State and Zip Code fields. If your company name ends up in the address field, there will be no way to verify the accuracy of that address.  In addition, pieces that are addressed with misplaced elements will leave a negative impression with the recipient of your mail piece.


We often refer to this as deduping. No one wants to mail more than one piece to the same person. Or do they? The most likely choice for most of our clients is to mail to only one piece to each address – dedupe by address. But you can also dedupe by name, company or potentially any field in your database. Your database may include records of clients at different addresses such as at home and at their place of business. To make sure they see your mailer you may choose to send one to both addresses while also making sure they only get one per address. Do you have multiple contacts at the same address? Then deduping by name would be the best choice.  Due to the variety of name spellings, misspellings and formats even the best of software can miss records here and there. We make every effort to cleanse your file to the finest level and if we have any concerns we will notify you.


You could call this address updating. If you haven’t kept up with your database and whether any addresses have actually changed or not you may be surprised at what you will find out. Consider having your database updated in combination with an ancillary endorsement to be as current as possible. Accurately addressed mail helps keep your name in front of your clients, increase revenue and lower mailing costs.

Read this page for much more information about NCOALink.


Presorting your database allows us to take work sharing discounts offered by the USPS. This is why bulk mailing rates are offered. Instead of the USPS collecting all that mail in a receiving box, sorting and processing it we do the work instead. For letter size pieces the qualifying number is 150 pieces in most categories. What does that mean? Sorting starts with the first 5 digits of a zip code. If any zip code has 150 records, it will qualify for the 5 digit automation rate (assuming the mailing qualifies for automation). When all zip codes with 150 records are sorted out we then look for any 3 digit (first 3 digits of a zip code) groups. These will qualify for the 3 digit automation rate. Next is the AADC level and then the Mixed AADC level where all remaining automation pieces go. This last level is the only one that does not require 150 pieces.


Need a printout of your database or a purchased mailing list? Would you like a list of all records removed due to the dedupe process? Have you used the NCOA service and need to update your internal database? Let us know your needs and whether you require a paper printout or if a computer generated report will suffice.