Step 3: eDocumentation

Electronic Documentation
Procedures
Getting Started with IMb
Assign Roles
Register for Services

References

IMb Supplemental Information

Contains all the supplemental information needed to succeed with the Intelligent Mail barcode including:

Product/Service Listings
BCC Links
IMb FAQs
Other Important Links

Once you've checked your printing capabilities and obtained a Mailer ID, you'll still need to resolve the question of allowable documentation of your jobs before you make the switch to Intelligent Mail. You have options regarding electronic documentation - and the size of your mailings, and whether you plan to utilize Basic or Full Service Intelligent Mail, will help determine which "eDoc" path you choose.

Generally, Basic IMb mailings under 10,000 pieces can be processed using the Postal Wizard to produce necessary documentation, while larger or Full Service IMb jobs will require the use of independently certified file formats Mail.dat or Mail.XML. Read more about these choices, and which might be right for you, below.

Considerations:

Regardless of whether you're interested in Basic or Full Service IMb, bear in mind that the USPS is encouraging mailers at all levels to pursue eDocumentation using Mail.dat or Mail.XML – and in the case of the Postal Service, that which is encouraged today will likely be required tomorrow.

Electronic Documentation

Full Service Intelligent Mail requires that you submit mailing documentation electronically using the PostalOne! service, which supports the direct online completion of postal forms for small mailings of 10,000 pieces or less. Larger mailings must be uploaded in file sets that conform to one of two standards from IDEAlliance: Mail.dat, a relational database, and (coming soon) Mail.XML, which offers more of a forms-based approach. Eventually mailers will be able to combine approaches, such as by using Mail.dat to upload large file sets and Mail.XML to perform updates affecting a single postal form.

	Postal Wizard	Mail.dat	Mail.XML
Used For	Used for mailings under 10,000 mailpieces that do not require documentation	Used for small, medium, large volume mailings	Used for small, medium, large volume mailings
Eligible Mail Classes	First-Class Mail, Standard Mail	First-Class Mail, Standard Mail, Periodicals, Bound Printed Matter Flats	First-Class Mail, Standard Mail, Periodicals, Bound Printed Matter Flats
Docs Supported	Supports postage statements	Supports postage statements and documentation ie. Qualification Reports	Supports postage statements and documentation ie. Qualification Reports
Security	Secure web-based alternative to submit postage statements	Secure batch electronic data exchange	Secure transactional, bi-directional elctronic data exchange
One- or Bi-Directional	One Directional	One Directional	Bi-Directional Supports feedback to mailers such as Full Service ACS, Start-the-clock, Container visibility, MID, CRID, Data Quality Reports

Users uploading Mail.dat-compliant file sets can do so interactively or in batch (unattended) mode. Batch mode requires a calling program such as cron or Windows Scheduled Tasks.

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Procedure

This procedure applies to users who upload Mail.dat-compliant electronic documentation data to PostalOne!

A certification program is mandatory for new accounts and for existing accounts adapting Full Service Intelligent Mail. Users must upload test data to the Test Environment for Mailers (TEM) that fulfills scenarios assigned by the USPS. The “Test Scenario Criteria” section of the Intelligent Mail Full-Service & Electronic Documentation Checklist describes requirements applicable to a wide range of mailing scenarios. Previous mailing patterns help determine the scenarios a mailer must pass.

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Getting Started with IMb

Are your mailings over 10,000 pieces? Then your data must comply with with the Mail.dat and Mail.XML standards developed by IDEAlliance.

A not-for-profit membership organization, IDEAlliance Members obtain discounts on user licenses, as well as the opportunity to help determine the evolution of these data standards.

Bell and Howell can make it easier to work with these standards, but first you will need a license from IDEAlliance, called a Users License Code. One ULC covers your entire organization; there are no per-seat charges. Before getting licensed, make the following decisions:

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Assign Roles

You must determine who is going to be the Mail Owner and the Mail Preparer.

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Register for Services

Facilities and Shipment Tracking (FAST) - a USPS electronic scheduling initiative that improves the appointment and scheduling process.

Electronic Data Exchange (PostalOne!) - a Web-based alternative to manual mailing processes with suite of services designed exclusively for business mailers.

Role of Mail.XML

The Mail.XML standard plays the following roles in Intelligent Mail transactions:

An alternative to the interactive online system for setting and administering FAST appointments
A forms-based alternative or supplement to Mail.dat for postage payment and reporting through PostalOne!
A means of distributing profile and Full Service feedback information

Unlike the Postal Wizard and Mail.dat, Mail.XML is bidirectional, supporting close to real time exchanges between business partners. It uses the flexibility of the XML standard to support customized communications without requiring global changes that would impact disinterested parties.

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