eDoc for Comailed & Copalletized Mailings

The United States Postal Service® (USPS®) recently published a Federal Register notice regarding the upcoming requirement for electronic documentation (eDoc) on all comailed and copalletized mailings. The effective date for the new requirement is January 2, 2011. This new requirement is different from the existing electronic documentation requirements for Intelligent Mail® (IM) Full-Service mailings; those requirements have not changed. This new requirement not only adds the electronic documentation requirement, but will also require comailed and copalletized mailings to include Intelligent Mail tray labels on trays and/or sacks. Intelligent Mail container labels must also be used on pallets - or similar containers - when making comailed or copalletized mailings.

The electronic documentation and IM-compatible tagging requirements will be required for all comailed and copalletized mailings, regardless of whether or not the mail is eligible for, or is claimed at the Intelligent Mail Full-Service discounted rates.

Why the Change?

This change in requirements is necessary to facilitate the combining of both regular mail and Intelligent Mail. The requirements provide for electronic submission of the original container data, as well as updated container data after the comail or copalletization processes occur. This provides for increased visibility of the mail throughout the processes, and is necessary in order to generate accurate qualification reports and postage statements.

Submission of eDoc (electronic documentation)

Under the new requirements, mailers may submit eDoc using either Mail.dat® or Mail.XML™. Mailers and mail preparers must separate the postage statements for the mail entered at the origin facility from the postage statements for the mail entered through a consolidator. Consolidators must submit electronic documentation showing the assignment of trays with Intelligent Mail tray labels to pallets bearing Intelligent Mail container labels. Consolidators will also need to drop ship the copalletized mail to the appropriate facility in accordance with the entry discount claimed at the origin acceptance location. For mailers preparing copalletized bundles of flats, they must prepare separate postage statements for the portion of the mail being accepted at the origin site, and electronic documentation for the portion being tendered to a consolidator. The electronic data for this portion will be used to generate electronic postage statements and postage payment at the consolidator site. The origin site is required to submit electronic documentation before the consolidator's electronic documents are transmitted.

More Info

The USPS also published an advance notice of the upcoming Domestic Mail Manual (DMM) changes in this regard. Mailers may access this advance notice in the September 23, 2010 Postal Bulletin.