Mailing Enhancement

Data hygiene is critical in the mailing process to ensure the highest degree of deliverability.

Mailing Enhancements Services

The shortest route to the waste basket from your courts mailings is a wrong address or missing address elements. Using the Mailing Enhancement Services from Judicial Systems, Inc. to verify and correct addresses. This eliminates duplicates and helps protect against waste and excess mailing costs by cleaning your database of inaccurate and undeliverable addresses. Judicial Systems, Inc. employs address verification tools powered by a CASS Certified™ address verification search engine that meets the strictest USPS® specifications for address accuracy and ZIP + 4 coding.

Using Judicial Systems’ Address Cleansing services, we have been able to dramatically lower the amount of returned mail and the manual processing and additional costs that goes with it.  

Victor Ramirez
Chief Bailiff
Council of Judges
El Paso County, TX

Using the information provided by the U. S. Census Bureau, out of a population of 323 million people, 40 million moved. That’s an overall percentage of 12 percent annually.  These 40-plus-million people break down as follows:

Million people relocate within the same county.

Million people relocate to another county within the same state.

Million people relocate to another state.

Million people relocate to another country.

The following Mail Enhancement Services will verify your data at the point of entry, standardize data, and promote efficient postal processing and deliverability.

De-Dup (Duplicate Elimination)

Judicial Systems can save you money on printing and postage by eliminating costly duplicate records in a single source Master Wheel (i.e. Voter Registration List only) , or a Master Wheel consisting of multiple lists (i.e. Voter Registration List/Driver License List/Tax Roll List, etc.) We recognize same-sounding words, nicknames, and alternate spellings of certain names. Judicial Systems de-dup process utilizes Soundex, or Phonetics matching (which recognizes phonemes like “ph” and “sh”). De-Dup also recognizes nicknames (Liz, Beth, Betty, Betsy, Elizabeth, Bill, William, Bob, Robert, etc.) and alternate spellings (Gene, Jean, Jeanne). In addition, a powerful sound-alike detector is used that spots common misspellings and can furthermore find switched first and last names (i.e. Markus Allen – Allen Markus).

 

De-Dup Features and Benefits:

  • Reduce costs associated with duplicate records

  • Works with several different source lists (Voter/Driver License/Tax Roll, etc.)

  • Merge files with different field structures easily

 

Deceased Suppression

The United States Postal Service estimates that 22 million pieces of mail are sent to dead people annually. With Judicial Systems Deceased Suppression processing service, by receipt of a database of deceased persons from your county or state department of vital statistics, or equivalent, deceased individuals can be identified and remove from your Master Jury Wheel. By not disturbing members of the deceased’s household with unwanted mail, you will avoid a negative impact to your court’s image as well as reducing your mailing cost.

 

Apartment Append

Apartment numbers are frequently dropped or never captured on many source lists. Judicial Systems Apartment Append service can add missing apartment numbers to your Master Jury Wheel Addresses and can even correct addresses that have an incorrect apartment number.

By appending accurate apartment numbers, not only can you increase your NCOALink match rate, but your mail will also reach more intended recipients thereby increasing your mailing yield. With Judicial Systems Apartment Append, you’ll significantly increase the number of mail pieces delivered, on time and to the intended recipient.

 

Geocoding

The Geocoding process will add the precise latitude/longitude coordinates to the ZIP+4 for each address in your Master Jury Wheel. Reimbursement of travel pay is consequently facilitated. Geocoding will also identify Master Jury Wheel records which are out of your court’s jurisdiction thereby preventing the mailing to those people who are disqualified from jury service in your court as residing out of your county. Furthermore, via USPS Geocoding, each reporting juror’s mileage is automatically calculated, with an accuracy of 1/10th of a mile, from their residence address to their respective reporting location.

 

Geocoding Features and Benefits:

  • Append latitude and longitude data to each address

  • Append mileage distance between reporting location and juror’s residence

  • Identify addresses that are out of your court’s jurisdiction

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