15 essential questions to evaluate your data processing provider, ensuring efficiency and reliability for your business's data needs.
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15 Questions You Should Ask Your Data Processing Provider

Is your acquisition merge processing a strategic part of your direct marketing acquisition program – designed to help you get the very best campaign results?

Ask your data processing provider these 15 questions to find out!

  1. Does your provider offer a comprehensive project checklist which details the steps and available options for both data hygiene and data processing for all projects?
  2. Does your provider schedule a call to discuss the project in detail with everyone directly involved in the process?
  3. Are there clear and concise lines of communication established for every project?
  4. Is there active input from your supplier regarding efficiencies or additional enhancements to improve your existing process?
  5. Are acceptable data security protocols in place, and provided in writing, for both data entrusted to your provider for processing, as well as any data transmissions?
  6. Are your data requirements processed entirely within the United States?
  7. Are any and all project changes clearly confirmed and documented?
  8. Are any and all project discrepancies clearly communicated and described in detail? Does your provider recommend possible resolutions?
  9. Are you provided with a comprehensive acquisition merge/purge report package detailing every step of the process? And, does your provider take the time to highlight and describe the reports and things to be looking at, and looking for?
  10. Are all outputs provided on time, per your desired transmission method, and with the proper documentation, so you can keep your overall mailing schedule on track?
  11. Does your provider send house file NCOA (National Change of Address), PCOA (Proprietary Change of Address) and Deceased matched files at the end of the process to update/flag your donor file?
  12. Does your provider schedule a team call after a project is complete to review the overall project and its requirements, steps, processes, communication, outputs and reports? The purpose being to ensure best practices are being followed, and to expose added-value opportunities to enhance processing and marketing opportunities.
  13. Does your partner provide free data processing trainings for your team?
  14. Does your provider specialize in precision data hygiene and data processing? Or do they offer it as one of many different services?
  15. Do you consider your provider to be your partner, and do they feel they are a part of your team?

To get the very best results from your significant investment in direct mail acquisition, you need a strategic data processing partner focused on the unique goals and characteristics of your direct marketing program.

You need MMI Direct: Specializing in Precision Data Processing.

Contact us today to discuss your next acquisition campaign! We look forward to working with you!

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"Hurricane Milton warning sign highlighting postal impacts, emphasizing preparedness for potential disruptions. Stay informed and safe during the hurricane season."
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Prepare for Hurricane Milton

Hurricane Milton is approaching Florida, with landfall anticipated in the Tampa area Wednesday night. The storm is predicted to be very large and powerful, impacting western, central, and eastern Florida.  Hurricane Milton is forecasted to bring unprecedented flooding and high winds, which will cause property damage, road closures, and electrical outages.

What We Know Now – Logistics & Post Offices

The hurricane will impact the processing, transportation, and delivery of mail and packages throughout Florida. Please allow additional time for the final delivery of your campaigns.

What To Do

Contact your Account Representative directly if you need assistance or have any questions about your mailings.

Check the USPS Service Alerts page for any postal delay, closing, or re-opening reports in areas affected by Hurricane Milton.

You may also check this page for updated logistics transportation changes as they become available.

We wish for safety and speedy recovery for all impacted by the hurricanes. 

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ACT NOW to Protect Rural Mail Delivery Time

The United States Postal Service unveiled its latest proposal to save money by reducing truck trips and slowing service to rural customers.

You can find out more – and potentially speak and ask questions – by attending the “USPS Pre-Filing Conference” via Zoom on Thursday, September 5 from 1pm -3pm ET. Space is limited and the registration deadline is September 3rd so sign up asap.

Insights from Stephen Kearney, Executive Director of The Alliance of Nonprofit Mailers:

“The proposal is driven entirely by the Postal Service’s goal to make its network more efficient for packages and mail. A large part of the estimated $2.8 to $3.3 billion in annual savings would be from the ‘Regional Transportation Initiative’ that would eliminate picking up mail in the evening from many rural post offices, adding another day’s delivery time to mostly First-Class Mail.

The first regulatory step is a remote “pre-filing conference” where a panel of USPS staff will explain their proposal, answer questions, and sometimes respond to comments.

In a sense, this is not a surprise. We had heard something like this was coming. More importantly, this action is another natural response to an agency mandated to operate as a self-funding business under a statutory monopoly with a weak regulator. This is USPS operating more like Amazon, FedEx, and UPS than a government agency attempting to serve all Americans well and equally.

USPS leadership wants to improve service for anyone near a processing facility while diminishing it for rural citizens and the mailers that interact with them.”

MMI Direct and members of The PMG Family will be attending the USPS Pre-Filing Conference on September 5 to learn more and express our concerns. Please join us!

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Key takeaways from the 2023 DMAW List Bazaar, focusing on effective strategies for nonprofit fundraisers and list management insights.
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The Return of the DMAW List Bazaar: Key Takeaways for Nonprofit Fundraisers

The ever-popular DMAW List Bazaar returned as a standalone event on May 11th in Washington, DC. MMI Direct’s Charlie Rice along with Polly Papsadore and Jaime Grams from PMG were on hand to spend the day engaging with nearly 100 fellow industry leaders and acquisition list professionals, including list managers, brokers, agency strategists, co-operative database representatives and data scientists.

Here are some highlights from the program’s many informative sessions:

  • An emphasis on lifetime value vs. short-term results. Dan Sonners (Conrad Direct) shared fascinating campaign results data from an advocacy client showing response rate, average gift and 12-month subsequent revenue per donor. A multi-issue survey had a lower response rate and average gift, but had the highest 12-month subsequent revenue per donor compared to a single-issue survey package and a membership appeal.
  • Multichannel campaigns that build around direct mail are most effective. Per Dave Lewis (Snailworks), “At the heart of a direct marketing campaign, direct mail remains the essential channel. Coordinating it with other channels, measuring and refining the campaign are keys to its success.”
  • Britt Vatne (Adstra) and Kelly Leach (CELCO) advised looking closely at suppression strategy and files. Untapped opportunities lie within.
  • Margaret Romig and Melissa Lancaster (Lautman, Maska, Neil and Company) offered testing advice for market expansion: test new markets, test lists and test creative, and provided great perspective on the testing process: “Fail fast … learn fast!”
  • A top-notch panel of data scientists recommended:
    • The donor pool is not shrinking. Consumer behavior is changing and donor prospects can now be found in multiple channels. But focus on affinity to the cause first, not channel first.
    • Modelers should get into the head of the consumer (donor): immerse yourself in the client’s product, mission, fundraising materials … not just the data.
    • Brainstorming on completely new audiences when planning program or campaign strategies.
    • Understanding merge instructions as they can dramatically impact results.
    • Tailoring messaging, not just modeling to succeed with younger demographics (it’s the creative experience).

The program concluded with a lively town hall focused on evaluating and modernizing current industry-accepted list standards with respect to co-targeting, use of post-merge data and transparency among stakeholders. MMI Direct’s recently promoted Senior Team Leader, Ross Fate will be joining the volunteer panel of industry experts undertaking this critically important initiative. Stay tuned for future updates from MMI Direct and the PMG family!

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Discover USPS promotions to help offset 2023 postage increases, maximizing savings for businesses and personal mailing strategies.
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Leverage USPS Promotions to Offset 2023 Postage Increases

Offset Postage Expense by Using USPS Promotions

There are two promotions that just began February 1 and run until July 31. We believe the most advantageous choice for nonprofits and commercial mailers is the Tactile, Sensory, and Interactive promotion. Mailers can achieve up to a 5% discount on postage for using various techniques that enhance the mailing, engage the senses – and get the donors and buyers to interact! From various stocks, coatings, even affixed member cards – there are a variety of techniques that may qualify.

  • Sensory treatments could include metallic inks and or colors that change in UV light. Think shine!
  • Tactile could include added textures such as embossing, varnishes, scents, or holographic effects. Think touch or scent!
  • Interactive can include complex folds, zip strips, and affixed cards!

The other promotion is the Personalized Color Transpromo. However, it is a bit more niche, as it is only for First-Class Mail presort and automation letters containing bills and statements and making use of digital variable technology. This promotion has also begun, and runs until July 31. The USPS provides upfront discounts up to 3%-4%; 3% to mailers who use dynamic and variable color print for personalized, transpromotional marketing messages on their bills and statements that do not include CRM or BRM and 4% discount for CRM or BRM inclusion.

The next upcoming promotion which will run from May 1- November 30, is the Emerging Technology promotion, which now includes Mobile Shopping. It can be as simple as placing a qualifying QR code on your mailing that leads to a donation page or as exciting as augmented or virtual reality! The postage discount ranges from 3-4%, depending on the technique that is used.

We expect more information on the new Reply Mail IMbA and Retargeting promotions, and the updated guidelines for the 2023 Informed Delivery promotion to be released soon!

As always, MMI Direct is here to help you realize the best savings possible. Please let us know if we can answer any questions  or assist in any way.

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Sunset over a serene landscape with palm trees, highlighting the news that USPS mail delivery operations have resumed for mailers.
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Good News for Mailers: USPS Resumes Operations

Mail Delivery Resumes to Several Zip Codes in South Florida

It’s been four months since Hurricane Ian devastated southern Florida. As the areas on the Gulf Coast continue to rebuild the USPS has announced that it will begin to accept Marketing Mail letters and flats at several post offices. Mailers have been suppressing addresses in these regions from their data files to prevent Marketing Mail from arriving in the impacted areas, but no more.

Beginning Saturday, February 4, 2023, commercial and nonprofit mailers can send Marketing Mail to the following South Florida zip codes:

  • Bokeelia – 33922-9998
  • Captiva – 33924-9800
  • Fort Myers (Downtown) – 33901-9998
  • Fort Myers Beach – 33931-9998
  • Pineland – 33945-9800
  • Placida – 33946-9998
  • Saint James City – 33956-9998
  • Sanibel – 33957-9998
  • Everglades City – 34139-9800
  • Naples (Downtown) – 34102-6706

We’re here to help you resume your mail delivery to south Florida. Please reach out if you need assistance adding these zip codes back to your mail plan. 

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Colorful graphic featuring a speech bubble that reads Data Processing 101, highlighting concepts from MMI Direct's marketing training sessions.
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Three Key Takeaways from MMI Direct’s Direct Marketing 101 Training Sessions

The MMI Direct team is on the road and online presenting DM101 Data Processing trainings to nonprofit fundraising groups throughout the year. Here are a few highlights from these popular sessions!

Data Processing 101
  1. Understanding Data Hygiene and Merge Purge processing will help you make better business decisions about your process and your overall direct marketing program. It’s time to get empowered!
  2. Data hygiene cost-saving tactics are more critical than ever! A quality data hygiene program: 
    • Reduces your postage rates
    • Reduces printing and mailing costs
    • Improves your campaign and program performance
    • Also improves mail deliverability and gets your mail delivered faster
  3. Tailor your Merge Purge Un-duplication Strategies to the different file types in your acquisition data set and your unique program requirements.
    • Which record should be retained when duplicates are identified? Consider these criteria when assigning data set priorities: List ownership, list cost/exchange agreement, and list type: test list, retest list or continuation list
    • Customize and test your un-duplication and match criteria strategies for different list groups. A tight match allows for very few variations on a record, medium allows for moderate variations, loose allows for many variations of each data element on the record. 
    • Learn how to analyze your data hygiene and merge purge processing reports so you can identify any red flags or opportunities to improve your process.

Want to learn more? View our fun and informative on-demand trainings on YouTube:
Data Hygiene: The Basics
Acquisition Data Merge/Purge: The Basics
Extra Credit! Demystifying Acquisition Data Merge/Purge Reports

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Graphic highlighting key political lessons learned, presented by DMAW for nonprofit fundraisers, featuring the logo of PMG.
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DMAW Political Lessons Learned Online Briefing: Key Takeaways for Nonprofit Fundraisers

Our colleagues at PMG recently sponsored the DMAW Political Lessons Learned webinar—a panel discussion featuring five strategy and data experts from the political realm: digital media consultant Gayatri Bhalla, Tracy Dietz of DonorBureau, Tiffany Delgado of The Lukens Company and Chrissy Hyre of CCAH, moderated by DMAW President Heather Philpot of Tunnl. The panelists boldly (and gracefully) crossed party lines to recap the mid-term election to make all of us better direct marketers and fundraisers.

Here are some highlights from this informative session:

1) This summer’s SCOTUS decision in Dobbs v. Jackson Women’s Health Organization was pivotal in altering the expected outcome of the election…and who voted. Younger voters made their turnout felt on November 8th and will continue to shape direct marketing strategies as orgs develop effective programs to reach and engage with them.

2) Spending surpassed the high-water mark set in the 2020 election cycle and OTT (Over the Top) and CTV (Connected Television) increased significantly as a percentage of overall media investments. Big thanks to Gayatri for differentiating these two! Over the Top refers to the delivery mechanism for non-cable and non-satellite content that is viewable on mobile, desktop or connected devices. CTV is a subset of OTT that is viewable on the largest home device. For example, OTT: Streaming Hulu on mobile device. CTV: Streaming Hulu (OTT media) through a stick plugged into the television.

3) Each panelist emphasized building a mobile program as a top priority. Mobile constituent/donor lists are reaching parity with email lists, and growing yours might be your single most important investment.

4) Forward-thinking organizations that invest in OTT and mobile to reach the newest generations of supporters will succeed in the years ahead. Younger voters do not read emails and they do not watch broadcast television.

5) Texting, TikTok, Streaming, Digital Video and Mobile are certainly reaching a tipping point, but Chrissy reminded us that tried and true direct response tactics are still effective, especially when organizations can enhance their audience segmentation through data sharing and targeting models based on demonstrated donor behavior.

6) Audience segmentation in political fundraising includes national donors who donate to candidates in states other than their own, individuals who donate to female candidates, or military candidates, and donors who give to lightning rod issues that may cross party lines, like we saw in this election. Interesting stuff. And Tracy emphasized that targeting the right people with the right message is crucial.

7) Whether you think “the next two years are going to be the best for fundraising” given that panic and anger are strong donation motivators OR you believe “the next two years are going to be the best for policy,” an “always on” fundraising investment in new and existing supporters via traditional and emerging channels will be critical to reach supporters where they are in 2023 and beyond.

A big thanks to the expert panelists, attendees and everyone taking the time to read our top takeaways.

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Stacks of colorful shipping containers against a bright sky, highlighting logistics in the direct mail industry update on paper and postage.
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Direct Mail Industry Update: Paper, Postage, Logistics and More

DIRECT MAIL INDUSTRY UPDATEThe PMG Family continues to monitor direct mail industry trends that impact our clients’ fundraising and marketing programs.

Paper

Major paper mills have announced paper cost increases of approximately 8 – 10% effective May 1, 2022, according to our key suppliers. Envelope window film, adhesives, cartons and freight costs are also increasing. Fuel surcharges from carriers are the highest our suppliers have ever seen. Another paper cost increase is expected this fall.

Paper allocations remain strict and many suppliers believe this will continue through 2023. Paper producers are eliminating certain paper grades and transitioning to packaging grades in some instances, while other mills are closing permanently. Meanwhile increased demand, increased shipping costs and ongoing staffing shortages are driving up prices.

Envelope suppliers are still operating with 12 to 15 week lead times, and offset and web printers are seeking orders for paper six weeks to three months in advance of when art files are due, depending on the type of materials and quantity.

Label Stock

The ongoing Finnish Paperworkers’ Union strike at several UPM mills in Finland, a major global supplier of label materials, continues to have a serious impact on direct marketing programs. Domestic suppliers of label stock are unable to make up for the demand and are on strict allocations. Currently the strike is expected to end April 30th but manufacturing could take up to three months to reach pre-strike levels. Our suppliers are requiring four months or more lead time on label orders. Given the dire situation, The PMG Family production teams are working with our clients to explore alternative package components and formats.

Pre-Purchasing Materials

The PMG Family provides its clients with continuous guidance on budgets, schedules and changing lead times. In certain situations, we’re able to purchase materials or components (such as envelopes) for multiple months at a time and maintain inventories to help keep printing costs down. This approach may be easier to accomplish with smaller to medium-sized print runs. Clients with larger mailings may have difficulty securing the amount of paper necessary for multiple months.

More Practical Tips

Streamline client review processes to enable earlier art and data approval times and more timely delivery.

Clear direction and insisting on regular QC steps reduce the risk of errors and delays in this high pressure environment.

Include your production partner in your annual program planning to anticipate challenges, and to find efficiencies and cost savings.

Also involve your production team in the initial strategy and creative development of each project – they can advise on the best formats, processes, and stocks – and what to avoid – given current industry trends.

Postage

On April 6th, as expected, the Postal Service filed new mailing rates effective July 10, 2022 which use the full authority granted by the Postal Regulatory Commission (PRC):

July 2022 Price Increases for Nonprofit Mail:

  • Marketing Mail: 6.791%
  • First Class: 6.793%
  • Flats: 8.826%

The PRC is expected to officially approve these proposed prices before they go into effect.

Save money through postal logistics to combat ongoing postage increases.

Increasing commingling volumes to achieve the lowest rates possible is one of the easiest ways to save on postage. Commingling combines your letter mail with other mailers to increase volume to the intended Zip code and delivers mail deeper into the mail stream by skipping postal facilities, achieving significant postage savings and more predictable delivery.

The PMG Family and its MailSmart Logistics team recommend a free Postal Logistics review to uncover potential costs savings in your direct mail program.

The Alliance of Nonprofit Mailers (ANM) and other industry groups continue to pressure the PRC to reduce postage rates. This week the ANM filed a petition with the PRC requesting that the regulator immediately start a new review of the USPS rate system and end above-inflation postage increases. This is a longer term goal, however, with no short term relief in sight.

 Logistics and Overseas Production

Diesel fuel prices have risen above $5/gallon and with the ongoing war in Ukraine will probably remain at elevated levels for some time to come. Fuel prices effect the cost of all freight, be it ocean, rail, or trucking, and impact all steps in the supply chain, as noted above with paper costs.

The door-to-door delivery times from China to the Port of Los Angeles have dropped from an average of 40 days to an average of 30 days which is good news for organizations that use premium-based mailings.

The U.S. Trade Representative has a deadline of July 6, 2022 to review the China Section 301 Tariffs. Unless they take specific action to renew them, the tariffs will expire and will no longer be applied to China products.

With chronic paper shortages, postage increases, inflation and ongoing supply chain pressures, a strong production management partner advocating for you every day is essential to your success.

The PMG Family team continues to keep our clients’ direct marketing programs on track, despite all the challenges facing our industry.

Please contact us if you have any questions or concerns.  We’re here to help!

Additional Resources:

RKD Group GroupThinkers Supply Chain Podcast

MSL Return Mail Tracking Blog

Alliance of Nonprofit Mailers Petition to the Postal Regulatory Commission to End Above inflation Postage Rate Increases

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Yellow envelope with a Direct Mail Trend Report inside, highlighting key insights and trends for direct mail marketing in 2021 and beyond.
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Direct Mail Trends for Remainder of 2021 and Beyond

Direct Mail Trends We’re Watching: Postage, Delivery Performance, Paper and More

direct-mail-trends-2021-beyond reportMMI Direct and the PMG family are monitoring several critical industry trends as we enter the fall mailing season:

Postage:

New postage rates go into effect August 29, 2021. Commingling rate increases are compounded by rising fuel costs, truck driver and transportation shortages and a persistent labor shortage. Yet increases for non-commingled mail are even higher.

Our colleagues at MailSmart Logistics highly recommend an initial Postal Logistics review to uncover any cost savings in your mailing program. Increasing commingling volumes to achieve the best rate possible is one of the easiest ways to save on postage, especially now.

A package design review may also reveal opportunities to modify the weight and thickness of your “flat” mailings and move into a less expensive letter rate package that can commingle versus more costly drop shipping. Freight costs are increasing significantly for drop shipping.

Mailers can also save 2% on postage this fall by participating in the USPS Informed Delivery Promotion effective September 1 – November 30, 2021.

Mail Delivery Performance:

In a recent USPS Industry Alert, service delivery performance data for July 1st – August 12th showed steady improvement across First-Class, Marketing and Periodical mail categories from the 3rd quarter ending June 30:

  • First-Class Mail: Delivered 88.8 % of First-Class Mail on time against the USPS service standard, an improvement of 1.3% from the third quarter.
  • Marketing Mail: Delivered 92.6% of Marketing Mail on time against the USPS service standard, an improvement of 1.6% from the third quarter.
  • Periodicals: Delivered 82.4% of Periodicals on time against the USPS service standard, an improvement of 3.1% from the third quarter.

Our supplier partners are reporting performance levels of client mail slightly below the USPS reported data, most likely due to the limited amount of mail included in the USPS measurement.

The USPS is trumpeting its service level improvements but is now officially slowing delivery of mail. On August 6, the Postal Service announced its plan to move ahead with lengthening the service standards for almost 40 percent of First Class Mail and 7 percent of Periodicals Mail beginning next month. Deteriorating service will most likely have a negative impact on mailer volumes and USPS revenue. Through pressure from Alliance of Nonprofit Mailers, The Nonprofit Alliance and other industry groups, we hope this misguided decision will be reversed.

Paper & Materials:

Paper shortages, delivery delays and price increases continue. Paper allocations remain very strict through at least October. On-the-floor inventory at our suppliers is depleted. Paper producers are eliminating some paper grades and transitioning to packaging grades in some instances, while other mills are closing permanently. Meanwhile increased demand, increased shipping costs and ongoing staffing shortages are driving up prices.

Environmental-spec papers like Forest Stewardship Council (FSC) and Sustainable Forest Initiative (SFI) stocks are limited. Clients that require these environmental certifications on their mail pieces limit alternative paper sourcing options. Some organizations are dropping their logo requirements temporarily to allow more flexibility in substitute stocks.

Suppliers that focus on coated stocks expect another paper cost increase of 5-7% this year, with at least two increases projected for 2022. One of our leading suppliers in offset paper stocks expects price increases of 8-9% by the end of 2022.

Suppliers are also seeing rising costs for other materials, including pigments and chemicals used in ink, polybag substrate, fuel and freight. Cost increases of at least 5% are expected in 2022 across these categories of materials.

Despite shortages and cost increases, demand for printing is high. Many of our suppliers are operating at capacity. Labor shortages and the threat of Covid/Delta Variant outbreaks could further impact schedules and lead times. Last minute drop-in projects often can’t be scheduled, so long-term planning, ample lead times and sticking to art and data schedules are critical.

Overseas Production:

Though ocean freight costs continue to rise, our suppliers’ relationships with ocean freight companies allow us access to containers when others cannot get them. These relationships contribute directly to our ability to meet our clients’ mail dates.

Flexibility in budgets is helpful when scheduling is the priority. Switching to a faster yet slightly more expensive production process, for example, jet printing envelopes instead of using flexo, can help meet your mailing deadlines.

MMI Direct and the entire PMG family are constantly finding ways to keep your direct marketing programs on track despite all these challenges.

We will continue to advise you on how these trends may impact your project budgets and schedules this fall and into 2022.

Please contact us if you have any questions or concerns. As always, we’re here to help!

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