Print and Mail Industry Terms
Use this glossary to understand common document composition, production, address processing, mailing, reporting, and archival terms. Definitions are written in plain language and focus on how each term relates to your workflow.
Common Terms
Postal programs and production requirements can change. DMP BPO confirms the specifications that apply to your project during scoping and implementation.
Address Hygiene
The process of reviewing, standardizing, and updating address information before mailing. CASS and NCOA processing may be included as part of address hygiene.
Archival
The indexed storage of produced document images so authorized users can retrieve them later according to the agreed access and retention requirements.
CASS
A USPS certification process used by address-matching software to standardize and validate address information before mailing.
Commingling
Combining eligible mail from multiple jobs or mailers to improve postal preparation and qualification. Availability depends on the mail class, schedule, and specifications.
Document Composition
The process of applying source data, templates, conditional content, and approved messages to create documents that are ready for review, printing, or digital delivery.
File-Level Proof
A PDF or other approved review file used to confirm document layout and content before production.
First-Class Mail
A USPS mail class commonly used for time-sensitive statements, invoices, notices, and other business communications.
Householding
Combining eligible documents for the same recipient into one envelope when the workflow and mailing rules allow it.
Intelligent Mail Barcode
A USPS barcode used to identify and process mailpieces. It may also provide mail-stream information for eligible mail.
Inserting
The production step that places printed documents and approved inserts into an envelope before sealing and postal preparation.
Mail Class
The USPS service category selected for a mailing. The appropriate class depends on the document type, delivery needs, eligibility, and budget.
NCOA
National Change of Address processing, which compares addresses with USPS change-of-address information before mailing.
Piece-Level Production Information
Production data associated with an individual document or mailpiece. The available information depends on the configured workflow.
Postal Preparation
The steps used to prepare a mailing for USPS acceptance, which may include addressing, sorting, presort, documentation, tray preparation, and manifesting.
Presort
Organizing eligible mail by ZIP Code and other postal requirements before it is presented to USPS.
Print-Ready PDF
A composed PDF prepared for production according to the required page size, fonts, images, margins, and other technical specifications.
Proof Approval
The documented review and approval step completed before an approved file enters production.
Transactional Document
A statement, bill, invoice, notice, letter, or similar communication connected to an account, service, policy, transaction, or required action.
USPS Marketing Mail
A USPS mail class used for eligible marketing and informational mail. Eligibility and requirements should be confirmed for each program.
Variable Data Printing
Printing in which text, images, account information, or other content changes from one document to the next based on source data and approved rules.