Foreign subscribers, overnight drop, mail conversion and tray supply

Every now and then, I like to share with all National Newspaper Association members some of the calls and emails we get from members where we have helped them in their businesses. Here’s a sample of recent, and hopefully relevant, questions with answers.

Q: Can I send newspapers to foreign addresses using Periodicals Mail Permit?
A: Not any longer. The foreign rate category was eliminated a decade or two ago. There is no way to mail overseas except to U.S. servicemen addressed to APOs, FPOs, etc. And most newspapers don’t miss Foreign mailing anyway. Delivery was by ship, and it often took a long time to get there. Electronic subscriptions, which NNA got approved for reporting on the annual Statement of Ownership, PS Form 3526, are the best way to go.

Q: Can I get a copy of a competitor’s postal statement, PS Form 3541 or PS Form 3602?
A: No, not since the mid-1990s, when then-Postmaster General Marvin Runyon moved to close access to postal statements as confidential business forms. NNA had long fought to keep as open records the 3602 Standard Mail forms (previously Third Class until 1996’s Reclassification project, and now dubbed Marketing Mail—although usage of the words Marketing Mail in the indicia box is NOT mandatory). Too many competitors of free newspapers or shoppers claimed higher numbers than they were mailing. 
But even though they are now closed off for release under FOIA, newspapers can still show their Statement of Ownership with sworn circulation, and challenge advertisers to test claims of mailing by asking competitors to show a 3602 with copies on it to prove their circulation like newspapers must do when they print theirs, by statute, for the readers and advertisers to see each October.

Q: What is the remedy for a competitor not printing their Statement of Ownership?
A: Point out to the local postmaster the language in DMM 207.8.3 requiring publication in full of PS Form 3526. If he or she is unwilling to enforce publication, you can appeal to the manager of business mail entry for the district your post office is under. That info is often difficult to obtain, and some postmasters don’t want to cooperate in an appeal. In that case, contact NNA for assistance. We can often refer the problem directly to the New York City Pricing & Classification Service Center for enforcement from above. The ultimate penalty for non-publication is revocation of the Periodical permit.

Q: I am having trouble getting enough flats trays for my newspaper/plant. Where do I turn?
A: Your postmaster should be savvy enough to get supplies from the Sectional Center Facility processing plant. But often, some postmasters are either untrained or don’t care enough to help. In this case, your NNA membership works in your favor again. We have access through our representation of community newspapers on the Mailers Technical Advisory Committee to the heads of departments, including the head of MTE (Mail Transport Equipment). We have can email them with problem situations, and they will work quickly to correct the problem. 
We welcome new MTAC rep Matt Paxton, publisher in Lexington VA, who starts serving this year as our third rep. Brad Hill of Interlink Software is the other, and Tonda Rush is the association rep in Washington, also a member.
If you use at least one pallet of tubs, etc. on a regular basis, you can make your own request. If you need any quantity of All-Purpose Containers (wire cages on wheels) or pallets, you can set up an account via the MTEOR system for MTE orders. See this web link: postalpro.usps.com/operations/mteor.

Q: My new printer can’t get my newspapers to me before 5 p.m., and my postmaster has demanded I drop them off by 2 p.m. What can I do about this problem?
A: NNA won an Overnight Drop Policy from USPS in 2009 that remains in effect, even with some adjustments here and there. Approvals are now done by the district manager, Business Mail Entry, rather than Postal Service headquarters.
The policy is designed specifically for small-volume newspaper Periodicals (not exceeding 500,000 copies per year) to get next-day delivery even if dropping after the Critical Entry Time for the day, or if dropping overnight, or before opening hours the next morning. Verification of this mail is sharply reduced to a random container or bundle. 
One requirement is that newspapers use eDoc, or electronic documentation, to send the 3541 Postage Statement and USPS Qualification report directly into the PostalOne! system at their local post office though the Business Customer Gateway. This is easy to setup, perhaps with assistance from your software vendor.
NNA members can obtain timely assistance in seeking this status if needed and justified. Some local post offices are more rule-bound than others and fail to put the customer first. Often, newspapers work out customer-friendly solutions on their own, especially when converting from carrier home delivery to mail, as many are doing.

Q: My daily newspaper wants to shift from home delivery to postal delivery, but my local post office is not helping. What can I do?
A: NNA members can also get help navigating the process of converting to mail delivery. We have helped numerous newspapers make this conversion successfully over the past two decades. As in the question above, the newspaper might also be required to use eDoc, as dropping overnight or early morning is often desired.
In this regard, I have been pleasantly surprised that many post offices have been eager to cooperate with newspapers in making shifts to mail delivery. Most want the business and understand the value in providing carrier-route volume and of having more mailbox matter for which subscribers are looking. But NNA is here to help members who need it.

© Max Heath 2018 Max Heath, NNA postal chair, is a postal consultant for Landmark Community Newspapers, LLC, and NNA members. He is sponsored by Interlink Software. Email maxheath@lcni.com.