What is PCOA? Everything You Should Know

25 Nov 2014

What is PCOA? Everything You Should Know

Proprietary Change of Address (PCOA) uses sources outside of the NCOAlink database built by and maintained by the post offices. The NCOAlink database goes back 4 years. Everyone who has gone to the post office and filled out a change of address card is in this database. The NCOAlink database requires anyone who uses it to license the product and adhere to specific matching criteria. Thus the product is very similar and most vendors are selected based on service and turn around speed. Due to the fact that Proprietary Change of Address uses outside sources, it is very different depending on the provider you use. Some PCOA services go back only 5 years and mainly try to target the 20% of movers that do not register with the post office annually. FreeNCOA PCOA Processing service goes back 30 years and includes deceased, name verification at address and distance of the move. Running a match report is a good way to compare different providers and decide which solution is best for you.

Ways PCOA Can Help Your Company’s Planning Efforts

In a nutshell, a proprietary change of address, which simply refers to altering your address information, is quite important for ensuring that everything goes according to plan while moving to a new area. It guarantees that you remain connected, get essential communications, and keep accurate records in all parts of both your professional and personal lives.

Data Excellence

Keeping address data up-to-date adds to overall data excellence, guaranteeing your business choices are based on credible information.

Lower Costs

By decreasing returned mail, re-routing charges, and assistance efforts due to address-related concerns, proper address management can contribute to cost savingsSpeedy Operations: Accurate addresses help field service organizations with routing and scheduling. This makes certain that technicians and delivery employees arrive at their destinations on time.

Customer Relationship Management (CRM)

A neat and tidy CRM system with current addresses helps your support and sales teams have the most recent data about clients. Relations with clients and managing relationships are improved as a result

Expansion in New Marketplaces

Maintaining accurate address data may help you identify possible markets, create distribution tactics, and gauge market demand when thinking about expanding your firm to new places.

Data Analytics

You can incorporate accurate address data into your data analysis activities. This can provide information about customer demographics, choices, and behavior patterns, which can help drive your company’s marketing strategy.

Adherence and Legal Issues

Businesses must ensure compliance with numerous laws, and keeping accurate addresses is frequently a legal obligation. Accurate addresses on legal papers, tax returns, and contracts are critical to avoiding any legal issues.

Logistics and Supply Chain

Accurate addresses are of the utmost significance for organizations that deal with shipping and logistics. Address management minimizes shipment issues, delays in delivery, and consumer disappointment.

Market categorization

Accurate address data makes it possible for you to geographically separate your customer base. This might be useful for focused advertising campaigns, regional advertising campaigns, and gaining a better grasp of market developments in specific locations.

Consumer interaction

Keeping your customers’ addresses up-to-date makes sure your marketing materials, invoices, and other essential messages reach them. This increases the dependability of your brand and contributes to a great consumer experience.

How Does PCOA Compare to NCOA?

In some cases, PCOA gathers more information than NCOA. If your file is more up-to-date, meaning you often run your file through NCOA, then you may not need a PCOA. However, PCOA does give file owners different, and sometimes, more valuable information. The FreeNCOA team uses this process to date back 30 years in order to retrieve the most accurate information. 20% of people who move do not fill out a change of address form with the United States Post Office but they do change credit card billing addresses. This process relies on information such as billing address changes, or magazine subscription changes. Other information that you will receive with the PCOA processing is how far the client moved and a deceased flag.

Benefits of PCOA Processing

The benefit of knowing how far a client has moved is to ensure your services are still relevant to the client. If they moved to a different state that you may not have potential in, it would be a waste of time and resources to continue pursuing them. The deceased flag is also very important. Not only does this also save time and resources but it helps avoid any sadness from the family members. Receiving mail for a deceased family member is a very saddening experience that should be avoided. All the information from this process is extremely beneficial and worth considering. Even if you do run an NCOA process regularly. You may be surprised what other information you can find. Other benefits include:

Ensure that the right address is reflected on all legal papers to avoid inconsistencies and legal problems.
Receive critical government alerts, tax information, and vote details at the appropriate address.
To avoid disruptions in financial activity, keep precise records for banking, loans, and investments.
Acquire products, correspondence, and services promptly and without complication.
In times of disaster, help emergency services locate you promptly.
Make managing accounts, subscriptions, and online purchasing easier.
Provide identity verification support for a range of apps and transactions.
Maintain communication with friends, family, and coworkers to strengthen bonds.
Updating your address can help you stay in compliance with the law and avoid penalties.

Disadvantages of PCOA Processing

Updating a large number of legal and official papers can take time and may call for several interactions with different authorities.

Despite their best efforts, some businesses could forget to update your address, resulting in inconsistent data across platforms.

Providing several organisations with your updated address may expose your personal data to a larger network.

Incorrect address information might result from update processing errors, confusing users and preventing them from receiving correspondence.

Missed invoices, payments, or notifications due to inaccurate updates may have an effect on your financial situation.

How a Proprietary Address Change Operates:

Planning: Careful planning is done before the procedure starts. To determine the scope, timetable, and logistical specifics of the transfer, a multidisciplinary team composed of IT specialists, legal counsel, security experts, and operational managers works together.

Assessment of Inventory: A thorough inventory of proprietary assets is performed. This entails determining which material possessions, digital assets, and intellectual property need a careful transfer.

Data Mapping: A thorough data mapping activity is carried out for digital transitions. To guarantee a seamless transfer, it is necessary to comprehend how data moves within the organization and map dependencies.

Security measures are taken to guard against unauthorized access, data breaches, and the loss of confidential information. Implementation of encryption, access restrictions, and authentication systems.
Communication: The transformation is well communicated to all relevant parties, including partners, clients, and workers. Clear communication reduces uncertainty and manages expectations.

Execution: The actual transition is carried out in accordance with the predetermined strategy. The highest levels of security are maintained while transferring proprietary data, moving digital systems, and moving physical assets.

Testing and Validation: To make sure that all systems are operating as intended following the transfer, extensive testing, and validation are carried out. This procedure reduces the likelihood of post-transition issues.

Support and Monitoring: Post-transition monitoring makes sure that any difficulties are dealt with right away. Employees and stakeholders are given the necessary support to assist them in adjusting to the changes.

The FreeNCOA Processing Team

PCOA processing