DM Solutions

Specializing in Direct Mail

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File Transfer

Our Data Processing specialists can combine prospect and client data from many sources, systems and formats to build an accurate mailing list. Whether you provide the lists or we assist you in acquiring a list, all data is converted to a common format, coded for sources, merged and purged of duplicates, and prepared for output. All final output lists are then qualified for the lowest postal rates by USPS CASS certifying your list and updating records that have moved. USPS certified software, as well as proprietary data processing, is used for all list hygiene and postal automation processing services.  Steadily climbing postage rates are a significant challenge for marketers today. Let DML eliminate duplicates and improve the deliverability of your list, resulting in a more profitable mailing.

Data Processing

List management

We can maintain your mailing list at DML. Send us your updates daily, weekly, or monthly and we will keep your list up-to-date. Use this list for mailings or we'll e-mail you a copy of your list any time you like. All data is kept in the strictest of confidence.

media formats

We use state of the art software that will convert virtually any file format.  

Most common formats received:

  • CSV (comma delimited)
  • TXT (text tab delimited)
  • Excel
  • dBase

Data Entry

We can take your business cards, response cards, and other formats you have collected and create a clean database to be used in a variety of ways, including Direct Mail.


Merge & Purge

We can merge multiple files. Our software can identify duplicate records and purge the duplicates from the database. We can make one list a higher priority over another, specifying which list the duplicates are removed from. We can also purge a suppression list (Opt-out file); purge out a list of people you don't want mailed. Our highly technical matchcode processing can detect more than just exact matches, we can detect duplicates with slight variances, such as misspelled names, middle initials, address discrepancies. You specify how you want the duplicates suppressed; one per household, one per person, etc.

NCOA processing

National Change of Address (NCOA) processing allows for better delivery of your mail.  This is why the USPS makes NCOA one of the mandatory options to receive any automated postal discounts.  This process reduces the volume of forwarded and returned mail.  The NCOA database consists of address information for individuals, families, and businesses that have moved within the past 48 months.  On average, 45 million people move every year.  These names and addresses are compiled from Change of Address orders presented to the postal service when a permanent move occurs. Your list is matched against the NCOA database and new addresses from the NCOA are provided.

Cass certified processing

We qualify your lists for the lowest postal rates by making sure the address records are within the "standards" of the United States Postal Service. DML Solutions uses CASS (Coding Accuracy Support System)-certified software approved by the USPS. The CASS certification process certifies the accuracy of your address information and repairs recognizable addresses that are incorrect according to USPS standards. This process also appends ZIP+4, barcodes, carrier routes, and necessary USPS endorsements. The standardization process reduces the volume of returned mail, improves deliverability, speeds delivery time, and is required by the USPS to obtain automated postal discounts.

Append a key code or source code to each list before merging, then print that code above the address information on the mail piece. This will help you track where respondents came from.

The final stage in preparing a mailing list is the presorting process. Your list is run through a presort program that arranges all the addresses in a sequence according to USPS regulations. This process also produces the documentation required by the USPS to obtain the postal discounts and ensure efficient processing. The better the sort is, the greater the postage discount will be for you!

Data Append

Your customer/prospect database is your most important promotional asset.

telephone append

We can append telephone numbers to your database.  Give us your list of names and addresses, we can append the telephone number to each record to assist you in telemarketing or follow-up calls after mailing.

reverse telephone append

This process will append full name, address, city, state and zip to your database simply by reading the area code and telephone numbers on your file.

email append

We can append email addresses to your existing database.


Demographic Append

Maximize your database by adding demographic criteria. Give us your list of names and addresses and we can append household demographic information.  Appending demographics to your list will help in analyzing your customer database and target marketing of future prospects.  You will be able to select and reach prospects whose image and profile fit your specific marketing objectives.

  • Active Bank Card Holder
  • Age
  • Affluence Model
  • Buying Activity
  • Children present
  • Dwelling Unit Type
  • Education
  • Ethnicity/Race
  • Financials
  • Gender/Title
  • Homeowner/Renter
  • Interests
  • Length of Residence
  • Martial Status
  • Mortgage Information
  • Number of Household Members
  • Pets
  • Property
  • Travel
  • Vehicle

Business Criteria Append

Maximize your B2B marketing by appending variable information to your business database.

  • Contact Names
  • Expenses
  • Employee Size
  • Finances
  • Longevity
  • Location Type
  • Own/Rent
  • Office Size
  • Sales Volume
  • SIC Code
  • Woman Owned