Revision 29 Oct. 2004

TABLE OF CONTENTS

1. INTRODUCTION

2. DATA INTEGRITY

3. record creation guidelines

4. general person criteria

5. name standards

6. address standards

7. telephone types

8. APPENDICES

A.  INTRODUCTION
B.  ADDRESS TYPES
C.  STREET STANDARDS
D.  CITY STANDARDS
E.  STATE & PROVINCE STANDARDS

F.  ZIP CODE STANDARDS
G.  NATION CODE STANDARDS
H.  MILITARY STANDARDS
I.  ADDRESS CHANGE SOURCE TYPES

INTRODUCTION

LYNX permits multiple address types to be entered for a person or vendor.  Each address can have different effective dates. Note:  BI address type can have more than one active address at a time.  All other address types can only have one active address.

The use of each address type must be strictly defined so that conflicts do not arise among the various functional areas. As a user having permission to update address data, one can update all address data.  Lynx does not restrict address updates by functional area.  Therefore, it is critical for the user to ensure that the most current appropriate address is available for all areas.  Procedures must be in place to ensure areas making address changes are done correctly.  User must follow the procedures as defined by the owner of that address database.  GOAADDR can be used to review recently updated addresses to ensure that the data entry standards are being applied. 

If using one or more of the “Web For” products, there is a rule form to identify which address types can be viewed and/or updated for each system.

NOTE: For reports GTVSDAX should be updated.

ADDRESS TYPES

Addresses are entered in the Address Information Block on XXAIDEN or in FTMVEND.  For additional information on address standards required by the U.S. Postal Service, check their web site at http://www.usps.gov.ncsc/pubs/.  You will find the web site to be a valuable resource.  Multiple addresses can be entered for a person or vendor by using different address types. Address standards have been established cooperatively so that address types are used consistently.  Use the appropriate address type code from the STVATYP table as recreated below.

PERSON & NON-PERSON ADDRESS TYPES

NOTE: there are certain address types that are system required:  BI, BU, MA.

STREET STANDARDS

All information is typed in upper/lower case format, i.e., not all caps or all lower.

Special Characters.   The period (.) cannot be used when entering the number portion of an address.  The following is an example:  

39.2 Rd            use       39-2 Rd

Symbols:

Ampersand – Only use the symbol "&" rather than spelling out "and" when it is appears in an official document. 

Percent -  “%” (in care of) should not be used.  Use “c/o” or "In Care Of". 

 Secondary Address Unit Designators - If the address is multi-unit apartment or building, place the room, suite, or apartment number to the right of the street address.  If the secondary unit designator is not provided and only a pound sign (#) along with the number is provided, i.e., 3454 N. Jones #4, then remove the (#) and replace it with the abbreviation for number (NO).  NEVER use the # sign. 

If the apartment number or suite number make the address line too long please follow the below example.  The post office reads an address from the bottom up.

Dr John F Smith
Apt 305
1379 Del Monte Ave
Lancaster, CA 93536

UNIT DESIGNATORS ABBREVIATIONS

DIRECTIONS ABBREVIATIONS

Compass directions used to identify the geographic area of a city are always abbreviated.

Street Address and PO Box - Non-person LYNX address format allows three lines of street address information.  Three address lines cause a problem when printing one-inch labels.  If both the street address and PO Box number need to be maintained, enter the street address as the Permanent Address (PR) and the PO Box number as the Mailing Address (MA).

Do not enter data into the second address line until data has been entered into the first address line.  Only use the first two lines.

Example:
When the following information is given

Dr John F Smith
Evergreen Bldg
1379 Del Monte Ave
PO Box 2351
Lancaster, CA 93536

Add it into the appropriate boxes as shown below

Note:   Mail is delivered to the address immediately above the City, State and Zip Code line.

For additional information, please refer to Street Address Abbreviations in Appendix A.

Numeric Street Names - When the street name is a number, add an abbreviated ending in lower case letters.

            Example:          2 nd, 23 rd, and 40 th

Rural Routes - The following addressing format is used for rural routes address: RR____, BOX____.  Do not use the words ‘RURAL,’ ‘RUTA RURAL,’ ‘RFD,’ ‘BUZON,’ OR ‘BZN.’  A leading zero before the route number is not necessary.

            Examples:         Incorrect                                              Correct

                                    Ruta Rural 3 Buzon 12000                    RR 3 BOX 12000
                                    RR02 Box 9800                                   RR 2 BOX 9800
                                    RFD 1 Bzn 17-A                                  RR 1 BOX 17A

There should be no additional designations, such as sector names, on the delivery address line of rural addresses.  Using sector names with rout and box numbers can create potential matching difficulty.  Mailers are required to use only one style of addressing.  Eliminate unnecessary information.

            Examples:         Incorrect                                              Correct
                                    RR 2 Box 1980                                    RR 2 BOX 1980
                                    SECTOR EL BRINCO
                                    RR 3 BOX 3415                                  RR 3 BOX 3415
                                    BARRIO VISTA ALEGRE

CITY STANDARDS
 

City will be populated by using the Zip Code talbe GTVZIPC so that consistency and accuracy can be maintained.   

Do NOT enter Canadian Provinces into the City Field.  Canadian Provinces are Alberta, British Columbia, Labrador, Manitoba, New Brunswick, Newfoundland, Northwest Territories, Nova Scotia, Ontario, Prince Edward Island, Quebec, Saskatchewan and Yukon and they will have their own code for entry into the State Field.  Note: Canadian addresses must include the city in the City Field and the Province in the State Field.  Enter the code (Canada) into the Nation field.  For additional information please refer to Appendix C.

All other international addresses should NOT populate the City field.  The second address line will hold City and PIN (Postal Identification Number). See Zip Code Standards for more information.

STATE & PROVINCE STANDARDS

State codes MUST be entered for all U.S. and Canadian addresses using GTVZIPC to pull the appropriate STATE or PROVINCE code. (As of June 2004, Provinces are not loading from GTVZIPC.)  Refer to Appendix C for the appropriate U.S. states and Canadian province codes from the USPS.

All other international addresses should NOT populate the State field.  There is no State in international addresses, use the Nation field. See Zip Code Standards for more information.

ZIP CODE STANDARDS

GTVZIPC is maintained by Data Administration.  Please contact the Data Base Administrator when a new zip code needs to be added.

Zip codes MUST be entered for all U.S. and Canadian addresses using GTVZIPC to pull the appropriate zip code.

United States

Enter the five (5)-digit zip code.     Example:      97203

WSU has employed a program that utilizes the 5-digit zip code to update the City and State fields.  This will help with data integrity and consistency.  The Plus-4 digits of the zip code should be entered after the City and State have been uploaded to the address.  Adding the Plus-4 saves WSU money and time.  It is recommended to add the Plus-4 digits whenever possible.  To research the Plus-4, go to http://usps.com/zip4/.  Remember to insert the hyphen when adding the Plus-4 to the zip code.

Canadian

Enter the six-character zip code.  Do not add spaces or hyphens in Canadian zip codes.                        Example:            T2T2Y5
                          R2L1N4

International Pin Numbers

Enter the international postal identification number (PIN), which ranges from four to six digits (without hyphens) in the second address line.  The second address line should have both the city and the PIN.  Do NOT enter the PIN number in the zip code field.  In the event the PIN number will not fit to the right of the city because of space, enter the city on the second address line and enter the PIN number on the third address line.

Example:          Petko Metodiev Kitano
                        PO Box 140
                        Balgoevgrad Hyderab
                        2700
                        Bulgaria
 

Below is an example of correct layout and punctuation for a US address.

Example Address

Sample Address                                               Data Entry Format

            Larry R. Adams                                                Larry R Adams
            123 East Fir Street, Apartment #6                    123 E Fir St Apt 6
            Lancaster, CA  93536-1234                            Lancaster, CA  93536-1234

NATION CODE STANDARDS

Do NOT enter a NATION code for U.S. addresses. A NATION code is required for all non-U.S. addresses.  A complete listing of Nations can be found in Appendix D.

MILITARY STANDARDS

Foreign Military Address

            Enter the APO or AFO code into the  CITY field.

            In the State Field enter:
                        AE - Europe, Middle East, Africa, Canada                   [ZIP=09nnn]
                        AP - Pacific                                                                  [ZIP=96nnn]
                        AA - The Americas (excluding Canada)                        [ZIP=34nnn]

            Example:          Alice VanFrogulemen
                                    HHB 6th Batallion 43rd Box 72
                                    Air Defense Artillary CMR 417
                                    APO AE 09602-8802

United States Military Address

            Enter the APO or AFO code into the CITY field.

            Enter the normal state code into the State field.

             Example:         APO (AA, AE, AP) Nine Digit ZIP code
                                    FPO (AA, AE, AP) Nine-Digit Zip code

                                    AE for mail going to EUROPE, the MIDDLE EAST, AFRICA and CANADA (090 thru 098)
                                    AP for mail destined to the Pacific (962 thru 966)
                                    AA for units in the AMERICAS other than CANADA (340)

            Example:          APO AE 09815
                                    APO AA 34030
                                    FPO AE 09508
                                    FPO AP 96522

             Air Force Base (AFB)

            Enter the City into the City Field followed by AFB (all CAPS) for Air Force Base. 

            Example:         5 202A 2nd St 
                       Hill AFB
                       UT  84506-1207

ADDRESS CHANGE SOURCE TYPES

All users will use this list to track where an address or address change originated.  When a campus individual informs you of an address change, when possible please find out how they received the information.  Example: If you are told by the president’s office of an address change, try to find out how they were notified and use that as the source, rather than “president’s office.”