Mailing ML Quantities
ML Quantities are mailed every four weeks, as soon as they are finished. That makes 13 mailings per year. There are only 12 Bible Searchers per year; in the fall, the Name List will be mailed with one ML-Q mailing.
To Run Labels for ML Quantities:
1. In Universe, at the > prompt, type ‘M’ to get the Menu.
2. Then choose 16 for Periodicals.
3. Choose 4 for Labels.
4. Choose ML, then Q. (You are answering the questions about what you want to do.)
5. Enter the year, then the mailing number. There are 13 Quantities mailings each year. You can find the number in the blue book on the bookcase to the left of the desk.
6. For ML-Q, we always mail US, Canada, and Foreign at once, so just hit ‘Enter’ there.
7. If you are not re-printing some labels, just hit ‘Enter’ again.
You have now spooled the labels.
To Print the Labels:
1. Check the printer to make sure it is set on ‘Ship’ and ready to print (green light).
2. At the monitor, choose ‘Quan’. Then right click and choose ‘Resume printing’. I always, as soon as the monitor says ‘0’ jobs waiting?, right click again and choose ‘Pause printing’ so that I don’t have to remember to do it later.
The first few labels to print all need special attention.
• 1/ 4 Andrew? Kever APO address is put in with the other letters
• 7/3 goes to Jan’s desk for the archives
• 14/0 ??? Jamaica? Are mailed first class.
• 40/40 Addison Meeting are put in the meeting office (where prayer for the gospel is).
• 45/45 Betty Bilisoly are put in the periodical office to be mailed specially.
• 250/0 BTP binding are sent to the mail room to be wrapped w/ other packages.
To Prepare the Mailing:
The next thing to do is to separate the labels according to the envelopes they call for. I always do this at one of the tables in the kitchen. There are 3 sizes/types of envelopes used for an ML-Q mailing: paper preprinted with a return address, and small plastic ones and medium plastic. The label will say ‘B’ for the paper envelopes, ‘S’ for the small and ‘M’ for the medium plastic envelopes. The labels are put on the B envelopes before stuffing but after stuffing for the S and M envelopes.
The next code on the same line as the envelope size is the size classification for the PO: ‘LTR’ for letters, ‘MFT’ for flats, and ‘PCL’ for parcels. This will be ignored for now and used after all the envelopes are stuffed.
Continuing along the same line, the next code is for the number of ML/BS. This is an ML mailing so the first number is the number of ML and the second number is for the BS. I find it more convenient to count out the number of Bible Searchers first, then grab the counted stack of ML, then put them together into the envelope. The paper envelopes are self sealing, and I seal each one as it is filled. With the plastic envelopes it seems better to fill the envelope, seal it and put the label over the flap.
Either as I’m filling them or after they are all filled/wrapped, the envelopes/packages need to be sorted by tray/sacks and in bundles. Letters and Flats are bundled; Parcels are not. Parcels are put in the sacks loose. Several bundles may go in each tray/sack. Bundles can be up to 8” high but must have at least 6 envelopes.
Once everything is sorted, the bundles need to be tied. Smaller bundles can be put together with rubber bands; always put the first rubber band around the length of the bundle; then the second (top) one around the shorter side. However, I just use string for all the ML bundles, since the larger Flat bundles require it. Steve G. always helps me with the tying, weighing, and putting the bundles/Parcels in the sacks.
Once all the tying is done, everything has to be weighed. We use the scale from the quick print room for weighing. Steve G. also collects the scale, the string tie-er, tray, sacks, closers, and wooden box on wheels for me. I put a stack of envelopes on the scale, up to about 30 lbs.,+ and write the weight on the page for the correct postal classification, ie. Letters, Flats, or Parcels. Also keep track of how many physical bundles you make. For Flats right now, it is usually 6. Cross out the printed number and write down the actual number.
The PO has a limit for the weight of sacks: 70 lbs. Currently, the Flats fit in only 2 Sacks, but it takes 3 sacks for Parcels, 2 for the O-4, Carol Stream Parcels and 1 for X-5, Fox Valley. The tray/sack labels are spooled at the same time the envelope/parcel labels are. They are printed on pink labels. They have to be loaded on the front label holder of the Printek printer. There should be a label holder on each tray and sack. I always put the label in so that the blank space is toward the top of the holder on the sacks. I use one EMM tray for the ML Letters. There is a cardboard sleeve that closes the tray. Use a long strap and a buckle to hold the sleeve on the tray.
When everything is trayed/sacked, it can all go to the mailroom. Now you are ready for the bookwork! :)
When you spooled the labels, a sequence report printed on the printer in the periodical office. The last sheet doesn’t always print right away. I usually open Word and print a blank page to get the last page to print.
To start the paper work, find the ‘each weight’ for each classification of the mailing: Letters, Flats, and Parcels. Divide the total weight by the number of ‘Subs. Copies’ and you will have the each weight. You also need the ‘Issue Date’. I use the first Sunday of the month that is finished by that mailing. Some mailings will be part one month and part another month. For example, if you are mailing Oct. 29 – Nov. 19, I would use the mailing date of Oct. 1. The PO only allows us to use 12 mailing dates in one year for each periodical.
I use Firefox to enter the information at the USPS website. I have made the gateway for business entry the home page for Firefox. The computer knows both my username and password. If you need to look either one up, it is in the bottom drawer of the file cabinet. The first manilla folder, labeled PostalOne, in the hanging folder labeled Periodical Records, has a page that has the latest username and password information. After you have entered all the information (see the printed directions for entering the information), on the last page before you click ‘submit’, click the ‘Printer format’ and a printable page will pop up. I usually check a couple of things like ‘Issue date’ or ‘mailing classification’ to make sure the page has updated. After I print that page, I click ‘Submit’ at the bottom of the web page. The next page that opens has a number that I write on the Sequence Statement paper that I am working on AND on the top of the first page that has come out of the printer. When I have finished all three classifications, I make a copy of each of the papers that I have been working from on the copier just across from the restroom. I make 3 copies of the last sheet, so that I can include one for each of the classifications. I sign the last page that came out of the printer, fold the sheets, mark the back with ‘L’, ‘F’, or ‘P’ and how many trays/sacks and what kind of trays. We are also required to include one of each piece that is in the mailing, ie. one each of the 4 ML’s and 1 Bible Searcher/name list. Then I write the mailing date on the blank line for it on the front page of the Sequence Statement, reassemble it, and put it on the right end of the top shelf of the bookcase to the left of the desk.