Integrated Management System (IMS)

FIESTA

Rules and Guidelines for Physical and Mailing Addresses

Version 1.3

Creation Date: / 6/30/05
Last Updated: / 12/19/05
Version: / 1.3

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REVISION HISTORY

Version / Date / Description /
1.0 / 6/30/05 / Created by Rebecca Northup from rules and guidelines developed during the IMS initial data cleaning activities
1.1 / 9/12/05 / Added numbers to each rule/guideline; reformatted document
1.2 / 12/13/05 / Corrected rule to state Suite and Building designations must be entered on address line 1
1.3 / 12/19/05 / Clarified differences between addressing standards that are stored in the physical/mailing address data fields as opposed to address-like Managed Entity Names. Added reference to US Postal Service address validation web site. These changes are incorporated in Reference #3 and #14.

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Rules & Guidelines for Formatting Mailing & Physical Addresses

The following rules and guidelines govern how to format Mailing and Physical Addresses. Rules contain the words MUST/MUST NOT/DO NOT. Guidelines include the words SHOULD/SHOULD NOT.

Reference # / Business Rule -or- Guideline / Address Subject Area /
1 / For stationary Managed Entities, physical address MUST contain both zip & geographic coordinate data. If only one is present, the other will be derived or supplied by the customer. For mobile ME's, only state is required. / Physical
2 / All Managed Entities MUST have at least one county specified. / Physical
3 / All Physical Addresses SHOULD be verified using the address verification service in the FIESTA application. This service certifies if an address complies with the US Postal Service Standards. You may also verify that an address complies with US Postal Service Standards by using their addressing service at http://zip4.usps.com/zip4/welcome.jsp.
Physical addresses are not required to be certified according to the mailing address standards of this service. For example, "corner of Highway 98 and State Road 72" is a valid physical address but cannot be certified by the mailing address service. However, the address verification certification service is used to provide estimated latitude and longitude data where none has been provided for the Managed Entity.
If no geographic coordinates can be derived from the address verification service and coordinates have not been provided by the user, coordinates will be derived from the Zip+4 data if present. If no coordinates can be derived from the address verification service and coordinates have not been provided by the user and no Zip+4 data is available, coordinates will be derived from the County data.
Note: An address verification service cannot validate an address unless HWY, CR and SR are spelled out as Highway, County Road and State Road, respectively. / Physical
4 / The Physical Address for a Managed Entity MUST consist of at least one of the following:
a. Full Address
b. Partial Address
c. Driving Directions / Physical
5 / Physical address MAY be specified using locational attributes when a more discreet address is not available. For example, "Corner of HWY27 & SR45" may be stored in "Address" field(s). / Physical
6 / Directional information (e.g., instructions on how to get to the ME) MUST NOT be included in Address line 1 or 2. Directional information MUST be entered in the Directions field. For example, "5 miles south of SR50" is entered into the "Directions" field and not the "Address" field(s). / Physical
7 / The following abbreviations SHOULD be used to denote directional information: N, NW, NE, S, SE, SW, W, E. / Physical
8 / A Managed Entity’s Physical Address line 1 MUST contain data, if Address line 2 contains data. / Physical
9 / A Managed Entity’s Physical Address MUST NOT include PO Box or Attention information in either Address line 1 or Address line 2. / Physical
10 / A Managed Entity’s Physical Address line 1 MUST contain the apartment or suite number, if the address requires this data. / Physical
11 / A Managed Entity Physical Address MUST BE formatted as “<Street#>space<Street Name >space#<Suite or Apartment number>, if an apartment or suite number is a valid part of the address. / Physical
12 / A Managed Entity’s Physical Address line 1 MUST contain data, if Address line 2 contains data. / Physical
13 / Street types SHOULD be abbreviated using the USPS standard abbreviation, e.g., Lane = Ln, Parkway = Pkwy, Road = Rd.
The FDM address certification service will automatically reformat "spelled out" street identifiers like Lane, Boulevard, etc. to "Ln", "Blvd", etc. / Mailing/Physical
14 / All mailing addresses MUST follow the United States Postal Service Addressing standard (Publication 28). The FIESTA FDM application provides a USPS certification service; all mailing addresses MUST be submitted to this service and certified during data entry.
You may also verify that an address complies with US Postal Service Standards by using their addressing service at http://zip4.usps.com/zip4/welcome.jsp.
Note: An address verification service cannot validate an address unless HWY, CR and SR are spelled out as Highway, County Road and State Road, respectively. / Mailing
15 / Post office box designation MUST be specified as address line 1 (not 2). / Mailing
16 / Mailing Address Line 1 MAY contain the full street address in Address Line 2, if a PO Box is entered in Address Line 1. / Mailing
17 / Mailing Address Line 1 MUST contain the full street address or the PO Box. / Mailing

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