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Part D - Identification of postal items - Part D 13 character

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Part D - Identification of postal items - Part D 13 character

     SB DCG 2003.4-Doc6 Annex 4

    S10d-5 Draft D

    UNIVERSAL POSTAL UNION Data definition and encoding standards

    Identification of postal

    items - Part D: 13 character

    identifier for parcels

    ? UPU status: none; draft Part D of a proposed status 1

    update to S10-4

    ? Date of adoption at this status: n.a. ? Date of approval of this version: n.a.

Users are reminded that there is only one current version of any document so it is important

    that users verify that they have the most recent one. UPU Standards are updated in their

    entirety. To ensure that you have the most recent update, please refer to our Catalogue of UPU Standards on our website at www.upu.int

    ? UPU 2010 All rights reserved

S10d-5 Draft D

    Disclaimer

    This document contains the latest information available at the time of publication. The Universal Postal Union offers

    no warrants, express or implied, regarding the accuracy, sufficiency, merchantability or fitness for any purpose of the information contained herein. Any use made thereof is entirely at the risk and for the account of the user.

    Warning Intellectual Property

    The Universal Postal Union draws attention to the possibility that the implementation of this standard may involve the use of a claimed intellectual property right. Recipients of this document are invited to submit, with their

    comments, notification of any relevant rights of which they are aware and to provide supporting documentation. As of the date of approval of this standard, the Universal Postal Union had not received such notice of any

    intellectual property which may be required to implement this technical standard, other than what is indicated in this

    publication. Nevertheless, the Universal Postal Union disowns any responsibility concerning the existence of

    intellectual property rights of third parties, embodied fully or partly, in this Universal Postal Union Standard.

    Copyright notice

     UPU, 2010. All rights reserved.

    This document is copyright-protected by the UPU. While its reproduction for use by participants in the UPU

    standards development process is permitted without prior permission from the UPU, neither this document nor any

    extract from it may be reproduced, stored or transmitted in any form for any other purpose without prior written

    permission from the UPU.

    Requests for permission to reproduce this document for other purposes should be addressed to: Universal Postal Union International Bureau

    Standards Programme

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    Email: standards@upu.int

    Reproduction for sales purposes may be subject to royalty payments or a licensing agreement.

    ii ? UPU 2010 All rights reserved

    S10d-5 Draft D Contents

    Foreword...... ......................................................................................................................................................... iv Introduction ............................................................................................................................................................ vi 1 Scope .........................................................................................................................................................1 2 Normative references .................................................................................................................................1 3 Terms and definitions .................................................................................................................................1 4 Symbols and abbreviations .........................................................................................................................2 5 13 character identifier for special letters ......................................................................................................2 5.1 Control of issuance .....................................................................................................................................2 5.2 Structure of the identifier .............................................................................................................................2 5.3 Permitted values of the components ...........................................................................................................2 5.3.1 Service indicator .........................................................................................................................................2 5.3.2 Serial number .............................................................................................................................................3 5.3.3 Check digit or check digit absence indicator ................................................................................................3 5.3.4 Country code ..............................................................................................................................................4 6 Physical representation of item identifiers on the items to which they relate ................................................4 7 Representation of item identifiers on other physical supports ......................................................................5 8 Use of item identifiers in electronic messages .............................................................................................6

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S10d-5 Draft D

    Foreword

    Postal services form part of the daily life of people all over the world. The Universal Postal Union (UPU) is the specialised institution of the United Nations that regulates the universal postal service. The postal services of its 189 member countries form the largest physical distribution network in the world. Some 5 million postal employees working in over 660 000 post offices all over the world handle an annual total of 425 billion letter-post items in the domestic service and almost 6,7 billion in the international service. Some 4,5 billion parcels are sent by post annually. Keeping pace with the changing communications market, Posts are increasingly using new

    communication and information technologies to move beyond what is traditionally regarded as their core postal business. They are meeting higher customer expectations with an expanded range of products and value-added services.

    Standards are important prerequisites for effective postal operations and for interconnecting the global network. The UPU's Standards Board develops and maintains a growing number of technical standards to improve the exchange of postal-related information between posts, and promotes the compatibility of UPU and international postal initiatives. It works closely with posts, customers, suppliers and other partners, including various international organisations. The Standards Board ensures that coherent standards are developed in areas such as electronic data interchange (EDI), mail encoding, postal forms and meters.

    UPU Standards are drafted in accordance with the rules given in Part V of the "General information on UPU standards" and are published by the UPU International Bureau in accordance with Part VII of that publication. This document forms Part D of a multi-part UPU standard, S10: Identification of postal items. S10 was originally published as a single part standard covering only one form of item identification, but has been split into parts in order both to permit different standardisation status to be associated with its application to different types of mail item and to allow the standard to be extended to cover other forms of item identifier.

    The present document, which has been given version number 5 to maintain consistency with the numbering of earlier versions of S10, provides the specification of a 13 character identifier for the identification of parcels. Information about the scope of the remaining parts of the standard can be found in part A, in document S10a. Clause 5 of this part (Part D) of the standard was created by extracting and modifying relevant text from S104, the

    last version of S10 to be published as a single part standard. Although there have been many changes to the detailed text, these have no impact on the structure or specification of 13 character identifiers as far as their application to parcels is concerned. The main changes, which could not be marked due to the restructuring of the standard, are:

    ? introduction of an explicit restriction on the issuance of 13 character identifiers, explaining that these may be

    issued only by, or under licence from, a single organisation in each country; ? removal of the table of supported service indicator codes, this table now1 being published as code list 124 on

    the UPU web site;

    ? modification and correction of the example which is now in 5.3.2, which had a wrong check digit value in

    S10-4.

    Clause 6 is based on content from UPU standard S2-4, but has been updated:

     to fully support, and even encourage, the use of Code 128 bar code symbology;

1 Publication of this document coincides with the extension of code list 124 to support additional service indicators for domestic/bilateral use. Further service indicator values may be assigned, by the Code Allocation and Maintenance (CAM) sub-group of the Standards Board’s Data and Code definition Group (DCG).

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    S10d-5 Draft D to reference ISO/IEC 15416 for print quality considerations;

     to include recommendations, similar to those in S26, regarding the choice of symbology parameters.

    This part of the standard has no bibliography; a bibliography may be found in S10a.

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S10d-5 Draft D

    Introduction

    A general introduction to all parts of the standard is provided in S10a, to which the reader is referred. This part

    deals only with the definition of the structure of a 13 character identifier for parcels. It is arranged under 4 main

    headings:

    5. 13 character identifier for parcels: this defines the structure of and permitted component values for 13

    character identifiers used for the identification of parcels. It also specifies restrictions on the issuance of

    identifier values and on the period before which a previously allocated value may be re-used;

    6. Physical representation of item identifiers on the items to which they relate: this specifies how 13 character

    identifiers are represented, in both bar code and human readable form, on the items to which they relate. It

    also defines the bar code symbology parameters to be employed and specifies the minimum required print

    quality;

    7. Representation of item identifiers on other physical supports: through reference to part A of the standard, this

    specifies how references to 13 character item identifiers should be represented on physical supports (forms,

    etc.) other than ones intended to be affixed or attached to the item itself.

    8. Use of item identifiers in electronic messages: through reference to part A of the standard, this specifies how

    references to 13 character item identifiers should be represented in electronic messages.

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    S10d-5 Draft D

    Data definition and encoding standards Identification of postal

    items - Part D: 13 character identifier for parcels

    1 Scope

    This part of the standard defines the structure of a 13 character identifier for items of mail class C (parcels) that require item level reconciliation and/or tracking. It particularly applies to recorded delivery, registered, insured and EPG parcels, and to parcels that are subject to cash on delivery services. It does not apply to items falling under other mail classes.

    NOTE 1: Other parts of the standard deal with the use of 13 character identifiers for the identification of EMS items and letters.

    A postal item identifier that is compliant with this specification can be used to uniquely identify the individual postal item to which it relates by means of a representation of the identifier encoded on the item itself or on a label that is affixed or attached to the item.

    NOTE 2: Note can, rather than shall. Whereas it is required to identify EMS items (covered in part B of the standard), there might not be a need to use a UPU standard identifier for many categories of parcel and it is therefore not required that this specification be applied. Also, S10 supports a number of different specifications for the identification of parcels. The 13

    character identifier specified in this part of the standard is only one of several forms of identifier that may be used. It can also be used to:

     provide a means of access to information about the item that is stored in automated information systems; support the communication of information about the item in EDI message exchanges;

     permit the association of such information with the item during its operational handling. 2 Normative references

    The following normative documents contain provisions which, through reference in this text, constitute provisions of this standard. For references which mention specific version numbers or dates, subsequent amendments to, or revisions of, any of these publications do not apply. However, parties to agreements based on this standard are encouraged to investigate the possibility of applying the most recent editions of the normative documents indicated below. For references without date or version number, the latest edition of the normative document referred to applies.

    See Part A of the standard, S10a.

    3 Terms and definitions

    A number of common terms used in this document are defined in the UPU Standards glossary, in documents referred to in normative references and in the bibliography. Definition of frequently used or particularly important terms as well as other terms introduced in this document are given below.

    See Part A of the standard, S10a.

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S10d-5 Draft D

    4 Symbols and abbreviations

    A number of symbols and abbreviations used in this document are defined in the UPU Standards glossary. The

    following lists only those which are specific to this standard.

    See Part A of the standard, S10a.

    5 13 character identifier for parcels

    5.1 Control of issuance

    13 character identifiers may be issued only by, or under licence from, the mail service contractor to which has

    been assigned the two-character S31 issuer code corresponding to the ISO 3166-1 country code of the country of

    origin of the item.

    NOTE: This is required because the 13 character identifier is based on the use of country code, rather than a code for the

    issuing organisation. If more that one organisation were allowed to control issuance within a single country, duplication of identifier values could result.

    EXAMPLE: In Sweden, which has ISO 3166-1 country code SE, the two-character S31 issuer code SE has beeen assigned

    to Posten AB. Items originating in Sweden may utilise the 13 character identifier defined in this section only (a) if Posten AB is the mail service contractor for the item or (b) under licence from Posten AB.

    5.2 Structure of the identifier

    The 13 character identifier is built up from four components as defined in the following table. The use and

    permitted values of the components is specified in 5.3.

    CHAR DATA MEANING EXAMPLE POSITION FORMAT

    1 and 2 a2 Service indicator. CP 3 to 10 n8 Serial number. 12345678

    11 n1 Check digit or check digit absence indicator. 5 12 and 13 a2 ISO 3166-1 country code designating the country of origin of the item. KR (Republic

    of Korea) 5.3 Permitted values of the components

    5.3.1 Service indicator

    Except as provided for in part E of the standard (q.v.), the service indicator in 13 character identifiers applied to

    parcels shall be a two character alphabetic value in the range CA to CZ. This range of values is reserved for use

    on parcels.

    NOTE 1: The above defined range is a subset of the values defined in UPU code list 124: Service Indicator Codes. This

    subset may only be used for parcels and shall be used for 13 character identifiers for parcels interchanged between postal operators unless bilaterally or multilaterally agreed to the contrary.

    NOTE 2: Code list 124 is published, along with other UPU-defined code lists, on the UPU world wide web site. It may be

    accessed under URL http://www.upu.int/standards/en/lists/code_lists.html or by accessing www.upu.int and then choosing “what we do”, then “standards”, then “code lists”.

    Service indicator value CZ may be used on items interchanged with other postal handling organisations only

    where such use has been agreed on a bilateral basis, or under the terms of an explicit multilateral agreement.

    NOTE: This does not restrict the use of this service indicator for items that do not enter interchange (i.e. for which origin and delivery post are one and the same organisation).

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    S10d-5 Draft D

    Within the above allowed set of service indicator values, the issuer of the identifier may freely choose the service indicator value assigned to a particular item, subject to the requirement, specified in 5.3.2, that the particular combination of service indicator and serial number used for one item shall not be used for a second item, originating in the country concerned, for a period of 12 calendar months.

    NOTE 3: The standard does not prescribe how mail service contractors should implement this requirement and different organisations may use different approaches. For example, in one country, it might be decided to use different service indicator

    values on different mail sub-classes; in another, the service indicator might reflect the office or region of issuance; in still

    another, it may indicate the organisation (licensed by the mail service contractor with this responsibility) that issued the identifier.

    5.3.2 Serial number

    The serial number shall be exactly eight numeric digits in length. Leading zeros are permitted, so that any value in the range 00000000 to 99999999 is valid.

    In each origin country, the mail service contractor having licensing authority (see 5.1 and 5.3.4) for the issue of 13 character identifiers shall control the use of serial number values in such a way as to ensure that, for a given service indicator, no serial number shall be re-used within a period of 12 calendar months.

    EXAMPLE: Korean Post issue identifier CP123456785KR, which contains serial number 12345678, on 3 April 2003.

    Identifier value CP123456785KR may not be re-used until 3 April 2004 at the earliest. However, there is nothing to prevent use of serial number 12345678 with another service indicator before this date (provided always that the particular combination of service indicator and serial number has not been used in the preceding 12 months).

    NOTE 1: Re-use of a serial number within a short period of time could result in there being two items, within the postal system, having the same 13 character identifier, causing errors in processing and tracking systems. The period of 12 calendar months specified here is intended to minimise the risk of this occurring.

    NOTE 2: The standard does not prescribe how mail service contractors should implement this requirement and different organisations may use different approaches. For example, in one country, it might be decided to incorporate the month of issue in the serial number and to assign values, within each month, on a monotonically increasing basis; in another country, some ranges of serial number values could be allocated to individual high-volume mailers, with the mailers concerned controlling the allocation of numbers within the range allocated to them.

    In case of use of labels with pre-printed 13 character identifiers, particular care shall be taken to avoid the use of labels with identical combinations of service indicator and serial number within a period of 12 calendar months. NOTE 3: The use of pre-printed labels is permitted by the specification. However, extra care is needed since, if label stocks are not properly controlled, there may be a risk of concurrent use of old and new labels with the same identifier value.

    5.3.3 Check digit or check digit absence indicator

    In 13 character identifiers applied to parcels, it is strongly recommended, but not required, that a check digit be included in the identifier to enable the detection of errors occurring in the data capture of the numeric part of the identifier.

    Where used, the check digit shall be a single numeric digit calculated in accordance with the following algorithm: weight the digits in the serial number using the weighting factors 8 6 4 2 3 5 9 7 (that is, multiply the first

    digit by 8; the second by 6; the third by 4 and so on down to the last by 7); calculate the sum of the weighted values;

    2 divide this sum by 11 (eleven), obtaining the remainder;

     subtract the remainder from 11;

     if the result is in the range 1 to 9, use the result as the check digit;

     if the result is 10, use 0 as the check digit;

     if the result is 11, use 5 as the check digit.

2 That is, calculate MOD(Sum of weighted values, 11)

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S10d-5 Draft D

    EXAMPLE 1: Calculation for an item with serial number 47312482

    Number 4 7 3 1 2 4 8 2

    Weighting factors x 8 x 6 x 4 x 2 x 3 x 5 x 9 x 7

    Gives 32 + 42 + 12 + 2 + 6 + 20 + 72 + 14 = 200

    200 divided by 11 gives a remainder of 2 11 minus 2 gives 9: the check digit is 9 Complete self checking number: 473124829 Where, for technical reasons, it is not feasible to include a check digit as defined above, it is permissible to use

    the character X as check digit absence indicator.

    EXAMPLE 2: CP123456785KR is an identifier, for a parcel, which includes a check digit. If check digits were not supported by

    Korean Post, the identifier value would be CP12345678XKR.

    5.3.4 Country code

    This shall be the two character ISO 3166-1 code for the country of origin of the item.

    NOTE: This value is equal to the two character S31 issuer code of the mail service contractor which controls the issue of 13

    character identifiers in the country concerned. As specified above, other mail service contractors operating in the country concerned may use 13 character identifiers only under licence.

    EXAMPLE: CP123456785KR is an identifier, for a parcel originating in Korea, that was issued by, or under licence from, Korean Post.

    6 Physical representation of item identifiers on the items to which they relate

    The 13 character identifier assigned to a parcel shall be represented on that item, or an attached label, in the form

    of a bar code using either ISO/IEC 15417 (Code 128) or ISO/IEC 16388 (Code 39) symbology. Code 128

    symbology is preferred.

    Bar codes using Code 128 symbology shall comply with the following:

    a) Any of the supported code sets (A, B and C) may be used, but data characters shall be alphanumeric (A-Z

    plus 0-9); function characters (FNC1, FNC2, FNC3 and FNC4) shall not be used;

    b) 13 data characters (fixed) in the symbol;

    thc) the check digit, if used, shall be as specified in 5.3.3; if not, the 11 data character shall be X;

    d) narrow element (X) dimension: between 0,33 and 0,51 mm, with 0,42 mm or more being preferred;

    NOTE: On special letters, the X-dimension may be as low as 0,25 mm (see part C of the standard). This is not

    recommended for parcels, since these may be processed on high speed parcel sorting systems with overhead scanners mounted up to 2 m above the parcel.

    e) minimum bar height: 25 mm;

    NOTE: On special letters, the bar height may be as low as 9 mm (see part C of the standard). This is not recommended

    for parcels, since these may be processed on high speed parcel sorting systems with overhead scanners mounted up to 2 m above the parcel.

    f) minimum quiet zone at both ends of the symbol: equal to 10 times the X-dimension;

    g) use of FNC4: FNC4 shall not be used.

    Where the bar codes is printed using digital printing technologies, the X-dimension should be chosen such that

    each bar and space has a width which corresponds to an integral multiple of the printer resolution.

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