On the PAF to success

Let’s explore the power of the postcode and address the importance of keeping them up to date for our customers and our business.

“Can I take your postcode, please?”

Sound familiar? Every time you’re asked this question, it’s because of the power of Royal Mail’s remarkable Postcode Address File (PAF). It quite literally keeps Britain moving. Making online transactions easier, verifying identity and making sure mail’s delivered efficiently, this handy database is used by more than 50,000 UK businesses every day and underpins accurate addressing across the country.

Our posties play their part as vital eyes and ears on the streets of the UK. If they see a change to a delivery point on their round, they can pass the information to their route manager champion, who’s responsible for sharing the data with our Address Management Unit (AMU).

Postal reformer Rowland Hill suggests dividing London and Greater London into districts to speed up the delivery of mail.

The UK was the first country in the world to introduce the idea of a postcode. Packed with more than 31 million addresses and all 1.8 million postcodes, PAF is relied upon by many. It’s a valuable asset we’re proud to call our own, so it’s important we handle it with care.

Posties’ key role

Keeping PAF up to date means we’re delivering a great service, earning revenue through licensing the data and making life easier for ourselves. It’s also an Ofcom requirement. Correct information means mail can be sorted automatically through our machines to reduce manual interventions at our delivery offices. This might sound easy on paper, but the reality is a huge operational feat. In fact, it falls on the shoulders of the 36 advisors in Doxford who handle around 3,000 changes to the system every day.

The modern style postcode is trialled in Norwich. So that machines can sort mail quickly and efficiently, they require addresses to be translated into a short, readable code.

Five things to look for – and report –on your rounds.

• Derelict or demolished properties that are no longer fit to receive mail.

• Multiple residences that sit behind a shared delivery point, such as converted flats and student accommodation.

• Changes to business names could mean a new business has opened or a current one’s had a re-brand. This needs to be logged to ensure the correct mail is delivered.

• New builds ready to receive mail need to be logged and added to the database.

• Missing addresses from our database frustrate customers as they can’t deliver their goods effectively and consumers have problems ordering products online.

Following the successful trial, an eight-year programme to postcode the whole country begins.

A change to postcode data comes in a range of forms – including directly from local authorities and information supplied by homeowners and businesses – but, most significantly, from posties across our network.

“It’s a time-consuming task and we recognise the crucial role our posties play,” says PAF integrity and SLA manager Kim Winter (left). “They know our delivery points better than anyone and are in the perfect position to help us maintain accuracy.”

Perfect PAF performers

Data Day Activity

PAF champs

■ My managers understand its importance and allow me the time to complete it.

■ Don’t let the data entry mount up. If it’s a short and frequent task, it’s more likely to get done.

■ We regularly talk about PAF in our team huddles, which keeps it at the front of mind for our posties.

■ It’s about being alert. Whenever you’re out on collections and deliveries, you have opportunities to spot changes. PAF

Advances in digital technology sees Royal Mail implement a fully integrated, digital maintenance system that makes it possible to update information in real time.

“When we receive information from one of our delivery offices, we know it’s 100% accurate,” explains PAF advisor Brett Jobey. “Delivery points also get mapped and added into a walk, meaning they go straight into our mail sequencing process.”

It’s important to keep this information flowing. But we’ve seen a drop-off in the last few years, even though the general level of new housebuilding and business changes suggests we should be seeing more.

Chester-le-Street Delivery Office is among our strongest PAF performers, submitting an average of 38 delivery point updates every month. Its route manager champion is Siomon Mulder.

“If we don’t do this, it directly impacts our customers,” says Siomon. That’s why we make it part of our routine and take it so seriously.”

The growth of the internet and ecommerce makes PAF even more integral to the way everyone looks up address information online.