What is a Processing Acknowledgment Form?

For NCOA^Link the document collects information required by the Privacy Act of 1974. For DSF² the document corresponds to the requirements of 39 USC 412.

Why does the U.S. Postal Service require a Processing Acknowledgment Form?

Due to the Privacy Act or 1974, the USPS is required by law, to collect the information on the Processing Acknowledgment Form. When information provided through the NCOA^Link or DSF² Service is released, the USPS must maintain records of all to whom the information was disclosed.

The Postal Service™ requires that each NCOA^Link and DSF² Licensee collect a completed Processing Acknowledgment Form from each customer prior to providing the NCOA^Link or DSF² service.

How often does a Processing Acknowledgment Form have to be completed?

Prior to any NCOA^Link or DSF² processing, and once annually thereafter, a completed and signed Processing Acknowledgment Form is required from each list owner.

Can I send a faxed copy of the Processing Acknowledgment Form?

A faxed Processing Acknowledgment Form is acceptable.

Who must complete the Processing Acknowledgment Form?

The form must be completed and signed by the owner of the list being processed.

ALL Brokers, Agents and List Administrators are required to provide information about themselves.

Service requests submitted on behalf of a list owner by third parties must be fully disclosed. All Brokers, Agents, or List Administrators the list passes through must sign a Processing Acknowledgment Form for that list.

Under no circumstances shall a third party Broker, Agent, or List Administrator be considered the list owner nor have the authority to sign on behalf of the list owner.

The USPS must effectively track all entities that will have access to the new addresses provided by NCOA^Link and other address information provided by DSF². No matter how many entities touch the list, each must sign a Processing Acknowledgment Form.

List Owner

• The company that owns the names and addresses to be processed.
• Any entity renting a list is considered the owner of the list.
• Any person who sets up a trade with other businesses or organizations to use their list is considered the list owner.

Broker / Agent

• The company that submits the list for processing, on behalf of the list owner.
• An ad agency, marketing agency, lettershop, printer, or other service bureau.

The broker / agent typically provide the updated data back to the list owner.

List Administrator

• The company that maintains the list owner's database.
• List management companies.

The list administrator uses the output from NCOA^Link or DSF² to update their database, but does not forward the updated data to the list owner.

How to complete a Processing Acknowledgment Form

Complete all information in the appropriate section of the Processing Acknowledgment Form.

List Owner Section
The list owner must complete this section. There are no longer exceptions to this rule.

Licensee Section
The NCOA^Link or DSF² Licensee will complete this section of the form. Do not write in this section.

Broker/Agent, List Administrator Section
All parties who handle the list in the course of submitting lists for NCOA^Link or DSF² processing must complete this portion of the form.

Helpful information

Tax Identification Number – A unique set of digits used to identify a business or person for the purpose of federal income tax reporting. This should be a 9 digit number. If a private party submits a list, we require their social security number.

NAICS – The North American Industry Classification System is used to classify industries. If you need assistance in finding your code, go to the following link: http://www.census.gov/cgi-bin/epcd/srchnaics02defs

Parent Company Name – Complete if applicable.

Marketing or "DBA" Company Name or Primary Affiliate Company Name – Complete if applicable.

Name – Company representative who has the authority to sign this document.