National Change of Address (NCOA)
NCOA (National Change of Address) is a database containing names, previous and new addresses, move dates, along with other information where available such as email addresses or telephone numbers and is designed to identify individuals who have recently moved residences. As of June 2024, the NCOA file contains over 35 million records.
While not legally mandatory, using the NCOA file is considered best practice within the industry as this database provides valuable insights for any company aiming to maintain accurate and up-to-date contact information by capturing the latest address changes, ensuring effective communication with relocated customers and improving overall data quality.
Introduction
What it is:
NCOA is a data file that enables a company to track individuals who have recently moved and registered their new address. This service is vital for companies that need to ensure that their contact lists are up to date by capturing recent address changes. This dataset ensures continued communication with customers who have relocated.
The specific data available within the NCOA file typically includes:
Full Name: The full name of the individual who has moved.
Old Address: The previous address of the individual before the move.
New Address: The updated address of the individual after the move.
Date of Move: The date when the address change was recorded.
Other Contact Information: While the primary focus is on postal addresses, some versions of NCOA may include additional contact information such as email addresses or telephone numbers if available.
The NCOA service is primarily used to update mailing lists with the new addresses of individuals who have moved, ensuring that mail reaches the intended recipient and reducing the number of undeliverable items.
Legal Compliance
Relevant Regulations:
NCOA ensures companies comply with regulations such as the General Data Protection Regulation (GDPR). Under the General Data Protection Regulation (GDPR), it is important for businesses to ensure that the personal data they hold for their customers is accurate and relevant.
Compliance Benefits:
By utilising NCOA, companies can avoid potential fines and legal issues associated to holding outdated or inaccurate data, while respecting consumer privacy preferences and enhancing their brand reputation by maintaining up to date and accurate contact information.
Benefits for Businesses
Operational Benefits:
NCOA improves data accuracy by providing recent address changes, minimising the chances of lost communications with customers who have moved and other communication issues.
Reputational Benefits:
Maintaining accurate contact lists ensures that communications are directed to the correct addresses, preserving a company’s professional image and customer relationships.
Financial Benefits:
By removing the costs associated with returned mail and improving the effectiveness of marketing and communication campaigns, companies can achieve a higher ROI and reduce operational costs.
Data Collection
Sources of Information:
The NCOA data is maintained and supplied by Royal Mail. The primary source of the data is the redirection forms filled out by individuals at the Post Office.
Data Accuracy and Updates:
The NCOA data is updated regularly, typically weekly, to ensure that the information available is as up to date as possible. Regular updates ensures that contact lists are current and reliable.
Application and Usage
Use Cases:
Businesses use NCOA to cleanse and update their contact lists, so they have the most current addresses for their customers. This is vital for direct mail marketing, customer service, and other communication campaigns.
Implementation:
Companies can integrate NCOA data into their CRM systems or use it as part of their data cleansing services to routinely check and update their contact lists. This helps maintain the quality and effectiveness of business communications.
