Dead Mail Procedures for Returned Mail
January 22, 2009
Forwarding Address Given by Post Office
1. Make notes on envelope:
a. ID number of facility
b. Date re-mailed
c. List contents of envelope
2. Re-mail contents with new envelope.
3. Give envelope with notes to Edna so she can call the company to verify if business moved to a new location and explain process for applying for new RCRA ID number.
Forwarding Address Expired
1. Put Facility ID number and research notes on envelope.
2. Visually check address for wrong zip, missing information, or Post Office notes. Re-mail if you can correct mailing information, if not, continue on to Step 3.
3. Match prior year mail returns to current return (if any).
4. Check HazWaste.net for:
a. Site closure dates, if yes, check dates to see if mailing is required. The mailing would still be required if the annual reports or other requested information have not been received (e.g. Inactive date of 2008 or 2009 would still require the annual report letter)
b. An updated address since the mailing. Note: Also check to see if there is another address that can be used. For example, the address of the legal owner can be used if different from the mailing address. Do not mail to Property Owner!
c. Dates of any correspondences that have been received since the mailing. Check file for correspondence to research addresses or phone contacts.
d. Form Contact, Site Contact, Owner, or other name and phone numbers to call and ask for a current mailing address.
e. Query facility name to see if there are other locations owned by the same company with more current mailing information.
. 5. Re-mail if any new information is found, if not, go on to electronic
search.
Electronic Search
1. Check Secretary of State’s Business Registry (Salem Icon) for:
a. Registered Agent’s address to re-mail.
b. Out of business dates.
c. Any other contacts or telephone numbers
2. Check City of Portland’s Business Registry at www.pdxbl.org for same type of information identified in Number 1 above.
Electronic Search (continued)
3. Large Search Engines (Do a Google search first and if necessary search from one other search engines below:
a. www.switchboard.com – Telephone Yellow and White Pages, or
WWW.dogpile.com – Another Yellow and White Pages
b. www.hotsheet.com – Reverse Phone Number Directory, or
www.555-1212.com – Phone Number Lookup
Check to see if the business is still operating. Search for current mailing information or current telephone numbers.
4. Re-mail if any information is found from electronic search or
telephone inquiries.
5. Write your notes on the returned mail envelope of
every step taken and of all information found (including the source).
6. If all attempts fail to locate a correct mailing address, then follow “Dead As a Doornail” steps below.
Dead As A Doornail Mail
1. Refer all “Dead as a Doornail” mail to Nancy Dollar.
2. Fill out the “Checklist” form to verify that all of the steps have been tried in searching for a mailing address. Include any comments written on the return mail envelope.
3. Follow Administrative Closure process to withdraw the RCRA Site ID number. Edna will administratively withdraw CEG ID numbers and Nancy will withdraw the SQG/LQGs.