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INTELLIGENT MAIL FOR SMALL BUSINESS MAILERS (IM sb)

USER GUIDE
VERSION AUGUST 2013

IMsb User Guide August 2013

Table of Contents
GETTING STARTED ...................................................................................................................3 Prerequisites .........................................................................................................................................3 Database formats allowed: ...........................................................................................................3 Business Customer Gateway- redesigned! ...................................................................................6 Log In to IMsb..............................................................................................................................7 STEP 1: CREATE NEW JOB ....................................................................................................9 Mailer Information .......................................................................................................................9 Postal Wizard Information .........................................................................................................10 Service Type ID Information .....................................................................................................10 Mail Piece Information...............................................................................................................11 Additional Mailing Options .......................................................................................................11 Return Address: Optional..........................................................................................................12 Review and Confirm. .................................................................................................................12 Method of Entry .........................................................................................................................13 STEP 2: ADDRESS PROCESSING ......................................................................................13 Address Correction.....................................................................................................................13 Review........................................................................................................................................14 Duplicates...................................................................................................................................15 Confirm Affixed Postage IF using Meter Postage .....................................................................16 STEP 3: OUTPUT PROCESSING ........................................................................................17 Tray Label ..................................................................................................................................17 Tray Label Creation ...................................................................................................................17 Print Tray Labels........................................................................................................................18 Downloads:.................................................................................................................................19 Optional to save the corrected address lists: ..............................................................................20 STEP 4: SUBMIT JOB ..............................................................................................................22 Review and Submit ....................................................................................................................23 ADDITIONAL FUNCTIONS: ...................................................................................................24 RESOURCES ................................................................................................................................25 1.TheRIBBSWebsite .................................................................................................................25 2.Guides,SpecificationsandManuals .......................................................................................26 3.PersonalSupportResources...................................................................................................26

IMsb User Guide August 2013

OVERVIEW IntelligentMail forSmallBusinessMailers(IMsb)isanonlinetoolwhichwillallowyouto producetheIntelligentMailbarcode(IMb)formailings. TheIMsbToolisavailablefreeofchargeandwillprovidetheabilitytocreateandsubmit electronicpostagestatementstotheacceptanceunits.

Maximummailingsizeisfewerthan10,000piecesformailingssubmittedataBMEU! Presortoption Maximumnumberofmailpiecesperyearoffewerthan250,000! Start Simple TousetheIMsb,nospecialsoftwareorinstallationisrequired.Userssimplyaccesstheapplication viaaWebBrowser. TheIMsbToolhasbeenspecificallydevelopedforsmallbusinessmailerstomeetFullService requirements. TheIMsbtoolhelpsusersgeneratetheiraddressblockswiththeuniqueIntelligentMailbarcodes withintheaddressblock. TheIMsbtooliscurrentlydesignedforFirstClassandStandardMailpermitholders.TheIMsb toolwillgeneratetheaddressblocksonthefollowingformats: Multiplelabels Multipleenvelopes 8x11inchlettersizepaper MailMergeoptionallowsyoutopersonalizeyourletters.

GETTING STARTED Prerequisites


Before using the IMsb tool, you need to make sure you have the following prerequisites completed:

1. AnExcelorCSVdatabaseformattedwiththefollowingheadersORother headersdescribedintheuserguide.
Database formats allowed: InordertouploadanaddresslisttotheIMsb,thefilemustbeinoneofthefollowingformats: MicrosoftExcel2010 MicrosoftExcel2007 MicrosoftExcel2003 3

IMsb User Guide August 2013

CommaSeparatedValue(CSV)

TheExcelorCSVaddressdatabasemustbeformattedwiththefollowingheaders ORotherheadersdescribedbelow!

ExceladdressList/Fileexample

Foralloftheseformats,thefirstrowinyourfileiscalledaheaderrecord.Youwillneedtocreate thecolumnsthatwillbeintheheaderrecordandthendeterminewhichfieldswillshowupinthe addressblockofyourmailpiece.ThefollowingtabledescribesspecificfieldnamesthattheIMsb looksforinthefirstrow(headerrecord).Notallcolumns/fieldsarerequired.Ataminimumyour filemustcontainaddress,city,andstateoraddressandcitystatezipheaderfields. FieldName Description Firstname FirstNameofrecipient****notethereisablankbetweenthequalifier(firstand name) Middlename Middlenameofrecipient****notethereisablankbetweenthequalifier(middle andname) Lastname Lastnameofrecipient****notethereisablankbetweenthequalifier(lastand name) fname FirstNameofrecipient****Noblanksbetweenfandname mname Middlenameofrecipient lname Lastnameofrecipient Name Combinedrecipientname,title,etc.orcurrentresident.(entirename) Company Optional:Companynameorcurrentresidentwhenchoosingnoaddress CorrectionfromtheExtraServiceTypeoption. Urbanization Optional:UrbanizationnameusedwithsomePuertoRicoaddresses Address Streetaddress,POBox(Example:123MainStreet) SecAddress SecondaryAddressinformation(eg.Suite#,privatemailboxnumber,etc.). Secondaryaddressinformationcanbeincludedintheaddresscolumn. City Cityname State StatenameorStatenameabbreviation(preferred) Zip Optional:5digitZIPCodeor5digitZIPCodeplusZIP+4extension.IftheZIP+ 4isprovideditshouldbeseparatedfromthe5digitZIPCodebyadash;e.g. 123456789. CityStateZIP Ifthecolumniscombinedcontainingthecityname,statename,andZIPCode,the citystateandZIPCodemustbeseparatedbyatleastoneblank.IftheZIP+4is provideditshouldbeseparatedfromthe5digitZIPCodebyadash;e.g.12345 6789.Thecitystatezipfieldmaybeomittedifthelastlinecomponentsareprovided inseparatecity,stateandzipfields. 4

IMsb User Guide August 2013

Note: Fieldnamesarenotcasesensitive(e.g.name,NAME,Name,nAmEareequivalent). Thereisnorequiredorderinwhichthefieldmustbedefinedwithinthefile;i.e.thefields canbeinanyorderwithintherecordsaslongastheyareinthesameposition(withinall records)asdenotedbytheheaderrecord. Theinformationwillbeincludedintheoutputaddressblockinthefollowingorder: Name: Mr.BillJones company: DAISYSFLOWERSERVICE urbanization(PRaddressesonly)OPTIONAL secaddress: ThirdFloor address: 475LENFANTPLZASW city,state,zip: WASHINGTONDC202600912 YouraddresslistwillbestandardizedbytheAMSprocess.Somedatathatyouprovidedmaybe correctedand/orcombined.Forexample:suiteorapartmentnumbersprovidedinthesec addressfieldwilllikelybeappendedtotheaddressfielddatatoprovideacompleteprimary deliverypointaddress. 2. MailingPermitMailermusthaveapostagepermit,anduseoneofthefollowing: PermitImprint,PrecanceledStamps,PostageMeter. Theannualpresortfeedoesnothavetobecurrenttousethetool! 3. BeregisteredonBusinessCustomerGateway!

IMsb User Guide August 2013

Business Customer Gateway- redesigned! Newsimplified,consolidatedandstreamlinedregistrationprocess! Accessautomaticallygrantedtothemostpopularservices! IntelligentMailSmallBusiness(IMsb)tool. MailerID PostalWizard Managemailingactivity o Linkingofpermitisrequired! Improvednavigationtoeasilyseewhichservicesareaccessiblebytheuserandtorequestservices Automaticcreationof9digitMIDwhencreatinganewuseraccount CRIDisnowdisplayedwhenyouregisterandonmanyconsecutivescreenswithintheBCG CustomerswhohadpreviouslycreatedanaccountintheBCGwillnotneedtoregisteragain. Existinguserswillmaintainusername,password,accessandservices(includingtheBSArole)in thenewBCG SomecustomerswhocreatedaccountspriortoJuly24th,2011willbepromptedtocreatesecurity questionsfortheiraccounts!

IMsb User Guide August 2013

Log In to IMsb 1)Goingtousps.comandselecttheBusinessCustomerGatewaylink(locatedatbottomofpage). 2)AccessIMsbbyclickingtheMailingServicelinkontheleftsideoftheBCGhomepage.

IMsb User Guide August 2013

As shown below:

FromtheIntelligentMailforSmallBusiness(IMSB)page,clickAuthorizationcomplete.Clickto Continue. ReadthetermsontheNoticeofLicenseandthenclicktheAcceptbuttontobegin! ThisisthelandingpageoftheIMsbapplication.Thispageprovidesabriefdescriptionofthe applicationaswellassomeofitsfeatures.

IMsb User Guide August 2013

STEP 1: CREATE NEW JOB


SelectCreateNewJobfromtheIntelligentMailforSmallBusiness(IMsb) Tool page.

ThefirstscreentoappearafterselectingCreateNewJobincludestheMailerInformation. Select via dropdown: Mailer Information 1. Method of Entry: BMEU RETAIL-offered at select pilot sites 2. CRID(prepopulated) 3. Mailer ID (prepopulated)

IMsb User Guide August 2013

Postal Wizard Information 1. Permit If you have multiple permits, select the permit you wish to use for this mailing.

IfyouhaveselectedeitheraMTpermit,youwillbeaskedtoconfirmtheaffixedpostagelaterin theprocess.ClickContinue. Service Type ID Information Youwillmakeselectionsforthefollowing:Selectionsarerequiredforthefollowing: (1) ClassofMail FirstClassor Standard (2) IMServiceType DefaultstoFullService. (3) ExtraServiceType HowdoyougetyourAddresscorrectionsback? ManuallyorElectronically (4) IMTracingdefaultstodestination. (5) AncillaryServiceEndorsement Selecttheancillaryserviceendorsementcurrentlyusedonmailpieceifapplicable. SelectContinuewhencompleted.

SelectContinuewhencompleted.

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IMsb User Guide August 2013

Mail Piece Information TheMailPieceinformationpageletsyoudescribethemailingpiece. 1. ProcessingCategoryselectfromtheDropDownmenu. Lettersor Flats 2. StandardEnvelopeSizes Othermailerinputsdimensionstypicallyusedforfoldedselfmailers #6envelope #7envelope #10envelope Note:Youwillhavetheoptiontoselectalabelsizeifsodesiredinadifferent sectionoftheIMsbtool. 3. Enterthethicknessof50pieces(ininches). 4. Enterthesinglepieceweightofthemail(inounces). 5. SelecttheapproximateMailingDatethatyouplanonbringingthemailing/jobtothe PostalService.MailingspreparedbyIMsbmustbereceivedbyUSPSwithin30daysof creatingyourlabelsorenvelopes. 6. Enterapproximatenumberofpiecestobemailed.

ClickContinue Additional Mailing Options 1. Destination Entry Discounts DSCF Select DSCF if you enter your mail at a Sectional Center Facility. If unsure, ask your local acceptance unit. None 2. Move Update Service Method Select from the drop down, the method you currently use to meet Move Update requirements! 3. Select the Price Category. Regular NON PROFIT 11

IMsb User Guide August 2013

4. Is this a political mailing? 5. Mailing contains windowed envelopes or windowed flats?

Click Continue Return Address: Optional The Return address screen provides you with the option to print the return address on your mailpiece. If you already have the return address printed on your piece, you would not populate this section.
Note: The IMsb tool does not have the capability of printing the indicia.

ClickContinue Review and Confirm.

Reviewyourinformationormakeanychanges.OncecompletedclickAccept UploadtheAddressFile SelectBrowsetosearchforyourAddressListfileonyourcomputer.

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IMsb User Guide August 2013

SelectthedesiredaddresslistfilefromthepopupwindowandclickOpen.ClickUpload NOTEIfanderrorpageappearsthereissomethingincorrectwithinyouraddressdatabasefile. Pleasereviewpages35inthisguideforcorrectheadersandcolumnnames. TheIMsbtoolwilldisplaytheAddressFileViewerontheAddressFileUploadingscreen.Thisscreen isusedtoverifythecorrectaddresslistwasusedandthecorrectfieldsaredisplayed. ClickContinue Method of Entry

Selectthelocationwhereyouwouldliketoenteryourmailing.ClickContinue

STEP 2: ADDRESS PROCESSING


Address Correction AMSwillverifythatyouraddressesarevalidaddresseswiththerequireddeliverypoints.Your addresseswillbereformattedtoconformtoUSPSspecifications. Note: The AMS process only verifies that the address is a good delivery address; it does not check that the name/business associated with the address is accurate.

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IMsb User Guide August 2013

Click ADDRESS CORRECTION COMPLETE. CLICK TO CONTINUE

. Byclickingthelinkabove,youwillbedirectedtotheAMSProcessingSummaryPage.Onthispage, youwillseedataonyouraddresses.Eachaddresswithinyouraddresslistisallocatedoneoffour statusesbyAMS. ExactMatchnocorrectionwasmadetotheaddressbytheUSPS MatchedwithchangesAcorrectionwasmadetotheaddresstomakeitcorrect. Matchedtoabuildingdefaultmeansitsmissingtheapartmentorsuite#. UnmatchedBadaddressaccordingtoUSPSfiles.

Review Atthispoint,byselectingtheReviewbutton,youmayreviewtheaddressesinthematchedwith changes,matchedtobuildingdefault,unmatchedaddressesandnonDPVprintcountsections. Duringthereviewprocessyouwillhavetheoptiontotakefurtheractionsregardingyouraddress list.YoualsohavetheoptiontobypassthereviewprocessbyselectingContinueifwantthe tooltoaccepttheresultsreturned. Ifyouselectanyofthereviewchoices,youwillbetakentoanAMSDefaultEntryEditor screenwhere,foreachaddress,youcanchoosebetweenusingtheAMSsuppliedaddress, theaddressyouoriginallysupplied,ornottohavetheIMsbtoolprinttheaddress.

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IMsb User Guide August 2013

Ifyouchoosetouseanoriginaladdressthatdoesnotmatch,itwillberemovedfromthe DeliveryPointValidated(DPV)listandaddedtoanonDeliveryPointAddresslist.Thenon DeliveryPointAddresslistwillstillbeavailablefordownloading;howevertheIMSBtool willmodifythoseaddressesSTIDstospecifyFirstClassMail.ThenonDPVmailpieceswill bemailedatthefullsinglepieceprice.

Duplicates Nextyoucanutilizetheduplicateeliminationfunctiontocheckforduplicateaddresseswithinyour addresslistandremoveanyfoundduplicateaddress.Thisfunctionallowsyoutosearchfor duplicatesby: Address,FirstNameandLastName AddressandLastName AddressOnly CompanyandAddress Whenyouclickonabuttontheduplicateaddressentrieswillbedisplayed. Ifmoreduplicatesarefoundthancanbereasonablydisplayedononescreenyouwillneedtouse thecontrolsunderthedisplayboxtostepthroughtheduplicatesets. Tomarkaddressesfordeletionsimplyclickthecheckboxesnexttothem.Onceyouhavereviewed alltheaddresses;clicktheAcceptbuttonandallthemarkedaddresseswillberemovedfromthe outputlist. IfyouwishtoremovealltheidentifiedduplicatesatonceyoucanclicktheDeleteAllbutton.This willmarkalltheaddresseswithineachduplicategroup,exceptthefirstone,fordeletion.Again, clickingtheAcceptbuttonwillcausethemarkedduplicatestoberemovedfromtheoutputlist. 15

IMsb User Guide August 2013

IfyouchangeyourmindaboutdeletingaduplicateaddressyoumustUNchecktheboxbesideit beforeclickingontheAcceptbutton.OncetheAcceptButtonhasbeenclickedtheprocesscannot bereversed.IfyouwishtodeselectalloftheaddressesyouhaveselectedsimpleclicktheClearAll button. YoumayalsoexitthescreenwithoutperformingdeletionsbyclickingtheCancelbuttonwhichwill bringyoubacktotheAMSProcessingSummarypage.

Click continue

Confirm Affixed Postage IF using Meter Postage Note:TotalPostageAffixedthisistotalnumberofaddressesafteryouhavecleanseditinthe tool

After you select your choice, click continue.

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IMsb User Guide August 2013

STEP 3: OUTPUT PROCESSING


Tray Label ThenextstepintheIMsbprocessistoprepareIntelligentMailTraylabels,forFullService mailings. FromtheTray/SackInformationscreen: IMsbwillprovidearecommendednumberandtypeofContainers(TraysorSacks)tobe usedtopreparethismailing.Thismaybeoverridden. TheIMsbtoolwillpopulatetheStartingContainerLabelSerialNumberfortheJob. ClickNewLabelfortheIMsbtooltogenerateyourUniqueIntelligentMailTrayBarcode (IMtb)Label. Note:Thetraylabelsmustbegeneratedusingcardstockorastandardbusinesscardstockwhich isperforatedat2x3.5suchasanAVERYlabel5371.

Select Edit containers if the amount of recommended containers is not sufficient. Click Continue Tray Label Creation Optional:EnterthePrinterLineinformation(ifapplicable)aswellastheMailersAreainformation. Required:clickCreateLabeltogeneratePDFoftray/sacklabel. 17

IMsb User Guide August 2013

We strongly suggest you save the file to your desktop, finish the job and then print the labels!

Print Tray Labels

Note-*you may only print labels for the current mailing. Labels cannot be reused. To reduce the possibility of a job timeout, it is recommended that you save the labels to your desktop and print them after postage statement submission. Click Continue and Click OK in the pop box Have you printed your labels? or select cancel to return to the screen.

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IMsb User Guide August 2013

Downloads: TheDownloadsscreenshownbelowallowsyoutoprintyouraddressesonlabels,envelopesor inserts.TheaddressesareprovidedinaPDFfilewhichyoucaneitheropeninAdobeReaderor savetoyourcomputer. Availablelabelsizesare: Avery5161orequivalentto1x4label(Postcards/Lettersonly) Avery5162orequivalentto1.33x4label(Postcards/Lettersonly) Avery5163orequivalentto2x4label(Postcards/Letters&Flats) Envelopessizesavailable:. #6 #7 #10 Othernoenvelopeused Insertoptionallowsyoutoprintdirectlyonan8.5x11insert. Theaddressblockisconfigurable. MailMergeallowsdownloadingoffiletobeusedduringmailmergeoption.

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IMsb User Guide August 2013

BelowisanexampleofaPDFthatwillbegenerateduponchoosing1Labelasyouroutput format. Again,westronglysuggestyousavethepdfandprintthefilesafteryouhavesubmittedthe job!

ExampleofuserselectingNumber63/4Envelopefromtheoutputformat:

Optional to save the corrected address lists: ClickContinue

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IMsb User Guide August 2013

TheIMsbtoolallowsyoutosaveyourcorrectedaddresslistforfutureuse. ThePrivacyactdoesnotallowtheUSPStosaveyouraddressfiles.

Downloadingof: 1. UpdatedaddressfilewillprovidetheupdatedaddresslisttobesavedineitheraCSVor Excelforfutureuse.Itwillincludeinthefile,thebadaddressestaggedasunmatched. 2. DPVMailMergeallowsyoutomergetheaddressblockintoamailmergetemplate. TheDPSMailMergefileincludestheuniqueintelligentmailbarcodeforeachpiece tobeinsertedonyourmailpieceaslongastheIMbfonthasbeeninstalledfromthe RIBBspage.(https://ribbs.usps.gov/onecodesolution/download.cfm) TheUSPSIMBStandardFontshouldbesetat16ptfont. To download the font, go to https://ribbs.usps.gov/onecodesolution/download.cfm?downloads=Office&selection=5

3. NonDPVMailMergefileallowsforprintingofbadaddressesthatcanbemailedwitha FirstClassstamp.(notrecommended) 21

IMsb User Guide August 2013

STEP 4: SUBMIT JOB

Click Continue 22

IMsb User Guide August 2013

Review and Submit Review your mailing information, and then click the Submit button on the bottom of the page to upload your mailing to the PostalOne! system. PrinttheprinterfriendlyElectronicConfirmationAcceptanceNotice(ECAN)andbringthenotice alongwithyourmailingtothesiteyouhaveselected.

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IMsb User Guide August 2013

You are finished! The tool has submitted your postage statement and qualification report electronically.
ADDITIONAL FUNCTIONS:
ReviewJobscontainsalistingoftheJobsthattheuserhascreatedonIMsb.ContainsJobID,Job Description,CRID,MailerID,MailingDate,BusinessName,AddressandContact.Alsoallowsthe informationfromaselectedJobtobeprepopulatedintoanewJob.

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IMsb User Guide August 2013

HelpLink TheHelplinkintheupperrightcornerprovidesadditionalinformationregardingthesixbuttons ontheleftsideofthescreen.AndtheUserGuideonlefthandsideprovidesinformatonabout eachscreenandhasothervaubleinformatonabouttheIMsbtool.

RESOURCES
1.TheRIBBSWebsite TheUSPSprovidesanumberoftechnicalandnontechnicalguides,informativedocumentsand presentations,andotherhelpfultoolstomakeiteasierforyoutotakefulladvantageofthesuite ofIntelligentMailbarcodes.ThesevaluableresourcescanbefoundontheUSPSRIBBSwebsite http://ribbs.usps.gov/ Additionally,youcanfindresourcesonhowtodownloadUSPSIMbstandardfontforMailMerge option.(16ptfont) https://ribbs.usps.gov/onecodesolution/download.cfm?downloads=Office&selection=5

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IMsb User Guide August 2013

2.Guides,SpecificationsandManuals ForthosenewtoIntelligentMailservices,thereareseveralguides,specificationsandmanuals thatwillgetyoustartedandgiveabroadoverviewofthefundamentalsoftheprogram.Following isalistofprimarysourcesofinformation. DomesticMailManual(DMM) ThisistheUSPSmanualthatcontainsstandardsgoverningU.S.domesticmailservices, descriptionsofthemailclassesandspecialservicesandconditionsgoverningtheiruses,and standardsforrateeligibilityandmailpreparation.Domesticmailisclassifiedbysize,weight, content,service,andotherfactors.http://pe.usps.com/text/dmm300/dmm300_landing.htm AResourceMaptoIntelligentMailDocuments ThislistsallthedocumentsandsourcematerialsthatyouwillneedtotransitiontoIntelligentMail services.Itprovidesexplanationsofeachdocumentandinformationonhowtofindandprint thesedocuments.Itisareferencesourcethatwillhelpyouasyoulearntheinsandoutsof IntelligentMailservices.ThisdocumentcanbefoundonRIBBSat http://ribbs.usps.gov/intelligentmail_guides/documents/tech_guides/ResourceMapToIntelligentM ail.pdf AGuidetoIntelligentMailforLettersandFlats Thisguideprovidesguidanceonhowtoprepareyourmailandelectronicdocumentationand identifiesthedatathatwillbeprovidedatnoadditionalchargeforFullServiceoptioncompliance. Inaddition,theGuidealsodescribeswhatwillbeavailableinthefirstreleaseofIntelligentMail services.AGuidetoIntelligentMailforLettersandFlatscanbefoundonRIBBSat http://ribbs.usps.gov/intelligentmail_guides/documents/tech_guides/GuidetoIntelligentMailLetter sandFlats.pdf UserAccesstoElectronicMailingInformationandReportsGuide ThepurposeofthisguideistoprovideinformationregardingIntelligentMailFullServiceoption reportsandawalkthroughofthenewBusinessCustomerGatewaywebpage,whichwillbe accessiblethroughtheUSPS.comhomepage.ThisguideisavailableonRIBBSat https://ribbs.usps.gov/intelligentmail_guides/documents/tech_guides/user_access/user_access.ht m 3.PersonalSupportResources Inadditiontotheguidesandspecificationslistedabove,youcanalsogethelpfromUSPS IntelligentMailserviceexperts. TofindyourlocalBusinessMailEntry(BME)Manager,gototheBusinessMailAcceptancepage: https://ribbs.usps.gov/index.cfm?page=bma TocontactthePostalOne!HelpDeskcall18005229085.Foradditionalinformation aboutIMBTracingpleasecontacttheNationalCustomerSupportCenterat(800)2383150.

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