NCOA Spreadsheet Format
This topic describes the format required for the Microsoft®
Excel spreadsheet used in
The spreadsheet should consist of the columns described below in the order in which they are presented. The inclusion of column headings in the file is optional. The first row of the spreadsheet can contain column headings to help clarify what each column contains. The suggested column headings below align with USPS terminology; they can be changed or abbreviated if your county has different requirements.
When you complete entering the NCOA response data in the spreadsheet, save the spreadsheet in Excel (XLSX) format.
The NCOA input-processor reads each row until it comes to a blank entry in the first column (that is, the Voter ID column). At that point the processor stops and reports that processing is complete.
Spreadsheet |
Suggested Column Headings |
Max. No. of Characters |
Description |
A |
Voter ID |
10 |
This number was included in the data given to the vendor in the NCOA export file. This field is examined by both NCOA processes (that is, the ZIP + 4 program and the NCOA Processing program). |
B |
New Street Number |
10 |
Details of the new address. If the new address is a post office box number, set up the address like this: New Street Number = <box number> New Street Name = PO BOX If the input processor inserts this information into the mailing address section of the Process NCOA Queue dialog, the data here appears in the Mailing Address 1 field. If the New Street Name field is blank, the USPS is reporting that the voter has moved away without leaving a forwarding address. |
C |
New Street Pre Directional |
2 |
|
D |
New Street Name |
30 |
|
E |
New Street suffix (Type) |
4 |
|
F |
New Street Post Directional |
2 |
|
G |
Unit
Designator |
5 |
|
H |
Unit
Number |
15 |
|
I |
AddressLine2 |
50 |
Details of the new address. If the input processor inserts this information into the mailing address section of the Process NCOA Queue dialog, the data here appears in the Mailing Address 2 field. Any data past the 50-character limit is placed in the Mailing Address 3 field. |
J |
City |
40 |
Details of the new address. The zip code should not be hyphenated. This field is examined by both NCOA processes (that is, the ZIP + 4 program and the NCOA Processing program). |
K |
State |
2 |
|
L |
Zip Code Plus Four |
12 |
|
M |
Effective Date of Move |
MM/DD/YYYY |
Date when voter's move went into effect. If this date is after the date of the most recent NCOA input process, the item will be ignored. This field is examined by both NCOA processes (that is, the ZIP + 4 program and the NCOA Processing program). |
N |
Move Type |
1 |
I—Individual move F—Family move B—Business move Note: Changes
to business addresses are not processed.
This field is examined by both NCOA processes (that is, the ZIP + 4 program and the NCOA Processing program). |
O |
NCOA Link Footnote |
2 |
A—Change-of-address match (including moves without a forwarding address) 00—No match (or Zip + 4 digits added to zip code) 91—Secondary number dropped from change of address 92—Secondary number dropped from input address Note: Only items with
This field is examined by both NCOA processes (that is, the Zip + 4 program and the NCOA Processing program). |
P |
Remarks |
n/a |
This column, and those beyond, can be used for county comments and memos. They are ignored during input processing. |