What are the requirements for submitting a mailing matrix on diskette?

How do I create a mailing matrix on a diskette?

How do I create a mailing matrix on paper?

Things to avoid when submitting a mailing matrix on paper.

---

Requirements for submitting a mailing matrix on diskette?

• Mailing matrices that are to be filed on a diskette must be generated from a DOS or DOS compatible operated machine that can produce an ASCII file. Any IBM or compatible PC will be able to generate the needed file and no special program is needed.
  
• The diskettes used must be 3.5" in size and may be either high or low density and may be either double sided or single sided.
  
• The diskettes must have the filing party's name and mailing address and telephone number on the label to enable the Clerk's office to return the diskettes to the filing party for re-use.
  
• The name of the debtor must be listed on the diskette label to ensure the creditors get added to the correct case.
  
• Each diskette must contain the creditors for one bankruptcy case only.
  
• The diskette must be accompanied by the Electronic Mailing Matrix Submission form available here in pdf format. This form must contain the debtor's name and the number of creditors that are listed on the schedules. This form must also be signed by the debtor or his attorney to attest to its accuracy.
  
• The IRS Special Procedures unit must be added to any case that lists the IRS as a creditor in the case.  Use the following address:
  
  
                           IRS Special Procedures
                           P.O. Box 628
                           Pittsburgh, PA 15230
  
  
• The creditors must be in alphabetical order. Do not include the debtor's name or the debtor's attorney in the list of creditors.
  
• Do not duplicate creditors when submitting diskettes unless the creditor has more than one address.
  
• All creditors must be listed, but do not list creditors without addresses or zip codes and always check the validity of the zip code. A creditor's name and address cannot be listed on more than five lines.
  
• If you are filing your mailing matrix on a diskette, there no longer is a need to file a matrix for the 20 largest unsecured creditors.
  
• The U.S. Trustee's Office does not need to be included in the list of creditors.

 

Instructions for Filing Mailing Matrix on Diskette:

• The diskette to be submitted must contain only one file named creditor.scn and it must be in ASCII (DOS text) format. The name and address should be single spaced and only one line should separate the creditors. The following are examples of how to create that file:
  

• You may use a DOS editor to create the mailing matrix. Follow this procedure:

1. Place a blank diskette in drive a: or b:
2. Type "edit a:\creditor.scn" or "edit b:\creditor.scn"
3. Type the creditor's name and press return.
4. Type the post office box &/or apt. # if needed and press return.
5. Type the street address and press return.
6. Type the city, state and zip code and press return twice.
7. Repeat steps 3 through 6 as needed.
8. Press alt-f-s to save the file.
9. File the mailing matrix at the Clerk's office along with the Electronic Mailing Matrix Submission form.

• Any word processor can be used as long as it is capable of writing a file in ASCII format. For instance, if WordPerfect is used, the file may be created so that it appears like the example matrix with whatever font you choose and in any format you wish. When the file is ready to be transferred to a diskette, use the save as option, but change the format to ASCII Text (DOS) and use the name creditor.scn with the correct drive prefix.

How do I create a mailing matrix on paper?

• In order to insure that the cases you file can be properly read by the optical scanner, we ask that you observe the following guidelines. Your cooperation is essential if we are to make any major improvements in our existing system.
  
• Lists must be typed in one of the following standard typefaces or print styles:
  • Courier 10 pitch
  • Prestige Elite
  • Letter Gothic
    
• Lists should be typed on a single page in a single column rather than in three columns. An example mailing matrix is provided here in pdf format for you to download or view.
  
  • The reason the addresses must be in a single column is because the optical character reader (OCR) scans the material automatically from left to right, line by line.
    
• Lists must be typed so that no letters are closer than 1/2 inch from any edge of the paper.
  
• Each name/address must consist of no more than five (5) total lines, with at least one blank line between each of the name/address blocks.
  
• Each line must 40 characters or less in length.
  
• DO NOT include the following people (who were formerly required on creditor matrixes.) They will be retrieved automatically by the computer for noticing.
  
  • Debtor
  • Joint Debtor
  • Attorney for Debtor(s)
  • U.S. Trustee's Office

Things to Avoid When Creating a Mailing Matrix on Paper

Although the Court is using sophisticated equipment and software to insure accuracy in creditor list reading, certain problems can still occur. By following these guidelines, the Court will avoid delays or additional effort in mailing notices.

The following problems can prevent your lists from being read by the optical scanner, requiring you to resubmit your creditor list in an acceptable form.

AVOID:

1. Extra marks on the list such as letterhead, dates, debtor name, coffee stains, handwritten marks.
   
2. Nonstandard paper such as onion skin, half-sized paper, or colored (such as yellow) paper.
   
3. Poor quality type caused by submitting a photocopy or carbon, using an exhausted typewriter ribbon, or using a typewriter with a fabric ribbon.
   
4. Unreadable typefaces or print styles such as proportionally-spaced fonts, dot-matrix printing, or exotic fonts (such as Olde English or script.) Use only Courier 10, Prestige Elite, or Letter Gothic.
   
5. Misaligned lists caused by removing the paper from the typewriter before completing the lists, or inserting the paper into the typewriter crooked.
   
6. Incorrect typewriter settings will cause unreadable lists. Make certain that your typewriter is set for 10 pitch if you are using a 10 pitch type style.
   
7. Stay marks should be avoided. Do not type lines, debtor name, page numbers, or anything else on the front of the creditor list. Any identifying marks you choose to add can be typed on the back of the list so long as it does not show through the paper.
   
8. Zip codes must be used on the last line. Nine digit zip codes should be typed with a hyphen separating the two groups of digits. DO NOT type attention lines or account numbers on the last line: put these on the second line of the name/address if needed. (The zip code must be at the end in order for the zip codes sorting equipment to find it.)
   
9. Fabric ribbons should be avoided. They produce letters which are too fuzzy to be properly scanned.