AFD Names & Numbers Manual

INTRODUCTION & INSTALLATION

Introduction

AFD Names & Numbers is a comprehensive address resource, covering the whole of the British Isles - including The Isle of Man and Channel Islands as well as the United Kingdom. It contains approximately 26.5 million delivery addresses including about 1.7 million organisations and 44 million residents.

It can speed up the entry of address information into other programs, look up addresses, (even if only badly spelled fragments are known) and provide a wealth of additional information linked to the postcode - like grid references, NHS and Ward Codes, delivery point suffix (DPS) and Mailsort codes.

Simply type in the postcode you require and Names & Numbers will supply the following data:

        Names of Residents
            First Name, Middle Initial, Surname
            Gender where known
            Length of Residency
            Phone Numbers where known
        Organisations and Departments
            Standard Industry Classification (SIC) Codes
            Business Descriptions (e.g. 'Solicitors')
            Business Size (by Number of Employee bands)
            Phone Numbers where known
        Properties, Building Numbers and PO Boxes
        Street
        Locality
        Town
        County - or County Abbreviation
        Delivery Point Suffixes
        Grid Reference
            & linear distance from a reference point if given
        Mailsort Code
        Postcode Type (eg Large/Small User)
        Gender
        Length of Residency
        Ward Code & Name
        Local or Unitary Authority
        Parliamentary Constituency
        TV Region (not TV Company)
        NHS Code and Area
        NHS Regional Authorities
        Primary Care Trust Code and Area Name (Local Health Board in Wales)
        STD Code
        Household Composition
        Date of Birth (not for every address)
        Censation Data: Census Code, Affluence, LifeStage and Additional Census Information
        Occupancy and Address Type
        Local Education Authority Code and Name
        European Electoral Region Code and Name
        Urban Rural Code and it's description
        UDPRN (Royal Mail Unique Delivery Point Indicator)

Names & Numbers TraceMASTER allows lookup's and searches across multiple Data Sets covering data collected in 2002 right through to the current year.

Even more powerfully, Names & Numbers can look up addresses from almost any fragment of name, address, SIC Code, Business description and size, Grid Reference or Ward & NHS information (or geodemographic classification)- even if you're not sure of the spelling.

For maximum benefit, AFD Names & Numbers can be easily linked into other programs. In Windows, the stand-alone Names & Numbers program can be used for simple look-ups, sophisticated searches, or to insert data to other programs. It can also use Drag & Drop or Dynamic Data Exchange to send addresses to other programs, or you can use our powerful Dynamic Link Libraries if your application has a suitable programming language.

AFD Names & Numbers also includes ROBOT^® technology (Patent GB 2369699) which allows integration of Names & Numbers into other applications with no programming required and we don't even need to recognise your application! Simply type the postcode and AFD Names & Numbers does the rest and brings back the full address with or without prompting!

For users who wish to integrate AFD Names & Numbers into Microsoft Access®, the Names & Numbers Access Wizard we provide will do most of the work for you.

Data Export

Names & Numbers includes an optional data export facility which can be used for direct marketing purposes. Should you wish to use this facility you are required under clause 21 of your End User License Agreement to complete and return a Names & Numbers Data Extract Return form each quarter. This form will be sent to you by AFD. Each unique record exported from the program or mailing label printed constitues one extraction and must be included on the form.

You are also required to contact the Mailing Preference Service and Telephone Preference Service to check and eliminate address records for any person who does not wish to receive direct mail.

We realise that many of our customers only use Names & Numbers for address management purposes such as address verification or rapid addressing and not the extraction of data or printing of labels.

If you will never extract data, please complete a Data Extract Exemption Request form. Please print the body of the suggested text onto your company letterhead, have it signed by an Authorised Signatory of your organisation and return it by FAX to 01624 817695. If this form is approved, you will be exempted from the quarterly Data Extract Return procedure.

All AFD Postcode programs are subject to an End User License Agreement. The programs and data provided by Names & Numbers are copyright and protected by the 1988 Copyright, Designs and Patents Act in the United Kingdom and by the Berne convention and other International Copyright treaties.

You are permitted to install and use components of AFD Names & Numbers ('Names & Numbers') only on the number of computers, terminals, workstations or screens for which a license is held, although the larger data elements of the system may be installed on a file server for central access if a multi-user license is held. You may additionally make one copy of the program master disks for back-up purposes, but no other copies are permitted, for whatever reason.

Evaluation versions of Names & Numbers and the associated sample data, are nevertheless copyright material. You may make and distribute copies of the evaluation version and its sample data, but these copies must be complete and unaltered. You may NOT use the sample data provided for any purpose other than to assist in evaluating the usefulness of Names & Numbers.

Data within Names & Numbers is the copyright of AFD Computers and other data suppliers. You may access and use this data only as part of the Names & Numbers system, to provide address data for a bona-fide address-based application. Data Exports and mailing labels printed from Names & Numbers is still covered by the End User License Agreement and copyright. A fee is payable for any data extract or label run, but no fee is payable for the first 100,000 records.

You may not extract, reverse-engineer or re-distribute data or programs provided under any circumstances whatsoever.

The Names & Numbers data license is renewable annually and renewal fees include a fresh set of data, program update and free technical support for the year. Intermediate data updates are available quarterly at nominal cost, or you may subscribe to the POP scheme and cover all costs of using Names & Numbers including program and data updates, data licenses and technical support under a single monthly standing order payment.

Installation

Tracemaster customers please note that we strongly recommend that you fully defragment your hard drive prior to commencing installation. Due to the large size of the data files the software can typically run ten times faster if the data can be installed into a contiguous space. Using a separate hard-drive or partition for the data can also help ensure the data files are not split up across your drive. Please contact your systems administrator if you require assistance in doing this.

Names & Numbers is installed automatically by the installation program and all files are placed in the correct folders. Some information from your License Certificate will be required during installation, so you are advised to have this to hand:

Place the Names & Numbers CD-ROM in your drive then from the Task Bar, select Start - Run, then type d:\nnsetup and click OK

... where 'd:' is the drive letter of your CD-Rom drive - usually D:

Follow the instructions and provide the information requested by the installation program.

The installation will create menu entries for Names & Numbers. These will include entries or icons for Names & Numbers, the Welcome program, and for various help and information documents and program examples.

The evaluation version of the program provides all the functionality of the full product with no limitations apart from containing fictional data.

Registration

On new installations, Names & Numbers will operate in a special mode, giving full access to data, for about two weeks. To register and fully activate your copy of the program, run the Names & Numbers 'Welcome' program.

The evaluation version of the program contains a set of fictitious data, and does not require registration.

A copy of the 'AFD Welcome' program is supplied to simplify the process of Registration and Activation of your program license. To register your copy of Names & Numbers, you will also need the information printed on the 'License Certificate' supplied with your program.

To register, run the 'AFD Welcome' program:

From the Task Bar select Start - Programs - AFD Names & Numbers - Welcome

Select your required registration method and follow the instructions on screen to activate your software

If you need personal assistance with the registration process, you may call our HelpDesk on 01624 811712, Monday to Friday: 0900 - 1700 (except holidays).

De-Registration

If you require to move your AFD Names & Numbers Licence from one machine to another or if you will be upgrading a machine and will be replacing your hard drive, you should first de-register the license from that machine and transfer it back to our server. At which point you will be able to register AFD Names & Numbers on that other machine instead, and so transfer your license.

To do this, run the Welcome program (as described in the Registration section) and click the 'De-Activate' button to transfer the license back. You can then register it on the new machine as described in the Registration section.

Please note that in the case of wiping a hard disk drive you must de-register before you erase your registration information by wiping that hard disk drive.

If you have problems de-registering, or do not have Internet Access then please follow our manual procedure by submitting a Re-registration form.

Technical Support

Making sure that our customers get the best from our products is important to us - so long as you have a current licensed copy of an AFD Postcode product, we're here to help:

World Wide Web
This major resource provides 24 hour, direct access to all AFD's technical resources. If you have a question, need program examples or require a skilled Postcode dealer to help with your system, start by visiting our web site at: http://www.afd.co.uk/ or email your request to support@afd.co.uk.

HelpDesk
If you don't yet have Internet access, our HelpDesk on 01624 811712 will help ensure that your copy of the program is installed and functioning correctly. The HelpDesk is manned Monday - Friday 0900 - 1700 (except holidays). Ensure that you are next to your computer, which is switched on and in Windows prior to calling.

These services provide free, unlimited support about all aspects of using the AFD Postcode product range. Whilst we will endeavour to help with general advice, we cannot assist with questions or problems which are not related to your use of an AFD Product - nor can we resolve hardware or network errors. You should refer these questions to your System Manager.

Data & Data Updates

Address data is constantly changing as a result of property redevelopment, residents & business moves, and the increasing trend towards the automation of mail delivery. Some parts of Names & Numbers data is especially volatile - people and businesses are obviously subject to more rapid change (house or office moves, coming of age, deaths etc) than are the premises themselves. Telephone number data also changes very rapidly.

You should therefore use data provided by Names & Numbers with sensible caution - and satisfy yourself that details are suitable for the purpose you require. Some of the data sources - like the official Electoral Roll - from which Names & Numbers is assembled, is only fully updated on an annual cycle. It may therefore be many months before a change is reflected in our product, though the most important changes - like gone-aways and mortality - are updated quarterly along with postcode changes. Business data is fully updated each quarter.

To ensure that you get the maximum benefit from your investment in AFD Names & Numbers, you should therefore ensure that the data you are using is as up-to-date as possible. AFD have invested in state-of-the-art technology to provide you with the best possible address data within our programs.

Four data updates are issued each year - usually in February, May, August and November.

Make sure that you place your order so that each optional data update is sent to you as soon as it is prepared - or join the POP scheme so that all costs of Data Licenses, Program and Data Updates are covered in one modest monthly standing order payment.