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UCC SEARCH MANUAL

The UCC search service encompasses a database management system and two search processes: a certified search that is based on Revised Article 9 (RA9) rules; and an informational, non-certified search that allows for the use of wild cards and partial string searches.

Both types of searches are linked with an electronic image processing system that allows for automated retrieval and printing of UCC documents.

The certified search process yields several interrelated products:

  • A search certificate showing all filings for a named debtor;
  • A "No Record" certificate in cases where the data base does not contain an entry for the named debtor; and
  • Copies of filings (images of original filings and changes/amendments).

The non-certified search provides:

  • A status report showing all filings for a named debtor;
  • A "No Record" certificate in cases where the data base does not contain an entry for the named debtor; and
  • Copies of filings (images of original filings and changes/amendments).

The service lists and explains applicable fees and payment options during the course of the online session.

Click here to access our service.

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Key Elements of the Online UCC Search Processes

Both UCC certified search processes require the searcher to indicate the type of debtor – that is, an organizational debtor like a corporation, LLC, LLP, etc., or an individual debtor. To ensure completeness of coverage, the searcher may wish to conduct both individual and organizational searches for each debtor to minimize missed filings. In addition, the searcher may take advantage of the non-certified search process, which allows for the use of wild cards and partial string searches, before conducting the more structured certified search.

Non-Certified Search

The non-certified search allows you to control the search process more directly than the certified search, which is based on RA-9 logic.

For a non-certified search on an individual debtor name, enter as much of the first and middle name you are sure of (or leave the middle name blank), and then enter as much of the last name you are sure of -- e.g., search for debtor John William Smith by entering "John” in the first name field, then “William” in the middle name field and then finally “Smith" in the last name field. You can broaden your search by using the wild card character "%" – e.g., "J%” in the first name field, “W%” in the middle name field and “Smi%" in the last name field. (See Note at the bottom of this section.)

For a non-certified business name search, enter as much of the name as you are sure of. Again, you can use the wild card to broaden your search – e.g., to search for Basic Credit Solutions, you can enter Bas%Credit Sol%. (See Note at the bottom of this section.)

With regard to the non-certified city search, simply enter as much of the city name you are sure of. You may end your search with a wild card -- “%”. (See Note at the bottom of this section.)

The non-certified search does not control for the leading article “The”. Therefore, with the non-certified search process, you may need to search multiple times if you are unsure about the use of the leading article in a name.

Finally, the filing number search is an exact match process.

NOTE: A wild card is automatically inserted at the end of each search string, so you do not need to use “%” at the end of your search entries if you are sure you are using the complete name. Also, the non-certified search process automatically adds wild cards to the search string whenever a space is entered. The “space” wild cards instruct the system to match any character between two characters -- for example, under the non-certified search, “ABC

Widgets” the system would return entries that match the string “ABC” exactly followed by matches on any word or character up to “W”, then match the string “Widgets” exactly. Next, the “ending” wild card would match any words or characters to the end of the field. Thus, the non-certified search “ABC Widgets” would yield match results on names like “The ABC Widget Factory, Inc.”, “ABC Superior Widget Factory, Inc.”, “ABC Excellent Widget, LLC” The ABC Metal Widget Factory, Co.”, etc. Like the certified search on location, the non-certified search relies on exact matching.

Certified Search (Based on RA-9 Logic)

Certified Search Key (Debtor Name Index) and Examples of How the UCC Search Processes Work 

Searchers will be able to sharpen their searching skills by understanding the structure of the debtor name search key or index – i.e., how the name is entered on the UCC database.

Organizational Search

  The Filing Office uses the following automated rules to create the debtor name search field or index from names entered into the UCC database. This is the field used for searching for organizational debtors. 
 
1.
Convert the character case to all upper case.
 
2.
Convert “&” to “and”.
 
3.
Replace all characters (including punctuation) outside of 0-9 and A-Z with single spaces.
 
4.
Remove leading and trailing spaces.
 
5.
Reduce multiple consecutive spaces to a single space.
 
6.
Remove "The" from beginning of names.
 
7.
Remove ending “ noise words” which occur at the end of the name only.
(such as Incorporated, Inc, LLC, etc
 
8.
After completing the actions above, remove spaces from the submitted entity name to concatenate and create the index value including a null value (no words exist after removing all noise words). In the case of a null return, the Search Certificate will reflect all organizations with a null value

Examples and Discussion

 

Assume there is an organizational debtor named “The ABC Widget Factory, Inc.” listed on UCC filings. Armed with an understanding of the search key’s structure, the searcher could enter a certified search like “The ABC Widget Factory, Inc.” or “ABC Widget Factory, Inc.” or “ABC Widget Factory”, and expect the search to yield hits on all UCC entries with the debtor name “The ABC Widget Factory, Inc.”. The searcher could also limit the name search to a specific city or location. The location search is based on exact matches on the city field as entered on the UCC database.


Individual (Personal Name) Search

  The Filing Office uses the following automated rules to create the debtor name search field or index from names entered into the UCC database. This is the field used for searching for individual debtors.
 
1.
Enter first, middle (if applicable) and last names/initials in the designated separate fields.
 
2.
Complete the same field-edit steps as listed under 1, 3, 4 and 5 of the organizational debtor rules above, along with same concatenating step at the end of the field.
    Examples and Discussion
    For a certified search on a personal name--e.g. "John Lee Smith, Jr.", the searcher could enter:
   

--First and last names -- "John” and “Smith" in the appropriate box and all John Smith’s in the database will be returned.

--First, middle and last names -- "John Lee Smith" will provide exact matches only .

--First name, middle initial and last name--"John L Smith" will provide all John Smiths with a middle name or initial of "L" .

--First and middle initials and last name -- "J L Smith" will provide all Smiths with a first name beginning with "J" and a middle name beginning with "L" .

The searcher could limit the name search to a specific city or location. The location search is based on exact matches on the city field as entered on the UCC database.


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UCC Document Image (Copy) Service

The UCC document copy service is linked directly with the database system. Clients can obtain copies of effective filings associated with a named debtor by indicating their desire to receive copies on the search request. Requests will yield copies of all original filings (UCC-1’s) and amendments (UCC-3’s).

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Last Updated: Wednesday, 10/21/15


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