Description and Helpful Information: Debtor or Secured Party Name Search(es)
Below are descriptions, information, and some examples on how to use this system so you can retrieve information from the UCC database.
Note: These instructions will be the same for both the Debtor Name Search and the Secured Party Name Search. In addition, the examples in this section do not necessarily return any results or matches.
In some cases, an address-specific search request (i.e., a search request that limits the records requested by limiting them by the city of the debtor) may return certain filings in which the debtor's address city does not match the city specified in the search request. Such an apparently anomalous result may occur for the following reason:
Lapsed UCC filings and lapsed federal tax lien filings are retained in our UCC information management system for at least one year following lapse, as required by UCC Section 9-522. In many cases, we will retain filings for as long as five years after the lapse date.
In the case of certain filings which lapsed prior to July 1, 2001, but which are still included in our UCC information management system, our computer data base does not include the debtor address information specified in the filing. An address-specific search request for all filings will find filings (including lapsed filings that are still in our UCC information management system) where (1) our computer data base includes debtor's address and the debtor's address city matches the city specified in the search request, or (2) our computer data base does not include debtor's address information. Note that filings in category '(2)' will usually specify an address in the actual filed document (even though the address is not entered in our computer data base); therefore, some filings in category '(2)' may actually specify an address in a city that does not match the city specified in the search request.
In this location (field) you would enter the name of the business that you would want to search for. This field is not case sensitive and the name can be entered in upper, lower or mixed case.
Based on the Search Type selected (see below) the name may be entered in various ways. In general, entering a larger portion of the name will result in fewer names being listed. The minimum number of characters that must be entered is 3.
Last, First, Middle, Suffix
In these locations you would enter the name of the individual being searched. These fields are not case sensitive and the name(s) can be entered in upper, lower or mixed case. Based on the Search Type selected (see below) the name may be entered in various ways. In general, entering a larger portion of the name will result in fewer names being listed. The Last, First, Middle and Suffix (Names) are appropriately concatenated to allow for individual name searches on pre-RA9 business names. Single characters are eliminated from the business portion of the search with the exception of the first name. In the case of a single character first name, a word in the business name must exist beginning with that character. Therefore, it is always best to enter a first name or first initial. If not, searches such as "SMITH" would always return more than the limit.
City and State:
The city name and state can be entered to refine the search, however, it is optional. If a state is entered a city must also be entered.
One of the following three type of searches must be selected:
This type of search requires the exact beginning part or entire name to be entered. Below are some examples of how the name Jim Smith Chevrolet, Inc., can be searched:
With this search less will return more. However, each word or part has to have the minimum of no less than three characters.
This type of search requires you to know at least one of the words that is contained in the Debtor/Secured Party Name. When entering multiple words, the order of the words does not matter. Below are examples of how the name Trustco Bank can be searched:
This search is similar to the Base Word search. The only difference is that each word entered may be a partial word. Below are examples of how the name Home Depot USA can be searched:
Note: Due to performance issues the following restrictions apply to the partial search:
1. All words must be 3 or more characters. All words which are entered with 2 or less characters, are removed from the query. If words of 2 characters or less were treated as partial words the query would not return results before your browser timed out.
2. All single non consecutive characters are eliminated from the query.
3. As with the base word search, word order has no affect.
Above examples, respectively, return all names that contain the following (% means any combination of consecutive characters that follow):
If your query was: US HO DEP, US and HO would be removed from the query and DEP% would be searched.
The real purpose of the partial search is to find compound words, words with plurals, and words that possibly have others endings. For example: GOLD returns all names that contain GOLD, GOLDS, GOLDSMITH . . . etc. HOME returns all names that contain HOME, HOMES, HOMESTEAD, HOMESTEADS, HOMESTEADING, HOMESTYLE . . . etc. (HOME will probably return more than the limit. Try HOMEST.) These names would not be returned in the base word or the begins with searches.
This type of search may take longer than the Base Word search and may also list more names. If you are not sure of the correct spelling of a name and are having trouble finding what you are looking for, the less you type the better. However, do not type less than three characters per word.
One of the following two filing choices must be selected. All Filings is the default.
This type of search will return all filings; lapsed and unlapsed.
This type of search will return only unlapsed filings.
One of the following two file types must be selected. All Filings is the default.
This type of search will return all filings, including Financing Statements and Financing Statement Amendments filed under Article 9 of the Uniform Commercial Code and Notices of Federal Tax Liens and notices and certificates affecting such liens filed under Article 10-A of the Lien Law.
Federal Tax Filings
This type of search will return only Federal Tax Liens and notices and certificates affecting such liens filed under Article 10-A of the Lien Law.
Below are descriptions of the three buttons that will appear throughout the system.
When the search criteria has been defined, click on this button to begin searching.
This will clear the input field and change radio buttons to their default values.
Displays the information and help page.