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- DO post tips & tricks to help folks.
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Grace Lee
Just wanted to add that some states have been updating their UCC forms for 2023, so make sure you're using the current versions. Got a rejection last week because I was using an outdated form.
Mia Roberts
•Good point! Always download forms fresh from the SOS website rather than using saved copies.
Alicia Stern
•I hadn't thought about form updates. Thanks for the heads up!
The Boss
I was skeptical about using automated tools for UCC work, but after trying Certana.ai for document verification during this UCC 2023 crunch, I'm convinced. It's saved me from several filing errors that could have been costly. The peace of mind alone is worth it when you're dealing with this many continuations.
The Boss
•It's almost instant. Upload the PDFs and get results in seconds. Much faster than manual checking.
Alicia Stern
•That speed would definitely help with my workload. Going to look into this option.
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Diego Vargas
Just wanted to follow up on the Certana suggestion from earlier - I tried it after seeing this thread and it actually found a UCC filing I had missed on my own search. The document comparison feature caught a name discrepancy between the charter and UCC that I wouldn't have noticed manually. Pretty impressed with how quick it was.
That's exactly what I need right now. Going to try uploading their formation docs and see what it finds. Thanks for the follow-up!
Glad it worked for you too! It's saved me so much time on these tricky name matching situations.
Update: I finally found the filings! Turns out they were under 'Southwest Manufacturing Solutions, L.L.C.' with periods in the LLC abbreviation. Found 2 active UCC-1s that way. Texas search is so particular about punctuation it's ridiculous.
GalaxyGazer
•Perfect example of why exact name matching is both a blessing and a curse. At least you found them before moving forward with the loan.
This whole thread is a great reminder of why UCC searches require so much patience and creativity. Thanks for sharing the solution!
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Yuki Tanaka
Don't forget about terminated filings in your UCC-1 list! You need to track those too for audit purposes. Some examiners want to see that you properly terminated liens when loans were paid off. I keep a separate 'terminated' section in my spreadsheet.
Good point. We probably have 50+ terminated UCCs I should account for.
Carmen Ortiz
•Make sure you filed UCC-3 termination statements for those. Just paying off the loan doesn't automatically terminate the UCC filing.
Quick question - are you tracking UCC-3 amendments in your list too? If you've done any amendments to add collateral or change debtor info, those need to be reflected in your master list. The continuation calculations are still based on the original UCC-1 date though.
Yeah, amendments can get messy. Each one should reference the original filing number so you can track the chain of filings for each loan.
This is exactly why I started using automated tools. Too many moving parts to track manually without making mistakes.
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Khalid Howes
One thing that's helped me is creating a spreadsheet with all possible name variations before I start searching. Include legal name, DBAs, common abbreviations, with and without punctuation, etc. Then systematically work through each one.
Naila Gordon
•Organization definitely helps. These searches can get overwhelming without a clear methodology.
Cynthia Love
•I do something similar but also include phonetic variations. You'd be surprised how many filing errors are basically just misspellings.
Thanks everyone for the advice. Going to try a more systematic approach and check multiple states. Hopefully I can avoid any nasty surprises down the road.
Rosie Harper
•Good luck! Thorough searches take time but they're worth it.
Let us know how it goes. Always interested to hear about search strategies that work.
StarSeeker
Don't feel bad about this - Ohio probably rejects 30% of first-time filings for name issues. The key is getting the exact legal name from their business entity database, not relying on loan docs or articles that might be outdated or formatted differently.
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StarSeeker
•Nah, it's just part of the learning curve. Once you get burned on name matching a few times, you develop a system to avoid it.
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Ava Martinez
•So true. I probably got rejected 5 times in my first month doing UCC filings before I figured out all the little tricks.
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Miguel Ortiz
Update us when you get the refiling sorted out! Always curious to hear how these name mismatch situations get resolved. And definitely agree with the others about checking the current business entity status before filing - saves a lot of headaches.
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Carmen Vega
•Will do! Thanks everyone for the advice. Going to pull the current entity info tomorrow and refile with the exact name format from the state database.
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