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This manual is designed
to provide clients with a descriptive overview of New Jersey's Uniform
Commercial Code search service, and a general introduction to service
request procedures and options.
You may obtain certificates
showing all effective financing statements for a named debtor, as
well as copies of the original documents filed with the Division.
The documents contain collateral descriptions.
Overview
of Search Service
Description of Data Base Search (revised
6/30/06)
Description of Image Output (Photocopy) Service
Submission Guidelines
Fees/Payment
Expedited Service Option
Delivering Non-Expedited Requests
Return Options
The UCC search service
is based on a sophisticated data management system and a custom-designed
search process. These tools are linked with an optical disk image
processing system that allows for automated retrieval and printing
of UCC documents.
Searches are based on
the type of filing (organization/individual) and debtor name.
The search process yields
several interrelated products:
- A search certificate
showing all unlapsed 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 search will display
all search results and assign a unique search number to each completed
search. The certified search and photocopies will be produced at the
Division's Business Support Services' offices and sent to the location
you specify. All certificates and photocopies ordered via the online
search will be sent out within 48 hours of receipt.
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The UCC certified search
process has been revised and requires that each request be designated
as either an organization or an individual debtor. Now, only exact
matches will be returned for certified searches. Under Revised Article
9, all filings are to have been submitted as the name appears in the
entity's s formation documents and that is how organization names
should be searched.
The Filing Office recommends
that a searcher conduct both individual and orgainization searches
for each debtor to minimize missed filings. In addition, a searcher
may take advantage of the non-certified search application (www.nj.gov/njbgs)
that does not follow the new search criteria and that allows for wild
card searches to check for variations in filing names.
Search
Rules
The following guidelines
will assist in executing a search more effectively.
| Rule
1 - Organization Search |
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The
system will search the debtor name based strictly on what is presented
on the search request. The search request should be submitted
using the following criteria: |
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A. |
Convert the character
case to a standard (all upper case). |
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B. |
Convert “&”
to “and” . |
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C. |
Replace all characters
(including punctuation) outside of 0-9 and A-Z with single spaces. |
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D. |
Remove leading and
trailing spaces. |
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E. |
Reduce multiple consecutive
spaces to a single space. |
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F. |
Remove "The" from
beginning of names in accordance with established office practice. |
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G. |
Remove ending “
noise
words” which occur at the end of the name only.
(such as Medical Doctors Professional Association).
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The system
will 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. |
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Example |
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Client
wants to search for a debtor name "The Major Farm Assets &
Equipment Service Ltd." Search criteria should be "Major Farm
Assets and Equipment". |
| Rule
2- Individual Name Search |
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For
personal name--e.g. "John Lee Smith, Jr.", enter: |
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first and last names
-- "John” and “Smith" in the appropriate
box and all John Smith’s in the database will be returned. |
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first, middle and
last names -- "John Lee Smith" will provide exact matches only
. |
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first name, middle
initial and last name--"John L Smith" will provide all John Smiths
with a middle name or initial of "L" . |
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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" . |
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The photocopy service
is linked directly with the data base system. Clients can obtain photocopies
of effective filings associated with the named debtor by indicating
their desire to receive photocopies on the search request.
Two basic options are
available:
| 1. Comprehensive
coverage |
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Copies of all original
filings (UCC-1s) and amendments (UCC-3s).
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| 2. Limited
coverage |
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First page of each
UCC-1 and UCC-3.
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Clients may submit search
requests either online,
by FAX, or on Form
UCC-11, which may be obtained online or from stationers or service
companies. Clients may submit either a debtor name search or debtor
name search with a photocopy request. Photocopy - only requests are
not available online and must be submitted by FAX or mail/courier
service.
The search request provides
spaces for entering the name of the debtor to be searched or for photocopy-only
requests, the file number(s) of unlapsed filings.
Submission
of Debtor Search
Clients must:1) Specify
type of search (organization or debtor) and 2) enter
one debtor name on the request; and 3) choose one of the available
output options. When using Form UCC-11, the options are:
- Search certificate
only, choice "a" on UCC-11
- Search certificate
with photocopies:
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Limited (first page of each UCC-1 and UCC-3),
choice "b" on UCC-11
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Comprehensive (all page images associated with UCC-1s and
UCC-3s), choice "c" on UCC-11.
Clients must also remit
the required fee (see Fees /Payments below).
Submission
of Photocopy-Only Request
Photocopy-only requests
must be submitted either by FAX or by mail/courier service. Clients
must: 1) enter the filing numbers for which copies are desired; and
2) choose an output option as outlined above in the preceding section.
Clients must also sign the request and remit the required fee (see
Fees/Payment below). All requests submitted by FAX are considered
expedited.
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The fee for each debtor
name search is $25.00. The fee for each photocopy page is $1.00. Depending
on the chosen search option, the total fee may be variable. Further,
for photocopy-only requests, the fee amount is not known until the
search is executed.
Given these factors, clients
should choose one of the following payment options
Depository
account -- With a prepaid depository account,
clients need only reference their account numbers on search requests.
The Division will fulfill the service requests and debit the appropriate
accounts.
Clients may limit the
charge for any request by indicating a "Not to Exceed" amount on
the search request. At a minimum this amount should be sufficient
to cover all debtor name searches ($25.00 each).
Credit
card
-- Visa/MasterCard, American Express, or Discover
Check
-- Clients should make all checks payable to the Treasurer, State
of New Jersey. Check amounts should cover all debtor searches ($25.00
each). Check-based requests may also include a "Not to Exceed" amount
for photocopy charges.
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Clients may obtain search
and copy results in 8.5 business hours by submitting expedited requests
over-the-counter at 33 West State Street, 5th Fl Trenton, NJ 08608-1214.
Clients should indicate
that expediting is desired on a request cover sheet.
The fee for expediting
is $15.00 per transaction -- i.e.,for each debtor name search (with
or without copies) and for each copy work request. The expediting
fee should be added to the base fee discussed previously. For example,
an expedited debtor name search would cost $40.00 -- $25.00 base fee
plus $15.00 for expediting.
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Non-expedited or regular
requests may be mailed to:
NJ Division of Revenue
PO Box 303
Trenton, NJ 08646
ATTN: UCC Section/Searches
*Requests should include
the client's return address.
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There are two return options
for completed work:
| Regular
mail |
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The Division returns
all online and mail-in requests to the address supplied by the
client.
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| Over-the-counter
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If requested by the
client, the Division of Revenue will leave completed work at the
counter area (5th floor, 33 West State Street). As part of the
over-the-counter return process, the Division will place completed
work in courier or express services envelopes (e.g., Federal Express,
UPS, etc.) for pickup by these services. Clients must provide
completed air bills and account numbers to obtain express/courier
pickup from 33 West State Street.
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Recommendations
for improving the service are always welcome. Clients may send their
recommendations to:
NJ Division
of Revenue
Administrative Office/UCC
PO Box 308
Trenton, NJ 08646
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