Secretary of State - UCC Filing - Primary data elements.


Published: 2020-02-02

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The primary data elements used in the UCC information management system are the following.

(A) Identification numbers.

(1) Each initial financing statement is identified by its file number. Identification of the initial financing statement is permanently associated with the record maintained for UCC records in the UCC information management system. A record is created in the UCC information management system for each initial financing statement and all information comprising such record is maintained in the system.

(2) A UCC record other than an initial financing statement is identified by a unique file number assigned by the filing office. In the UCC information management system, records of all UCC records other than initial financing statements are linked to the record of their related initial financing statement.

(B) Type of record.

The type of UCC record from which data is transferred is identified in the UCC information management system from information supplied by the Remitter. Types of records include initial financing statement, amendment, assignment, continuation, termination, and collateral amendment.

(C) Filing date and time.

The filing date and filing time of UCC records are stored in the UCC information management system. Calculation of the lapse date of an initial financing statement is based upon the filing date.

(D) Identification of parties.

The names and addresses of debtors and secured parties are transferred from UCC records to the UCC information management system.

(E) Page count.

The total number of images in a UCC record is maintained in the UCC information management system.

(F) Lapse indicator.

An indicator is maintained by which the UCC information management system identifies whether or not a financing statement will lapse and, if it does, when it will lapse. The lapse date is determined as provided in paragraph (C) of rule 111:1-3-23 and in rule 111:1-3-25 of the Administrative Code.

(G) Indexes of names.

The filing office maintains in the UCC information management system a searchable index of organization debtor names, and a searchable index of individual debtor names. The filing office may also maintain a searchable index of names of secured parties of record. Such an index need not be a separate database but may be comprised of records in the UCC information management system identified to be included in such searchable index.