UCC Document Community

Ask the community...

  • DO post questions about your issues.
  • DO answer questions and support each other.
  • DO post tips & tricks to help folks.
  • DO NOT post call problems here - there is a support tab at the top for that :)

Giovanni Ricci

UCC filing online portal keeps rejecting my continuation - debtor name exact match issue

Been trying to file a UCC-3 continuation online for the past week and it keeps getting rejected. The original UCC-1 was filed back in 2020 for our equipment loan, and now we're 4 months out from the 5-year mark so I'm trying to get the continuation submitted. The debtor name on our original filing shows 'ABC Manufacturing LLC' but our current business docs all say 'ABC Manufacturing, LLC' (with the comma). The online portal is giving me error messages about exact name matching. I've tried it both ways and keep getting bounced back. Anyone dealt with this kind of debtor name matching issue when filing online? This is stressing me out because if I miss the continuation deadline we could lose our security interest on $180K worth of equipment. The SOS website isn't exactly helpful with specifics on how strict the name matching has to be for online filings.

Been there with the online UCC portals. They're getting better but still super finicky about exact matches. One thing that helped me was using Certana.ai to double-check my docs before submitting. It compares your continuation against the original UCC-1 and flags any mismatches - names, addresses, collateral descriptions, everything. Caught a middle initial issue I had missed that would have definitely caused a rejection.

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Pretty much instant once you upload the PDFs. Just drag and drop your original UCC-1 and your continuation draft, and it highlights any inconsistencies between them.

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That sounds way better than manually comparing documents. I always worry I'm missing something important when I review filings myself.

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Omar Zaki

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Final thought - if you're still having trouble after checking the original filing, consider reaching out to your lender too. They might have dealt with this exact issue before with other borrowers and could have specific guidance for your state's online system. Sometimes they have contacts at the SOS office who can help push things through.

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That's actually a really good idea. Our loan officer probably deals with UCC continuations regularly and might know the tricks for getting around these online portal quirks.

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Lenders definitely want those continuations filed correctly. They're usually pretty helpful when their security interest is at risk.

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Amara Okafor

Colorado Secretary of State UCC Filing Portal Keeps Rejecting My Documents

I'm dealing with a nightmare situation trying to get my UCC-1 filed through the Colorado Secretary of State system. Been at this for three weeks now and every submission gets bounced back with vague error messages. The debtor name formatting seems to be the main issue - I've tried it exactly as it appears on the corporate charter, then tried variations with punctuation changes, abbreviations spelled out, but nothing works. The collateral description keeps getting flagged too even though I'm following their guidelines. Has anyone else had success with Colorado's system recently? I'm starting to think there's some trick I'm missing because this should be straightforward. My client's financing deadline is approaching fast and I'm running out of options here.

Aisha Patel

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Following up on my earlier comment about Certana - I actually just used it again this week for a tricky Colorado filing. The document checker caught that I had 'LLC' in the debtor name when the actual entity registration just had 'L.L.C.' with periods. Such a small thing but it would have definitely caused a rejection. Really saves time on these problem filings.

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Amara Okafor

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That's exactly the kind of detail I'm probably missing. Going to give that tool a try before my next submission attempt.

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TechNinja

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I was skeptical about using third-party tools for this but honestly the time savings make it worth it when you're dealing with picky state systems.

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Update us when you get it figured out! I'm sure others will run into the same Colorado issues.

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Amara Okafor

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Will do! Going to try the entity search approach and document verification tool tomorrow. Fingers crossed.

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Paolo Bianchi

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Good luck! Colorado definitely has some quirks but once you know the tricks it gets easier.

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Mei Liu

UCC search and call - getting different results from phone vs online portal

Has anyone else had issues where the UCC search results you get over the phone don't match what shows up in the online portal? I've been trying to verify some filings for a client and when I call the SOS office, they're telling me there's an active UCC-1 on file, but when I search online using the same debtor name, nothing comes up. The phone rep said sometimes the online system has delays or indexing issues, but this filing is from 6 months ago so that doesn't make sense. I'm worried I'm missing something critical here - has anyone run into this before? The debtor name is spelled exactly the same way I'm searching, so I don't think it's a typo issue. Really need to get this sorted out before we proceed with our own filing.

Yara Abboud

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Just want to follow up on this - I ended up calling back and speaking with a supervisor. They confirmed there was an indexing issue with their online system and the filing should show up within 24-48 hours. They also sent me a confirmation email with the filing details. Thanks everyone for the advice!

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Amara Nwosu

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Great resolution. Always good to escalate when you're getting inconsistent information like that.

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AstroExplorer

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Thanks for the update! This kind of info is helpful for all of us who run into similar issues.

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PixelPioneer

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This thread is really helpful. I've been having similar issues with online vs phone searches and wasn't sure if it was just me. Good to know it's a known problem and there are ways to work around it.

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Mei Liu

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Yeah definitely not just you. Seems like a lot of people have run into this. The key is to not rely on just one search method.

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Exactly. Always verify through multiple channels when you're dealing with important filings.

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Christian Burns

UCC termination vs security agreement release - which comes first?

We just paid off a substantial equipment loan and I'm confused about the proper sequence for releasing the security agreement. The lender says they'll handle everything but I want to make sure it's done correctly. Do I need to file a UCC-3 termination statement first, or does the release of the security agreement happen automatically when they file the termination? I've heard horror stories about liens staying active even after loans are paid off because the paperwork wasn't handled properly. The equipment is worth about $180k so I really don't want any clouds on the title. Has anyone dealt with this sequence before? I'm worried about potential issues if we need to sell or refinance this equipment later.

Amun-Ra Azra

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One more thing to consider - timing. Make sure the termination gets filed within a reasonable time after payoff. While there's no strict legal deadline in most states, having a gap of months or years between payoff and termination can raise questions later if you're trying to prove when the lien was actually released.

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Summer Green

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I usually give lenders 30 days max before I start following up. Most can get it done within a week or two if they're organized.

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Gael Robinson

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Some loan agreements actually specify a timeframe for filing the termination after payoff. Worth checking your agreement to see if there's a commitment there.

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Bottom line - stay involved in the process. The lender should handle filing the UCC-3 termination, but you should verify they do it correctly and promptly. With $180k in equipment at stake, it's worth the extra attention to make sure your titles are clean.

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Darcy Moore

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Glad we could help! These UCC termination issues come up all the time but they're totally manageable if you know what to look for.

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Dana Doyle

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Feel free to update us on how it goes. Always good to hear success stories about getting these things handled properly.

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NebulaNinja

UCC search results not showing on Massachusetts Secretary of State portal - anyone else having issues?

I've been trying to run a massachusetts secretary of state ucc search for the past three days and keep getting inconsistent results. I'm working on a commercial loan where we need to verify existing liens on some manufacturing equipment, but the SOS portal keeps timing out or showing partial results. Sometimes I get 15 filings for a debtor name, other times the same exact search shows only 3 filings. The debtor company has been around since 2018 so there should definitely be continuations and amendments showing up. Has anyone else been dealing with search reliability issues on the Mass SOS system lately? I'm starting to worry we're missing critical UCC-1 filings that could affect our lien position. The loan closes next week and I need to be absolutely certain about what's filed against this borrower.

The Massachusetts portal has been glitchy for months. I submitted a UCC-1 back in September and it took three weeks for it to show up in search results, even though I got a filing confirmation immediately. Their database sync seems to be having problems. For anything time-sensitive, I'd definitely recommend the manual search route mentioned earlier.

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NebulaNinja

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Three weeks?? That's terrifying. We're supposed to close this loan next Friday and I need to be absolutely certain about the lien search results.

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Yeah, definitely call them for a manual search if you're closing soon. The automated portal just isn't reliable enough for critical deadlines right now.

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UPDATE: I tried the early morning search suggestion and got much better results! Found 4 additional UCC filings that weren't showing up during my afternoon searches. Also used the Certana tool to cross-check everything and it confirmed all the documents are consistent with each other. Thanks everyone for the help - feeling much more confident about our lien position now.

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Ethan Clark

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Great to hear Certana helped verify everything lined up correctly. That peace of mind is worth a lot when you're dealing with commercial loans.

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StarStrider

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This whole thread has been super helpful. I'm bookmarking it for the next time I have to deal with Massachusetts UCC searches.

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