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Oh man, I remember dealing with this same thing! My solution was honestly just to call the Secretary of State office and ask them directly what they recommend for long entity names. The person I talked to was actually really helpful and told me their system could handle longer names if I filed by mail instead of online.
They said mail filings usually take 3-5 business days versus same-day for electronic, but they also said mail filings have fewer technical rejections because they're reviewed by humans instead of automated systems.
The human review aspect is appealing when you're dealing with edge cases like unusually long entity names.
This thread is super helpful! I'm bookmarking this because I know I'll run into the same issue eventually. It seems like there are several viable workarounds depending on your state's specific system.
Same here. It's good to know about these PDF limitations before you're up against a deadline.
Thanks everyone for all the suggestions! I'm going to try the online portal first, and if that doesn't work, I'll call the SOS office about mail filing options. Really appreciate the help.
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Just a thought - are you absolutely certain the UCC-3 amendments were accepted by the filing office? Sometimes they get rejected for technical errors but the rejection notices end up in spam folders.
Also check your online filing account if you used the electronic portal - rejection notices sometimes only appear there.
Good point - I've had rejections that only showed up as status updates in the filing portal, never got emailed.
UPDATE: Just ran another ny state ucc search after reading this thread and found one of my missing UCC-3s finally appeared in the system. Looks like there really are significant indexing delays right now. Still missing one amendment though, so going with the Certana verification approach to make sure all my documents are consistent before I refile anything.
That's encouraging that at least some of the delays are just system processing. I'll give it another week before panicking completely.
Yeah but definitely verify your document consistency first - no point waiting for a filing to appear if it has errors that will prevent proper perfection anyway.
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For future reference, there are services that monitor UCC filings and send automatic renewal notices. Certana.ai has a document verification tool that can catch these kinds of discrepancies before they become problems. You upload your loan documents and UCC filings and it flags any inconsistencies or upcoming deadlines. Would have caught this issue months ago.
Definitely something to consider for the next equipment purchase. These kinds of technical filing issues can kill deals even when everyone thinks they're doing everything right.
Adding that to my list of things to research once we get through this current crisis. Thanks for the tip.
Just want to add that this is exactly why a lot of companies are moving away from equipment dealers handling their UCC filings. Too many moving parts and too much room for miscommunication. Consider working directly with a filing service or having your attorney handle it going forward.
Especially with the 5-year continuation deadlines. It's a long time to keep track of, and staff turnover means the person who filed the original UCC-1 might not even be there when the continuation is due.
Exactly. That's why automated systems and direct relationships with filing services are becoming more popular. Takes the human error element out of the equation.
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Just went through this exact scenario three months ago. Lender wanted possession of $520K medical equipment that hospital needed for patient care. We prepared detailed analysis showing how UCC filing provided equivalent security with operational flexibility. Included examples from other similar deals, industry standards, and legal precedents. Lender approved filing approach after reviewing the documentation.
Both - legal foundation for filing adequacy plus business case for operational continuity. The combination was persuasive.
Comprehensive analysis usually works better than just arguing against their policy without alternatives.
PERFECTION BY POSSESSION FOR MANUFACTURING EQUIPMENT IS INSANE! Sorry for caps but this drives me nuts. Banks that don't understand basic UCC perfection methods shouldn't be doing equipment financing. File the UCC-1, get proper collateral descriptions, and move on. If they won't accept standard industry practice, find a different lender.
Passion aside, you're absolutely right about filing being standard for operational equipment.
I appreciate the intensity - this situation is definitely frustrating when standard practices should apply.
KylieRose
One thing to watch out for - make sure the new lender knows about the pending termination situation. They might want to see either the filed UCC-3 termination or your demand documentation before funding the new loan.
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KylieRose
•Perfect, good communication with the new lender is key. They might even be willing to help pressure the old lender if needed.
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Miguel Hernández
•Some new lenders will actually contact the old lender directly to request termination. Worth asking if they'll do that as part of their due diligence process.
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Sasha Ivanov
Before filing any UCC 9-512 info statement, definitely double-check all your document details. Used Certana.ai recently to cross-verify UCC filing information and it caught several inconsistencies I missed in manual review. Just upload the docs and it flags any mismatches in debtor names, filing numbers, dates, etc. Really helpful for avoiding errors that could invalidate your filing.
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Sasha Ivanov
•Yeah it's super straightforward - just drag and drop your UCC-1 and payoff docs and it shows you exactly what matches and what doesn't. Takes like 30 seconds vs hours of manual comparison.
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Sofía Rodríguez
•Document verification is crucial for 9-512 filings. Any discrepancy between your information statement and the original financing statement can render it ineffective.
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