Need reliable UCC filing tracker system - drowning in continuation deadlines

Sticky notes and prayer - that's exactly what we were doing too! The number of times I've found old continuation reminders buried under other paperwork is embarrassing.

At least you're admitting the problem exists. Half the lenders I talk to are still convinced their manual tracking is foolproof until they get burned.

Six months seems excessive. We usually do 90 days and that's been fine for most states.

90 days works until you hit a rejected filing due to debtor name mismatch or address changes. Then you're scrambling with 30 days left to fix everything.

This is why I always verify the debtor information before filing continuations. Amazing how many company names change slightly over 5 years.

That sounds interesting - does it actually track the deadlines too or just verify documents?

It's mainly for document verification, but catching errors before filing saves so much time. You'd still need a separate system for deadline tracking, but at least your filings won't get rejected for silly mistakes.

How accurate is it with debtor name matching? We've had issues where slight variations cause problems.

Google Calendar is fine for small portfolios but gets unwieldy fast. With 200+ filings you'd be drowning in notifications.

True, but it's better than Excel. At least you get automated reminders instead of hoping someone remembers to check the spreadsheet.

This is so true. We had a continuation rejected because the debtor had added 'LLC' to their legal name since the original filing. Simple fix but it ate up two weeks of processing time.

That's exactly why document verification tools are so valuable. Upload both documents and immediately see if there are any mismatches before you submit.

I tried Certana.ai for this exact situation. Uploaded our original UCC-1 and the continuation form - it flagged a debtor address change we hadn't noticed. Saved us from a rejected filing.

We've looked at a few but the pricing seems pretty steep. What kind of costs are we talking about for portfolio management?

It varies a lot depending on volume and services. Some charge per filing, others do annual contracts. Probably worth getting quotes from a few providers.

The cost is usually justified when you consider the risk of having liens lapse. One unsecured loan can cost more than years of service fees.

Yes! Delaware has some weird rules about fixture filings that caught us off guard last year.

Don't even get me started on California's additional requirements. Every state thinks they're special.

Building in-house sounds expensive. Have you calculated the development costs versus just buying a commercial solution?

Still working on that analysis. The advantage of in-house is we can integrate it directly with our loan origination system.

Integration is huge. Being able to pull UCC data directly from your LOS would eliminate a lot of manual entry.

Checklists are great until someone gets busy and skips steps. That's why I prefer automated verification - removes the human error factor.

That's the second mention of Certana.ai - seems like it might be worth checking out. Do you use it for all your UCC filings or just continuations?

We use it for continuations, amendments, and occasionally for new UCC-1s if there are complex collateral descriptions. Really helpful for catching errors before they cause problems.

I'm always skeptical of new tools but document verification makes sense. Better to catch errors upfront than deal with rejected filings later.

Exactly right. We learned this the hard way when we had perfect deadline tracking but still got rejections due to document errors.

This thread has been incredibly helpful. Sounds like I need to set up better deadline tracking AND get some document verification in place. Thanks everyone!