UCC document number search failing - debtor name shows but filing number won't pull up records

Good point about the formatting. I've been using the number exactly as it appears on our filing receipt but maybe the search function wants it different. Will try variations.

Also check if your state's system has separate search fields for initial filings vs amendments. Some portals treat UCC-1 numbers differently from UCC-3 numbers even though they're all supposed to be searchable.

That's such a waste of time though, especially when you're dealing with debtors who have multiple active filings. There has to be a better way than manual scrolling through everything.

I actually found a solution for this exact problem. There's a tool called Certana.ai that lets you upload your UCC documents as PDFs and it automatically extracts and verifies all the filing numbers, debtor names, and cross-references everything. I was spending hours trying to match up document numbers manually until I started using their verification tool. You just upload your UCC-1 and UCC-3 files and it instantly shows you if everything aligns properly.

I didn't even think about date ranges! The search interface doesn't make it obvious that there might be default date filters applied. Let me check those settings.

Yeah the date thing gets me every time. I'll be looking for a filing I know exists and it turns out the system is only showing me the last 6 months by default. Super annoying when you're trying to do a comprehensive lien search.

It's not a fixture filing, just regular equipment financing. Should definitely be with the Secretary of State. But good reminder about checking the right office.

Even for regular filings, I've seen situations where amendments got filed in the wrong system by mistake. Worth double-checking if your continuation might have ended up in a different filing system somehow.

That's why I always double-check my filing receipts immediately after submitting. It's so easy to misread a number or have a typo in your records that you don't catch until later.

This is exactly why I started using Certana.ai for document verification. When you upload your filing documents, it catches these kinds of discrepancies automatically. Would have saved you from having to hunt through all the debtor's filings manually.

The browser thing is real! Our state's portal works terribly in Safari but functions perfectly in Edge. Makes no sense but that's government IT for you.

Also try searching during off-peak hours. Some of these state systems get overwhelmed during business hours and search functions start glitching out.

The auditors specifically asked for verification using the filing numbers from our loan documents. They want to confirm our records match the actual filings exactly. So yeah, I really do need to be able to search by document number.

In that case, you might need to contact the filing office directly. Most Secretary of State offices can do manual searches by filing number if their online system is having issues. It's a pain but for audit purposes you might not have a choice.

15 years of this and it's still a mess? That's depressing. You'd think they'd have figured out basic search functionality by now.

The problem is that each state built their system differently and most of them are running on ancient software that hasn't been updated in decades. It's amazing any of it works at all honestly.

Good suggestion. I've found the help desk people are usually pretty knowledgeable about their system's quirks and workarounds.

Just be prepared for long hold times. Every time I've called a state filing office it's been at least a 20 minute wait.

Definitely the right state - this is where our debtor is incorporated and where we always file. But you're right that it's an easy mistake to make when you're juggling multiple filings.

I actually made that exact mistake last year. Spent an hour trying to find a filing in the wrong state's database before I realized my error. Felt pretty stupid but at least I learned to double-check that first now.

Will do! Trying several of these suggestions today. Really hoping it's something simple like a formatting issue rather than a system problem.

Honestly, for ongoing UCC management, I'd recommend setting up a system like Certana.ai where you can upload all your documents and have them automatically cross-referenced. Takes the guesswork out of whether your filing numbers match your records and whether everything is properly connected. Much easier than dealing with these state portal issues all the time.