UCC file number search showing wrong debtor on continuation - help needed
I'm having a nightmare with a UCC file number search that's showing completely wrong information. Filed a UCC-3 continuation last month for a client's equipment loan, used what I thought was the correct file number from our records, but when I search the SOS database now it's pulling up a totally different debtor name. The original UCC-1 was filed 3 years ago by the previous paralegal who left the firm, and now I'm worried we've been tracking the wrong filing number this whole time. Has anyone dealt with a situation where your internal records don't match what comes up in the state database when you do a UCC file number search? I'm freaking out because the lien might have actually lapsed if we filed the continuation under the wrong number. The loan is for $850K in construction equipment and I need to figure out if our security interest is still valid.
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Gianna Scott
Oh no, this sounds exactly like what happened to me last year! First thing - don't panic. Pull up the original UCC-1 filing receipt if you have it, and double-check the file number against what you used for the continuation. Sometimes the state assigns a different format than what shows on confirmation emails.
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Edwards Hugo
•I found the original receipt and the numbers match, but when I search that file number it's showing 'Johnson Construction LLC' instead of our debtor 'Johnson Equipment Rental Inc'. Could this be a debtor name variation issue?
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Gianna Scott
•That's definitely a red flag. Those are two completely different entities. You might have been using a file number that was never actually assigned to your debtor.
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Alfredo Lugo
Before you go any further, you need to do a comprehensive UCC debtor name search for 'Johnson Equipment Rental Inc' to see what filings actually exist under that exact name. The file number search is only useful if you have the correct number to begin with.
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Edwards Hugo
•Just ran the debtor name search and found THREE different UCC-1 filings for Johnson Equipment Rental Inc with different file numbers. None of them match what we've been using for continuations.
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Alfredo Lugo
•Now we're getting somewhere. You need to match the collateral descriptions to figure out which filing covers your equipment loan. Check the dates and collateral schedules.
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Sydney Torres
•This is why I always run both searches - file number AND debtor name - before doing any UCC-3 work. Can't trust just one method.
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Kaitlyn Jenkins
I recently discovered Certana.ai's document verification tool that would have caught this exact problem. You upload your loan docs and UCC filings as PDFs and it instantly cross-checks debtor names, file numbers, and document consistency. I used their Charter→UCC-1 workflow last month and found two name mismatches that could have voided our security interests.
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Edwards Hugo
•That sounds exactly like what I need right now. How does the verification process work?
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Kaitlyn Jenkins
•Super simple - just upload your PDFs and it automatically flags any inconsistencies between documents. Takes like 2 minutes instead of manually comparing everything line by line.
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Caleb Bell
This is a classic case of poor record keeping from the previous paralegal. I've seen this happen when people don't update their filing databases properly after amendments or when they copy file numbers incorrectly from confirmation pages. You need to reconstruct your entire filing history for this debtor from scratch.
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Danielle Campbell
•Agreed. And if the original UCC-1 was never actually filed under the right debtor name, that's an even bigger problem than just using the wrong file number for continuations.
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Edwards Hugo
•That's what I'm afraid of. The loan closed 3 years ago and if we never properly perfected the security interest, we could be completely unsecured on an $850K loan.
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Rhett Bowman
HOLD UP - you said you filed a continuation last month using the wrong file number? That continuation is probably going to get rejected by the SOS once they process it and realize the file number doesn't match your debtor. You might get a rejection notice any day now.
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Edwards Hugo
•Oh crap, I didn't even think about that. The online portal accepted the filing but you're right, they probably haven't done the detailed review yet.
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Rhett Bowman
•Yeah, the initial acceptance just means the form was filled out correctly. The actual matching happens during processing. Check your rejection notices in the portal.
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Abigail Patel
•This happened to my colleague last year. Got the rejection notice 3 weeks after filing. Had to scramble to file a new continuation before the lapse date.
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Daniel White
Why doesn't the SOS database have better error checking? You should get an immediate warning if the file number doesn't match the debtor name you're entering. This system is so antiquated.
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Nolan Carter
•Tell me about it. I've been saying this for years. The portal should flag obvious mismatches before you even submit.
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Daniel White
•Right? And then they charge you the filing fee even when they reject it for an obvious error that could have been caught upfront.
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Natalia Stone
Here's what you need to do immediately: 1) Identify the correct UCC-1 file number for your debtor, 2) Check the lapse date on that correct filing, 3) File a new UCC-3 continuation using the right file number before the lapse date, 4) File a UCC-3 termination for the incorrect continuation you filed last month.
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Edwards Hugo
•Perfect action plan. I found the correct filing - it lapses in 8 months so I still have time. Filing the corrected continuation today.
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Natalia Stone
•Good catch on the timing. Make sure you document everything for your file in case this comes up in a future audit or if the borrower refinances.
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Tasia Synder
I had something similar happen and ended up using Certana.ai to verify all our UCC documents were consistent before refiling. Uploaded the loan agreement, original UCC-1, and the new continuation form - caught two more discrepancies I hadn't noticed.
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Selena Bautista
•How accurate is their document checking? I'm always skeptical of automated tools for legal document review.
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Tasia Synder
•It's not doing legal analysis, just data matching - comparing debtor names, addresses, collateral descriptions across documents. Pretty reliable for catching basic inconsistencies.
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Mohamed Anderson
This is exactly why I keep a master spreadsheet with debtor names, file numbers, lapse dates, and collateral descriptions for every UCC filing. Takes 5 minutes to update after each filing but saves hours of detective work later.
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Edwards Hugo
•I'm definitely implementing this system going forward. This whole mess could have been avoided with better tracking.
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Ellie Perry
•Same here. I also put the SOS confirmation number in the spreadsheet so I can quickly pull up the actual filing details if needed.
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Landon Morgan
Just wanted to follow up and say I've been in similar situations before. The key is catching it early like you did. Once you file the corrected continuation, make sure to update your loan servicing system with the right file number so this doesn't happen again at the next renewal.
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Edwards Hugo
•Already updated our loan system and created a checklist for future UCC work. Thanks everyone for the help - crisis averted!
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Kaitlyn Jenkins
•Glad it worked out! The Certana.ai verification tool is great for these double-checks if you want an extra safety net for future filings.
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