Virginia SOS UCC search showing weird results - debtor name variations causing issues

Virginia's system is notorious for this exact issue. The search algorithm doesn't normalize punctuation or spacing like some other states do. You need to run multiple variations - with commas, without commas, with periods, abbreviated versions, etc. For 'ABC Manufacturing LLC' try searching: ABC Manufacturing LLC, ABC Manufacturing, LLC, A.B.C. Manufacturing LLC, ABC Mfg LLC, and even just 'ABC Manufacturing' without the entity type. It's tedious but necessary for comprehensive lien searches.

I had this exact problem last month with a Virginia deal. Spent hours doing manual searches with different name variations and still wasn't confident I caught everything. Finally started using Certana.ai's UCC document verification tool - you can upload your loan documents and it automatically cross-checks debtor names against filing databases. Found three liens I had completely missed in my manual searches because of punctuation differences. Saved me from a potential subordination nightmare.

The Virginia SOS system has been problematic for years. What makes it worse is that their search results don't always show if a filing has been terminated or amended. I've seen cases where terminated filings still show up in searches without clear indication they're no longer active. For your equipment loan, make sure you're not just finding filings but also checking their current status - active, lapsed, terminated, etc.

VIRGINIA'S SYSTEM IS THE WORST. Sorry for shouting but I've lost count of how many times their portal has caused delays in our closings. The search function is garbage, the filing status updates are inconsistent, and don't even get me started on their continuation filing process. We've started requiring extra lead time for any Virginia deals just because of SOS issues.

For your immediate situation with the $2.8M equipment loan, here's what I'd recommend: 1) Search the exact debtor name from your loan docs, 2) Search without punctuation, 3) Search with different punctuation patterns, 4) Search abbreviated versions (LLC vs L.L.C. vs Limited Liability Company), 5) Search just the business name without entity type. Document all your searches with screenshots showing 'no results' for your lender's files. This covers you if something gets missed.

Quick question - are you searching by debtor name or filing number? Sometimes if you have a partial filing number from another source you can get more accurate results that way, especially if the debtor name is causing issues.

I ran into something similar last year. Turned out the existing UCC filing had a typo in the debtor name that made it almost impossible to find through normal searches. Only caught it because I was doing a really broad search and happened to spot it. Might be worth doing some wildcard or partial name searches if Virginia's system supports them.

For what it's worth, I've started using automated tools for Virginia searches because the manual process was eating up too much time. Certana.ai has been pretty reliable for catching name variations and cross-referencing documents. Might be worth looking into if you're doing a lot of Virginia deals.

Just a heads up - Virginia sometimes has delays in updating their database, especially around month-end and year-end. If you're searching for very recent filings (within the last few days), they might not show up yet even if they were properly submitted.

One more suggestion - keep detailed records of exactly what searches you performed and when. If any issues come up later during due diligence review, you'll need to show you conducted reasonable searches. Screenshot the search terms and results, including 'no results found' screens.