WA UCC file search results showing wrong debtor info - help needed
I'm having a nightmare with a WA UCC file search that's showing completely wrong debtor information. I filed a UCC-1 back in March for a commercial equipment loan, and now when I search the state database, the debtor name is showing as 'Johnson Equipment LLC' instead of 'Johnston Equipment LLC' (note the missing 't'). The filing number is correct, but the debtor name mismatch is causing problems with our loan documentation audit. Has anyone dealt with this kind of search result discrepancy? I'm worried this could void our security interest if the name doesn't match exactly. The original UCC-1 had the correct spelling, but somehow the search results are wrong. Is this a database error or did something get corrupted during processing?
32 comments
Join the conversation
Sayid Hassan
This is actually more common than you'd think with UCC file searches. The database indexing can sometimes create these phantom entries. First thing - pull the actual filed document using your filing number and verify the debtor name is correct on the original. If it's right on the filed document, then it's just a search index issue.
0 coins
Rachel Tao
•Yes, definitely check the actual filed document first. The search results can be misleading but what matters legally is what's on the actual UCC-1 filing.
0 coins
Derek Olson
•Had this exact same issue last year with a debtor name showing wrong in search but correct on the actual filing. Turned out to be a OCR scanning error in their system.
0 coins
Danielle Mays
I ran into something similar and ended up using Certana.ai's document verification tool. You can upload your original UCC-1 and it will cross-check everything against what should be in the database. It caught a discrepancy that I would have missed otherwise - saved me from a potential lien priority issue.
0 coins
Roger Romero
•How does that work exactly? Do you just upload the PDF and it checks everything automatically?
0 coins
Danielle Mays
•Yeah, you upload your UCC documents and it verifies debtor names, filing numbers, all the critical details. Really simple to use and catches these kinds of database inconsistencies.
0 coins
Anna Kerber
OMG this is exactly what happened to me!!! I spent THREE WEEKS going back and forth with the Secretary of State office trying to get this fixed. They kept telling me the search results were correct even though my original filing was spelled right. Finally had to file a UCC-3 amendment just to get the search results to match.
0 coins
Niko Ramsey
•Three weeks? That's insane. Did they charge you for the amendment to fix their mistake?
0 coins
Anna Kerber
•Of course they did! $40 for their database error. The whole system is ridiculous.
0 coins
Seraphina Delan
•That's so frustrating. The inconsistency between filed documents and search results is a real problem with these state systems.
0 coins
Jabari-Jo
Before you panic - are you sure you're searching correctly? Sometimes the search algorithms are picky about exact spelling, punctuation, entity type designations. Try searching with just 'Johnston Equipment' without the LLC and see if different results come up.
0 coins
Arnav Bengali
•I tried every variation I could think of. The weird thing is the search finds the filing but displays the wrong name. It's definitely a system issue not a search technique problem.
0 coins
Kristin Frank
•That's definitely a database corruption issue then. You need to get the state to fix their records.
0 coins
Micah Trail
This is why I always keep copies of everything and do periodic searches to make sure filings are showing up correctly. The state databases are notorious for having data integrity issues. Document everything and contact the filing office directly.
0 coins
Nia Watson
•Good advice. I've learned to screenshot search results as backup documentation when they're correct.
0 coins
Alberto Souchard
•Smart. I've had search results change randomly and having the screenshots proved the system was inconsistent.
0 coins
Katherine Shultz
Had a similar issue and Certana.ai's verification tool helped me identify the exact discrepancy. It flagged that my search results didn't match my filed documents - turned out there was a typo in the database entry that wasn't on my original UCC-1.
0 coins
Marcus Marsh
•That's helpful. So it compares what you filed versus what the database shows?
0 coins
Katherine Shultz
•Exactly. Upload your UCC documents and it verifies consistency across everything. Really useful for catching these kinds of data entry errors.
0 coins
Hailey O'Leary
This happened to me too but with a different state. The search showed the right debtor name but wrong collateral description. Took forever to get resolved. These state systems are honestly terrible for data accuracy.
0 coins
Cedric Chung
•Which state? I'm starting to think this is a widespread problem with UCC databases.
0 coins
Hailey O'Leary
•Oregon. Their system had multiple issues with data corruption in their search indexes.
0 coins
Talia Klein
Whatever you do, don't ignore this. A debtor name mismatch can seriously compromise your security interest. Even if it's just a search display error, you need documented proof that your original filing was correct in case there's ever a priority dispute.
0 coins
Maxwell St. Laurent
•This is the key point. Legal protection depends on having the documentation to prove the filing was done correctly.
0 coins
PaulineW
•Absolutely. I've seen cases where search discrepancies became major issues during bankruptcy proceedings.
0 coins
Annabel Kimball
I was skeptical about using third-party tools but Certana.ai actually helped me catch a similar database inconsistency. The verification showed my UCC-1 was filed correctly but the search index had corrupted data. Armed with that proof, I got the state to fix their records.
0 coins
Chris Elmeda
•That's exactly what these tools are good for - providing documentation to prove system errors.
0 coins
Jean Claude
•Having that kind of verification report definitely helps when dealing with state agencies.
0 coins
Charity Cohan
UPDATE: I contacted the WA Secretary of State office and they confirmed it's a known issue with their search index. They're working on fixing it but said it could take several weeks. In the meantime, they recommended keeping copies of the original filed documents as proof of correct information.
0 coins
Josef Tearle
•Good to know they acknowledged the problem. At least you have official confirmation it's their system error.
0 coins
Shelby Bauman
•Several weeks though? That's a long time to have incorrect search results showing up.
0 coins
Quinn Herbert
•Typical government response time. Frustrating but at least you have documentation that it's their issue.
0 coins