UCC Filing Tips
To avoid rejections, you may wish to study these basic and helpful filing guidelines:
Filing Officer Action Chart
This document charts most circumstances in which our filing office would either accept, refuse to accept, or accept and take no action on a UCC filing.
Use the National Forms approved by IACA and NCCUSL for financing statements and amendments. Don't forget to attach the official Addendum when needed. Read carefully and follow the instructions for the form. You can download the forms from the UCC Forms page. If you have any questions about the form, please call our office at 503 986-2589. You can also email your questions to email@example.com.
Fill out all the appropriate boxes on the form, including those for additional information regarding debtors that are organizations. Each required item must be addressed to avoid rejection.
Do not include personal identification information such as Social Security Number, Federal Employer Identification Number, Driver's License Number, or Date of Birth on the UCC Financing Statement, or on any attachments.
No shortcuts. Our office is no longer allowed to review your filing and determine what you meant by a field entry. Take a separate debtor box for each debtor name and fill out the address and organization information, if a business. Instructions to the filing office written in the data fields shall be ignored and will at best leave an erroneous record on file.
Getting the correct name of the debtor, exactly right and properly formatted, is the single most important element. This will also ensure that your filing can be found when our office runs a standard search on the “correct” name. You can verify the correct debtor name for a business by obtaining a copy of the Articles of Incorporation, or other formation document. You can also find correct business names by viewing the Business Registry database.
Review your acknowledgment letter. The UCC office will return a letter that shows the secured party and debtor information as we have filed it. It is important that the filer makes sure that what was meant to be filed actually got entered that way.