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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.

For other states: The IACA Jurisdictions Guidelines for Accepting a UCC Record for Filing Chart, indicates the action that most state central filing offices have agreed to take and the statutory rule that applies to each situation.

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 at http://www.filinginoregon.com/forms/ucc.htm. If you have any questions about the form, please call our office at 503 986-2589.

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.

To file an amendment to an old Article 9 filing, it must be filed in the proper office under Revised Article 9. That may mean, if the proper office has changed, that an “in lieu” filing must first be on file in the Revised Article 9 office, before the amendment can be filed.

When filing an "in lieu" initial financing statement, remember that it must satisfy the requirements of Section 9-706 (c) and also the requirements of Sec. 9-502, which include an indication of collateral.

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.