Data Entry of Names – Designated Fields

A filing should designate whether a name is a name of an individual or an organization and, if an individual, also designate the first personal, surname, additional names (initials) and any suffix. When this is done, 950 CMR 140.43(1) through (3) shall apply: (1) Organization Names. Organization names are entered into the UCC information management system exactly as set forth in the UCC record, even if it appears that multiple names are set forth in the record or if it appears that the name of an individual has been included in the field designated for an organization name. (2) Individual Names. The filing officer enters the names into the first personal, surname, additional names (initials) and suffix fields in the UCC information management system exactly as set forth in the UCC record. (3) Designated Fields Required. The filing office specified the use of forms that designate separate fields for individual and organization names and separate fields for first, middle and last names and any suffix. Such forms diminish the possibility of filing office error and help assure that filers’ expectations are met. However, filers should be aware that the inclusion of names in an incorrect field or failures to transmit names accurately to the filing office may cause filings to be ineffective. All records submitted through direct data entry or through XML will be required to use designated name fields. (4) Past Practice. Prior to July 1, 2001, Article 9 did not distinguish between registered organizations and individual. All debtors were entered onto the index in the same field. The maximum length of the field was 40 characters. Individual names were entered as follows: last name, first name, middle name, suffix. If a filer included more than one debtor, the information was entered on the same field in the order presented. For example, Robert and Karen Jones would have been entered as Jones, Robert and Karen. Robert Smith and David Jones would have been entered as Smith, Robert and Jones, David. Further, if a filing was presented as City of Boston, it was entered as Boston, City of. The Division has converted the data to the new format if a UCC financing statement filed under Article 9 has been continued under Revised Article 9.