Filing Office Data Entry

PURPOSE: This rule specifies procedures for the filing office. (1) The filing office shall enter information from a Uniform Commercial Code (UCC) record presented for filing into the filing system database exactly as it appears on the record and in accordance with the designations given by the filer. (2) The name fields in the UCC database are fixed in length. Any name that exceeds the fixed length shall be entered as submitted to the filing office, up to the maximum length allowed by the data entry field. (3) A filing must designate whether a name is a name of an individual or an organization. The filing shall designate the first, middle, last name and any appropriate suffix for the names of individuals. The following rules apply to the data entry of debtor names: (A) Organization names are entered into the UCC information management system exactly as set forth in the UCC document, even if it appears that multiple names are set forth in the document or if it appears that the name of an individual has been included in the field designated for an organization name; (B) For individual names, the form designates separate fields for first, middle and last names and any suffix. The filing officer enters the names into the first, middle and last name and suffix fields in the UCC information management system exactly as set forth on the UCC document. A filer must place the name of a debtor with a single name (e.g., “Cher”) in the last name field. The filing officer assumes no responsibility for accurate designation of the components of a name, but will accurately enter the data in accordance with the filer’s designations; (C) The filing office requires the use of forms that designate separate fields for individual and organization names and, for individual names, separate fields for first, middle, 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 failure to transmit names accurately to the filing office may cause filings to be ineffective. All UCC documents transmitted in a method authorized by the secretary of state will require the use of designated name fields; (D) Titles and prefixes, such as “doctor,” “reverend,” “Mr.,” and “Ms.,” should not be provided by the filer. When a UCC document is submitted with designated name fields, the data will be entered in the UCC information management system exactly as it appears; and (E) Suffixes that indicate titles of lineage, such as “senior,” “junior,” “I,” “II,” and “III,” may be provided by the filers and will be entered in the UCC information management system in the appropriate field designated for name suffixes exactly as it appears. AUTHORITY: section 400.9-526, RSMo Supp. 2001.* Original rule filed Sept. 30, 2002, effective March 30, 2003. *Original authority: 400.9-526, RSMo 2001.