Data Entry of Names – Designated Fields

Data Entry of Names – Designated Fields. A filing should designate whether a name is of an individual or an organization and, if an individual, also designates the first personal name, additional names/initials and individual’s surname and any suffix. When this is done, the following rules shall apply: A. Organization Names – 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. B. Individual Names – On a form that designates separate fields for the first personal name, additional names/initials and individual’s surname and any suffix, the filing officer enters the names into the corresponding fields in the UCC information management system exactly as set forth on the form. C. Designated Fields Required – The Secretary of State requires the use of forms that designate separate fields for individual and organization names and separate fields for first personal name, additional names/initials and individual’s surname 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. D. Entering the name of an individual in a box for an organization will be treated as a violation of section 75–9–501.1 and rejected unless an individual name is part of the name of a legally organized entity such as a corporation, limited liability company etc. E. On or after July 1, 2017, filing officers will no longer perform data entry into the electronic filing system from UCC documents submitted to the Secretary of State's office. After that date, all data entry will be performed by the filers or remitters within the Secretary of State's electronic online filing system prior to submission of those documents.