The Maine Secretary of State's Office has more than 192,000 personal property liens on file and conducts over 27,000 debtor name searches annually. The department's challenge was to translate an unwieldy manual system and turn it into a web-based application that provides anytime, anywhere service to its users.

Now, Maine's Total UCC (Uniform Commercial Code) Solution provides instant certified copies of the documents needed for loan approvals through a web-based application that is accessible 24/7.

The system also offers a variety of related services. The UCC Interactive Search allows customers to search debtor names for individuals or organizations. A regular or certified copy of the search results may then be printed immediately. With UCC Online Filing, users enter information for an original or amended lien form online. Once completed, one click of the mouse files the information automatically with the Secretary of State's Office. A confirmation sheet containing the filing information may be printed for the creditor's records.

Before Total UCC, a financial institution would set up the loan using the property as collateral, download a UCC filing form, manually complete the form and send three copies via postal mail to the Bureau of Corporations, Elections, and Commissions. The Bureau would then file the form and send back the copy of the completed filing through the mail. This process often made a loan unable to be closed for 2 to 3 weeks.

Banks, lending institutions, creditors, businesses and individuals find that the Internet service is more convenient and efficient than the conventional service because filings and searches are instantaneous. The agency benefits because it doesn't require as much staff to process the transaction.

"The reduction in mail and data processing has helped the agency during times of budget cuts,'' said Dan Gwadowsky, Maine's Secretary of State. "With 52% of all UCC filings and 95% of searches being done online, customer satisfaction is more than apparent. Both the agency and the user have benefited from online service delivery."

Information, Support, and Outreach Contribute to Project's Success
The successful outcome was a result of a well-thought process by the transition team. Agency staff met with customers and users to assure a smooth transition conducted direct mailings to educate users on and details of the new service and provided on-site training at banks, law firms and other institutions. Ongoing customer service in the form of telephone or e-mail is another essential component of the streamlined service.

For more information visit: http://www.state.me.us/portal/business/corporate/html 

Article written by PSI Contributing Editor Judy Silver. Ms. Silver has extensive experience covering government for a wide variety of publications . You can reach her at JudySilver@PubSector.net.

Photo Courtesy of Bank First Federal.