Enter accurate serial number information
Because they are the data values that determine whether a registration will or will not be revealed in a PPRS search, debtor names and serial numbers are arguably the most important information to be entered accurately in a PPRS registration or as search criteria. Here are some tips to help you enter accurate serial number information:
1. Determine the collateral type and the appropriate serial number according the rules prescribed in the PPSA [General] Regulations. Read the Regulations and use them!
2. Recognize that PPSA Regulations define whether collateral should be described under the general description of collateral or as serial numbered goods. For example, consumer goods, equipment and inventory have different rules:
- consumer goods that are serial numbered goods are entered by serial number
- equipment that is serial numbered goods may be entered by serial number or under the general description of collateral
- inventory that is serial numbered goods are entered under the general description of collateral
3. PPSA Regulations designate that only the following types of goods are “serial numbered goods” for purposes of registering and searching in the PPR:
- motor vehicle
- mobile home
- outboard motor
4. By creating registrations that enter serial numbers only where necessary, you will have more time to concentrate on achieving greater accuracy for those (fewer) serial number records.
5. The serial numbers for automobiles and trucks may be evident – the Vehicle Identification Number (VIN) that appears on the vehicle frame and on vehicle registration documents – but serial numbers for other collateral may not be evident. Be sure to use the correct values for tractors, trailers, mobile homes, boats, planes, etc. For example, in the New Brunswick PPSA General Regulation see section 25.
6. If you are still not sure which of two or more serial numbers to use for an item, you may include multiple serial number records in a registration and you may perform multiple searches using the alternative serial numbers.
7. When you enter a serial number in a registration or as search criteria, use only alphanumeric characters (letters and numbers). PPRS will not permit you to enter spaces, hyphens or other symbols.
8. When entering a serial number in a registration, you may use both upper case or lower case letters. Case will be ignored for purposes of close matching. For example, search criteria “abc123” will return the registered serial number “ABC123” as a close match and vice versa.
9. Copy and paste serial numbers from source documents when possible to avoid typing errors. If the source serial number contains non-alphanumeric characters such as spaces, hyphen or other symbols, you will be able to paste the serial number into the serial number field, but you must then remove the non-alphanumeric characters before you save the serial numbered collateral record or search criteria.
10. If you type a serial number into a registration, use the optional Rekey Serial Number field to help check that you entered the serial number correctly. PPRS will display an error message if the two serial numbers do not match.
11. When entering a long serial number, be most careful with the last 8 characters (last 6 for Yukon) of the serial number. The last 8 characters (last 6 for yukon) are the characters used to determine whether two serial numbers are a close match to one another. (All characters in the serial number are used to determine if two serial numbers are an exact match of one another.)
12. If you are entering a serial number that is longer than 25 characters, enter only the last 25 characters. Again, remember that it is the last 8 characters (last 6 for Yukon) which are most important.