Electronic batch filing: UCC

What is electronic batch filing?

Electronic batch filing uses XML to accept one or more pre-entered electronic financing statements via the Internet.

Note: If your system is programmed to print the data to a form, you must change the program so it outputs the data in the nationally defined XML format for UCC records. You can then either manually log on to the secure UCC website and post the filings, or your computer can automatically post the request to the UCC system and get an electronic confirmation without manual intervention. The acknowledgment will be returned in XML format.

When should I choose this option?

If you have a computer system that currently stores the data necessary to perform a UCC filing, you may use electronic batch filing to:

  • reduce or eliminate duplicate data entry.
  • reduce or eliminate postage costs.
  • reduce or eliminate having to write checks.

What are the benefits of electronic batch filing?

  • No duplicate data entry.
  • Immediate filing. Since your electronic filing is processed when you submit it, wait time is eliminated and your filing position is assigned immediately.
  • Automated payments. Fees are calculated automatically.
  • No postage.
  • No rejects. Records that don't meet the minimum filing requirements are refused.

What are the drawbacks?

Upfront investment. Some costs are associated with setting up your computer system to output files in the format required.

How can I pay for electronic batch transactions?

You must pay by electronic funds transfer when using this option. To set up a pre-authorized electronic funds transfer agreement with the UCC filing office, complete an Adobe PDF iconACH Payment Plan (Direct Debit) Authorization Agreement and:

  • fax it to (360) 570-7052.
  • OR
  • mail it to:
    UCC
    Department of Licensing
    PO Box 9660
    Olympia, WA 98507-9660

Be sure to include a contact name, address, phone, and email address. The contact person will be responsible for distributing login passwords to users in your organization, and will have access to accounting data.