2023 New York Laws › UCC - Uniform Commercial Code › Article 9 - Secured Transactions › Part 5 - Filing › Sub Part 2 - Duties and Operation of Filing Office › 9-519 - Numbering, Maintaining, and Indexing Records; Communicating Information Provided in Records

Section 9--519. Numbering,    Maintaining,    and    Indexing   Records;
Communicating Information Provided in Records.
(a) Filing office duties. For each record filed in  a  filing  office,
the filing office shall:
(1) assign a unique number to the filed record;
(2) create  a  record that bears the number assigned to the filed
record and the date and time of filing;
(3) maintain the filed record for public inspection; and
(4) index the filed record in accordance  with  subsections  (c),
(d), and (e).
(b) File number. A file number must include a digit that:
(1) is mathematically derived from or related to the other digits
of the file number; and
(2) aids  the  filing  office  in  determining  whether  a number
communicated as the file number includes  a  single-digit  or
transpositional error.
(c) Indexing: general. Except as otherwise provided in subsections (d)
and (e), the filing office shall:
(1) index an initial financing statement according to the name of
the  debtor  and  index  all  filed  records  relating to the
initial financing statement in a manner that associates  with
one  another  an  initial  financing  statement and all filed
records relating to the initial financing statement; and
(2) index a record that provides a name of a debtor which was not
previously provided in the financing statement to  which  the
record  relates  also  according  to  the  name  that was not
previously provided.
(d) Indexing:  real-property-related   financing   statement.   If   a
financing  statement is filed as a fixture filing or covers as-extracted
collateral, or timber to be cut, or a cooperative interest,  the  filing
office shall index it:
(1) under  the  names  of  the debtor and of each owner of record
shown  on  the  financing  statement  as  if  they  were  the
mortgagors  under  a mortgage of the real property described;
and
(2) to the extent  that  the  law  of  this  state  provides  for
indexing  of  records  of  mortgages  under  the  name of the
mortgagee, under the name of the  secured  party  as  if  the
secured party were the mortgagee thereunder, and;
(3) if  the  real estate is in the City of New York or in Nassau,
Onondaga, or any other  county  where  the  block  system  of
recording  or registering and indexing conveyances is in use,
according to the block in which the real estate is  situated;
the filing officer may index such statements according to the
names  of  the  record  owners of the real estate in a single
consolidated index installed and maintained by  him  pursuant
to section five hundred twenty-nine of the county law.
(e) Indexing:   real-property-related   assignment.   If  a  financing
statement  is  filed  as  a  fixture  filing  or   covers   as-extracted
collateral,  timber  to  be  cut  or  a cooperative interest, the filing
office shall index an assignment filed under  Section  9--514(a)  or  an
amendment filed under Section 9--514(b):
(1) under the name of the assignor as grantor; and
(2) to  the  extent  that  the  law  of  this  state provides for
indexing a record of the assignment of a mortgage  under  the
name of the assignee, under the name of the assignee; and
(3) if  the  real estate is in the City of New York or in Nassau,
Onondaga, or any other  county  where  the  block  system  of
recording  or registering and indexing conveyances is in use,
according to the block in which the real estate is  situated;
the  filing  officer  may index such assignments according to
the names of the record owners of the real estate in a single
consolidated  index  installed and maintained by him pursuant
to section five hundred twenty-nine of the county law.
(f) Retrieval and association  capability.  The  filing  office  shall
maintain a capability:
(1) to retrieve a record by the name of the debtor and:
(A) if   the   filing   office   is   described   in  Section
9--501(a)(1), by the file number assigned to the  initial
financing  statement  to which the record relates and the
date and time that the record was filed or recorded; or
(B) if  the   filing   office   is   described   in   Section
9--501(a)(2),  by the file number assigned to the initial
financing statement to which the record relates; and
(2) to  associate  and  retrieve  with  one  another  an  initial
financing  statement  and  each  filed record relating to the
initial financing statement; and
(3) if the real estate is in the City of New York or  in  Nassau,
Onondaga,  or  any  other  county  where  the block system of
recording or registering and indexing conveyances is in  use,
to retrieve a record according to the block in which the real
estate is situated.
(g) Removal  of  debtor's  name.  The  filing  office may not remove a
debtor's name from the index until one year after the effectiveness of a
financing statement naming the debtor lapses under Section  9--515  with
respect to all secured parties of record.
(h) Timeliness  of  filing office performance. The filing office shall
perform the acts required by subsections (a) through (e) at the time and
in the manner prescribed by filing-office rule, but not later  than  two
business days after the filing office receives the record in question.
(i) Inapplicability    to    real-property-related    filing   office.
Subsections (b) and (h) do not apply to a  filing  office  described  in
Section 9--501(a)(1).