Q & A about NOL and Record Lookups
- How do I register to use these online services?
- What is the Notice of Lien and Record Lookup System?
- What fees will I pay?
- How are the fees paid?
- Can all of my NOLs be filed online?
- What are the benefits of using the online system for filing a NOL?
- What records are provided online?
- What are the benefits of using the online system for accessing vehicle and marinecraft records?
- Are there any special qualifications in order to access records online?
- How will I know if/when I am approved?
- Can lending institutions with the same charter/FDIC number at various locations use the online lien filing system?
- Can a motor vehicle or boat dealer file liens online on behalf of the lienholder?
- Can a motor vehicle or boat dealer file liens online when they are the lienholder?
- What reports or receipts will the online system produce?
- I still have questions. Who can I contact?
Complete an Application for Online Account (Form 5017). Application is free. Submit the application and a voided check or deposit slip to the department for approval. Towing companies are not required to submit the check or deposit slip in order to access records.
The application includes authorization for the Department of Revenue to debit NOL and record lookup processing fees from your designated bank account. By statute, towing companies are not charged record inquiry fees.
If you do not already have a security access code (DPPA number), you will also need to submit a completed Request Security Access Code (Form 4678). All applicants who wish to access titling and lien records must have a security access code.
This online service allows qualified businesses (lienholders, motor vehicle and boat dealers, etc.) to file notices of lien (NOLs) online. The system also provides businesses such as dealers, lienholders, towers, and attorneys online access to motor vehicle and marinecraft titling and lien records.
The vehicle types included in the program are motor vehicles, trailers, all-terrain vehicles, manufactured homes, vessels, and outboard motors.
Only those who qualify under the Driver’s Privacy Protection Act (DPPA) and have a security access code issued by the department are able to access the titling and lien records to determine whether a lien has been filed or to identify the last titled owner of record.
|File NOL||$2.50 each|
|Online Electronic Record Inquiry||$0.0382 per record|
The department’s online program will automatically debit your bank account (based on the bank account authorization you provide) for the fees due through an Automated Clearing House (ACH) transfer of funds.
Liens on motor vehicles, trailers, manufactured homes, all-terrain vehicles, vessels, and outboard motors may be filed online when there is a complete change of ownership and no second lien. “Subject to Future Advances” may be shown. Any other liens may not be filed online.
- Liens filed online will update the department’s lien file within 24 hours (excluding holidays and weekends), barring any problems.
- Filing promptly can reduce inaccuracies on titles.
- Proof of perfection is received immediately upon filing.
- Lien records are archived online for the institution’s account Administrator to access and reprint anytime.
- No postage, envelopes, or mailing is required.
- Lienholder name and address is auto-populated in the system for consistency on every lien filed by that lienholder and on each title subsequently printed.
- Front-end system edits help to ensure all required information is recorded on the online NOL and to avoid rejects.
- Accounting records are automated with regards to transactions filed and fees charged.
Users may view the current title record and any NOL pending in the department’s lien file. The record will also indicate whether there is an unresolved reject pending. To access a record, the inquirer must enter either the title number or the year, make, and identification number of the unit. The record includes a description of the unit, the current owner information, title/control number, lienholder, and “mail-to” information, if applicable.
- Dealers will be able to quickly determine who the last titled owners are for vehicles and marinecraft traded in to their dealership and whether there are any outstanding liens.
- Lienholders will be able to verify that their lien has been properly recorded on the title since the titles are mailed to the owner in most cases.
- Users have ready access to the information needed to apply for a duplicate title.
- Users who currently obtain their record searches via telephone will reduce their costs in phone bills.
- Towers can expedite the abandoned vehicle titling process by obtaining owner and lienholder information on vehicles towed online instead of waiting for law enforcement to notify the department to provide the tower with this information in writing.
- Attorneys can expedite their research of vehicle/marine craft owners/lienholders for pending legal matters.
- Accounting records are automated with regards to records accessed and fees charged.
Yes. The applicant must qualify under the DPPA and have a security access code (DPPA number) issued by the department.
Application is made using the Request Security Access Code (Form 4678).
If your application is approved, the institution’s account Administrator identified on the front of the application will be notified at the e-mail address given and provided additional information and instructions. There is a ten day waiting period for the ACH approval process once your account is entered into the system.
Can lending institutions with the same charter/FDIC number at various locations use the online lien filing system?
Yes, in one of two ways:
- Each lending institution location may submit an application to use the new online filing system independently. In this case, all online NOL receipts and corresponding titles issued will reflect the name and address of that particular institution and all ACH charges would be debited from that lender’s account.
- The charter lending institution (after they are approved) may assign passwords to the other lender locations, authorizing use of the charter lender’s name and address, and ACH account. In this case, all online NOL receipts will reflect the name and address of the charter lending institution and all ACH charges would be debited from the charter lender’s account.
Yes. A dealer may file liens online if they have a contract with the lienholder in one of two ways:
- The dealership may submit an application to use the new online NOL filing system in the dealership’s name. In this case, all online NOL receipts and corresponding titles issued will reflect the name and address of the lienholder the dealership enters into each NOL entry screen and all ACH charges would be debited from that dealership’s account. In addition, any charges for records accessed would also be debited to the dealer’s account. For this option the dealer must check, “DEALER FILING FOR A LIENHOLDER” on the application.
- The lienholder who has contracted with the dealership may issue a password to the dealership authorizing the dealer to file liens online in the same manner as the lienholder. When the dealer files a NOL using the lienholder’s password, the lienholder’s name and address will automatically be shown on the online NOL receipts and corresponding titles. The ACH charges would be debited to the lienholder’s account for any liens filed. The lienholder can automatically restrict the dealer from using their account for accessing records at the time they assign the password to the dealer. For this option, the dealer is not required to submit an application to use the new online filing system.
Yes. If the dealer only wants to file liens online when the dealership is the actual lienholder, the dealer must check the “DEALER FILING AS LIENHOLDER” option on the application to use the online system. With this option, when the dealer files a NOL, the dealership’s name and address will automatically be shown on the online NOL receipts and corresponding titles. The ACH charges would be debited to the dealership’s account for any liens filed.
Each user who files an online NOL must print a confirmation receipt (which is the proof of perfection) after filing each lien and retain it for the lienholder’s records. Each user will receive a daily e-mail of the NOL filed and records accessed for that day and the corresponding ACH charges. The institution account Administrator will receive a summary report via e-mail of all transactions processed and ACH charges for the day. The institution account Administrator will also have access to view a history file of these transactions and to reprint any confirmation receipts.
For questions regarding the Application For Online Account (Notice of Lien Filing/Records Access/Direct Debit) system or about the filing of liens online, please contact [email protected] or call (573) 526-3669.