First Visit
Searching the Database
Troubleshooting
Frequently Asked Questions
Ordering Services
Feedback
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| Before
you start... |
If this is your first visit to this site,
please remember to visit the On-Line
Reference Guide (always available in the title bar) whenever you are confused about
terms, requirements, or information that you are
reviewing. There you can find detailed information about the
database, organization types, data screens, and indexes for field
names and codes used in the data.
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| What
Internet browser do you use? |
If you use a Netscape browser, and
find your search does not return results, the problem is probably
with your browser settings. Try this fix first:
Click on
Edit....Preferences....Advanced....Cookies
If cookies are disabled, click on the line
"Accept only cookies that
get sent back to the originating server"
then click OK .
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| How
current is the data? |
The
data accessible to users through the Internet is a copy of the
original data which is created once every 24 hours.
Records added to the system one day will appear the following
day.
Changes
of addresses and officers filed on annual reports may not be
entered for some time due to the thousands of filings which must
be processed.
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| Missing
something? |
Two of the data screens -- Name Changes
and Mergers -- only show new name changes and
mergers filed after January 15, 2000. Older name changes
and mergers are listed on the amendment screen. This
difference is due to the differences in design between the old
and new databases.
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| Searching by
company name |
The only search available through the Internet program is using
part of the company name. Try these examples to get used
to different ways of entering searches.
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From
beginning... |
If you
know the company name you are seeking, the quickest way to
search is to type at least the first part of that name and click
Search. Remember, this will only find records for which the
text matches exactly, including spacing and punctuation.
Examples:
- Typing FIRST
locates nearly 500 companies beginning with that word.
It is better to narrow your search by adding the next word.
- Typing FIRST
AMERICAN locates over twenty different companies which
begin with those words.
- Typing H&G
locates one company, but H & G locates five others, and
H. & G. three more.
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From
key word... |
If you
know a distinctive word which is in the name, but not the whole
name, start by typing %, then the distinctive word. In
searching, the % stands for "anything."
Examples:
- Typing in %WILDERNESS
locates six records which have that word in the middle and
another 32 which start with that word.
- Typing %OSTEOPATHIC
locates 16 records, only two of which start with that term.
- Be sure not to
use too short or too common a word. Typing %AUTO
would produce over 2000 records and the program will force
you to narrow your search.
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| Searching
by officer name |
Secretary
of State staff can prepare an officer name search report by
performing special queries on the main database. The fee
for an officer search is $5, plus $.50 per page for all pages
over 5. Payment is required before search results can be
given.
If you want the
name searched in several ways, such as Harold E. Vast, Harold
Vast, and Harry Vast, please specify that in your request.
Persons
requesting an officer search should remember that the Tax
Department accepts annual reports which do not report corporate
officers required by law. Many companies do not include
listings of officers.
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| Other special
searches |
Other
specially designed searches which will require some programming
may be requested. If staff can perform those searches, the
fee will be $25.
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| PROBLEM |
POSSIBLE
SOLUTION |
| Link
to business database search screen fails |
- West Virginia
main server may be down temporarily. The server is
monitored and there is no need to report the problem.
Check back later.
- If state
server is up (i. e., you still have access to other
agencies), please write
webmaster@wvsos.com
and give a specific description.
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| After
entering the search and clicking "Submit," the search
fails and takes me back to the search screen
or...
gives an error message
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- If you use a
Netscape browser, check the browser settings:
Click on
Edit....Preferences....Advanced....Cookies
If cookies are disabled, to click on the line
"Accept only cookies that get sent back to the originating
server" then click OK.
- The Secretary
of State Internet server which houses the data may be
down. Check back later, or write
webmaster@wvsos.com and give a specific description.
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| Search
entry produces no results |
- Company may be
a sole proprietorship or partnership. Those companies
do not register with the Secretary of State.
- Company may be
an out-of-state corporation or other company type which may
be exempt from registration in West Virginia.
- Company name
may be a tradename or "doing business as" name (DBA) which the
main organization has failed to register.
- Spelling
entered for search may not match company entry in our
database. See Searching the
Database for other ways to try the search.
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| Company
record has wrong information |
- There may be
more than more than one listing with the same name.
After a company dissolves or withdraws, another company may
register using the same name. Check again for another
listing.
- The company
may have failed to update addresses or officers. The
Tax Department accepts corporate annual reports without
officer listings. Use our
Form
AAO to change agents of process, addresses and officers.
- We may have
made an error. Please use the Problem
Report to let us know.
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| I
don't understand what the codes and abbreviations mean |
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FAQ:
Frequently Asked Questions from Our Users |
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Why
are the names of people who haven't been involved with my
company for years still listed on the officer screen? |
If
the name is listed as an Incorporator (on a corporation) or
Organizer (on other types), that is a historical listing which
cannot be changed. It simply records who started the
company.
If the name is
listed as an officer, then probably the updates of officers have
not been filed. Go to Keeping
the Company Record Current to find out how to file an officer change to correct
that.
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Several
companies have almost the same name. How do I know which
one is the right one? |
The
database contains both currently active companies and terminated
companies. Look at each record to see if there is a
termination date before today's date. If so, that company
is not in business. No two active companies may have
exactly the same record. |
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Making Changes That Require Filings |
Changes
to the data may require a filing from an authorized
person. We can't change the details of a company
record without clear authorization from a company filing.
We can correct errors if we can confirm the correct information
from our existing records, but we can't change names, officers,
addresses, dates, stock, or other official records without the
proper documentation.
Please go to Other
Filings in our Business Organizations Division section to get the
details about how to file official changes to the record. Use
our Form AAO to change agents of
process, addresses and officers.
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| Ordering
Copies, Searches and Certificates |
These
copies and certificates may be ordered without a
"filing":
- Certified
copies of a company record. The charge is $15 for
a certified copy of the charter plus $5 for each amendment
or merger.
- Plain
copies of a company record. The charge is $1 for
the first page and $.50 for each additional page. Be
sure to specify if you want all amendments, mergers and
other documents in the file.
- Officer
search. The charge is $5 per name for most searches.
If more than five pages result, an additional $.50 per page
for all pages over five.
- Good
standing certificate (for corporations). The charge is
$10. This order can only be filled if the
company is in good standing (all license taxes due are paid
and all required annual reports are filed).
- Certificate
of Existence (for companies other than corporations).
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Ordering Online |
You may place an order for certificates, copies and other
documents at the Online Service Order Center.
Your order will be processed, you will be billed electronically for the
service, and after you return to the online center and pay by credit card, your
order will be shipped. |
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Making Your Request
in Writing |
Ordering
in writing will help us get the details right! We want
to provide the service you need. Some requests, such as a
certified copy or an officer search, may involve
details such as name spellings which are more difficult to
convey over the telephone. Whenever possible, please make
your order in writing, and be sure to give an address where we
can send the results. Remember, state law requires that we
receive payment before services are rendered.
- Order
Online: Go to the
Online Service Order Center to order.
- By E-Mail:
Write business@wvsos.com
. This will allow us to review your request and
notify you of the cost of the services by return
e-mail. You will then have the option of mailing your
payment, or calling in a credit card order.
- By Mail:
If you know the exact cost of the service, mail your request and
check payable to "Secretary of State" to:
- Business
Organizations Division
Secretary of State
Bldg. 1 Rm. 157-K
1900 Kanawha Blvd. East
Charleston, WV 25305-0770
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Making your request by telephone
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Ordering
by telephone. If you wish to pay by credit card, you
may call (304) 558-8000 to order the items listed above.
It may take us some time to determine the price and prepare the
order. We try to serve customers in a first come, first
serve order.
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REPORTING
PROBLEMS |
DATA:
If you identify data which appears to be incorrect, please report
the detail to pbarker@wvsos.com
and be sure to give the company name and the specifics of the
problem with the data.
SYSTEM
ACCESS: If you have difficulty accessing
records, see Troubleshooting
for possible answers to the problem and how
to report problems.
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QUESTIONS
ABOUT BUSINESS ORGANIZATIONS DATA |
You
may find the answers to many of your questions on our main
Business Organizations page. To ask a specific question,
write business@wvsos.com.
For questions about the data system, write at
webmaster@wvsos.com
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QUESTIONS ABOUT
SERVICE OF PROCESS DATA |
You
may find the answers to many of your questions on our main
Service of Process page. To ask a specific question, write
process@wvsos.com.
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COMMENTS |
Forward
your questions or comments by email to pbarker@wvsos.com
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