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How To Guides

Registry Access

How to Access the Registry Website?

 

If you intend to register or amend a notice(s) of security interest or perform a search of registry notices, you must open a Client Account with the Registry. This will allow you (or your company or financial institution through its authorized users) to log in to the website to register notices, make any necessary amendments, and to search registry notices and request certified search reports. There is no fee to open an account.  
 
Fees are collected for registering initial notices, some change notices, and some searches. Applicable fees may be reviewed on the Service Fees page under Help on this website or from the Quick Links menu on the bottom of the page. 

In order to perform fee based transactions on the site, you must pre-fund your account. Fees for registering and for requesting certified search reports are automatically debited against the pre-funded client account.

Payments can be made online via a credit card or by cash or manager’s cheque to the Registry account through the National Security Interests in Personal Property Registry administered by the Companies Office of Jamaica.

 

To Set Up a Client Account

 

To set up a Client Account, return to the Welcome screen and select the Set Up a Client Account from the options in the middle box. It will lead you to the Client Account application, which you can complete and submit on-line.  
 
The Registry will assign a number to your Client Account, which you must provide to the Companies Office of Jamaica if you are submitting payments directly to them.

Change Password

How Do I Change My Password?

 

  1. When you are first assigned a temporary password by the administrator of your account and at any time you want thereafter, you may change your password by yourself, as follows.
  2. Go to the Registry website at www.nsippregistry.gov.jm
  3. Log in to the Registry website as a client by entering your Login ID and Password in the top of the screen and click Sign In.
  4. A Home Page will open which will contain a Change Password link.
  5. Click on Change Password to open the Change Password screen.
  6. Enter your old password in the first space, and enter your new password in the second and third spaces, as indicated.
  7. Click on the Submit button on the top left of the screen.
  8. If you made an error in entering either the old or new password, the system will give you an error message to tell you what you must correct.
  9. If the system does not give you an error message when you click Submit, your new password is in effect.
  10. You may log out by clicking the Logout button on the top navigation menu bar.
  11. It is advised that you change your password from the temporary password upon your first log in.

 

Make Payment

How to Make a Payment for Notices or Certified Searches?

 

There are two options to add funds to your account:

  1. You may make a credit card payment directly on the site upon logging in. Click on the Make a Credit Card Payment  hyperlink from your client home page and enter your credit card details and the amount to be credited to the account.
  2. Alternatively, you can go to the Registry's main office at the Companies Office of Jamaica and let them know you wish to make a payment to the National Security Interests in Personal Property Registry. You will give them your account number along with the payment. They will process the payment and provide you with a receipt number. The registry staff will then credit your account the appropriate amount, and the funds will be available for your use.

Notice Approval Workflow

How does the optional Notice Approval process work?

Client Account Administrators can enable an option on their account to require separate authorized users to review all notices and change notices prior to filing into the Registry.

The Notice Approval Required option for the account can be enabled on the Account Profile. Then edit the user's Permissions to designate users as a Notice Approver and/ or Notice Entry. See the step-by-step instructions below.

The process for filing a Notice changes when the Notice Approval option is selected. See Notice Approval Workflow and Responsibilities below.

  • Notices are sent to a queue where they can then be reviewed for approval, cancelation or sent back for revisions
  • Notices requiring review/approval are accessible by clicking the Work Queue icon on the Home page

Set up the Account and Users for Notice Approval Workflow

Enable the option to require approval on all Notices prior to filing.

  1. Log in > Select Home > Account Management > Select Update or View Client Account Information
  2. Check the box under Notice Approval Required
  3. Select Save > Select Close

Assign Notice approval and/or entry permissions for users.

  1. Log in > Select Home > Account Management > Select Update or View Client Account Information
  2. Select the Users tab
  3. Use the Search function or scroll to find the user
  4. Select the user under the Login ID header
  5. Under Permissions:
    •   For an Approver: Select Workflow Notice Approver
    •   For a user submitting or modifying a Notice: Select Workflow Notice Entry
  6. Select Save > Select Close

Notice Approval Workflow and Responsibilities

STEP RESPONSIBILITY ACTION

1

Notice entry person

Enter the Notice information. See How to Register Notices for more information

2

Notice entry person

On the Notice Review page, Select Submit for Approval

3

System

When a Notice is sent for approval the system automatically sends an email notification to the Workflow Notice Approver. An entry will display in the Workflow Notice Approver's  My Work Queue

4

Approver

Log in > Select Home > Select the My Work Queue icon > Select the Hand icon under the Action header

5

Approver

Select the tabs to review the Notice information.
Optional review: Select the Workflow Messages

6

Approver

Select one of the following actions:

  • File in Registry: Registers the Notice
  • Send Back: Returns filing to the Notice Entry person with notes for revising
  • Cancel Filing: Cancels the Notice
  • Cancel: Closes the work queue and returns to the Home page

7

System

When an Approver finishes reviewing the Notice, the Notice Entry person receives a notification. If the Notice is sent back for revisions a notification and a note from the Approver will display in the Notice Entry person's My Work Queue.

8

Notice entry person

If the Approver files the Notice in the Registry there is no other action required.

If the Approver sends the Notice back for revision:

  • Select the My Work Queue icon > select the Hand icon to return to the Notice
  • Select Workflow Messages
  • Review the notes and update the Notice
  • Select Resubmit

Change Notices

How do I Register a Change Notice?

To register a change to an existing notice, you must log in to the website. Once you log in, you will be on a Home page from which you can select the action you want to take. If you want to amend, continue, or terminate an existing notice, select the Change an Existing Notice of Security Interest option to go to the Register Change Notice screen. 

 

The Register Change Notice screen is used to add notices that relate to an existing notice of security interest. The types of change notices are Amendment Notice, Termination Notice, and Continuation Notice. In the first Register Change Notice screen, you must select the type of Change Notice you would like to register, and then provide the registration number of the initial notice to which the change relates and the Access Number assigned to the initial notice. Then click the Next button to proceed to the second change notice screen, which will indicate the type of change notice you are entering. If you do not know the Access Number associated with the notice, it is available in the Search Account Transactions feature.
 
Amendment Notice:  

  • For an amendment notice, first mark the name or names of each secured party who authorizes the Change Notice at the bottom of the screen. You may then add, delete or change information on debtors, secured parties, collateral or amount of indebtedness by selecting the tab for the type of information to be added, deleted or changed.
    • If the Change Notice adds a debtor or secured party number, click the appropriate tab and the Add Debtor / Add Creditor button.
    • If the Change Notice deletes a debtor, secured party or equipment serial number, select the appropriate tab and click the X icon beside the entry for the item to be deleted.
    • If the Change Notice is to change information about a debtor or secured party, select the appropriate tab and click the Edit (pencil) icon beside the entry to be amended. The information will appear in the Add screen where you may change the information and then click the Update button.
    • If the Change Notice is to change the narrative description of collateral, click the Collateral tab and make the change to the description in the text box.
    • If the Change Notice is to add a serial numbered equipment or motor vehicle serial number or VIN, click the appropriate tab and the Add Additional Number button.
    • If the Change Notice is to replace an attached PDF document in the Collateral tab, click on the browse button and select the new document. When its name appears in the box and you are sure it is the right document, click the Add Attachment button. The new document will then replace the old document.
    • If the Change Notice is to modify the Amount of Principal Indebtedness, click on the Statistical Information tab and make the changes in the associated field.
    • If the Change Notice is to replace Other Information, click on the Other Information tab and make the changes to the description in the text box.


Termination Notice:  

  • For a Termination notice, first mark the name or names of each secured party who authorizes the termination at the bottom of the screen. No further data entry is required. You may then click the Review button, and then click the Confirm button in the Review screen.


Continuation Notice:  

  • For a Continuation notice, first check the name or names of each Secured Creditor who authorizes the continuation at the bottom of the screen. You will then need to edit the Lapse Date for the notice. This will default to the maximum date allowed by the law. To choose a different date (as long as it is earlier than the maximum) you may click in the text box and select the desired date from the calendar. No further data entry is required. You may then click the Review button, and then click the Confirm button in the Review screen.

 

Registering Notices

How do I Register a Notice?

To register notices of security interest, you must log in to the website using your client account credentials. Once you log in, you will be on a Client Home page from which you can select the transaction you wish to complete.
 
Once you have selected the proper type of Notice you wish to register you will be taken to the registration data entry screens. The registration screens are quite simple to use. The Notice screen has six tabs that you can choose to complete in any order:
 

  • General Tab: The first tab is displayed when you open the screen and is automatically filled with information about you, your company or institution and the type of notice you are registering. There is an Add Registrant As Secured Creditor button below the name and address of the registering party (you or your company) that you may press if the Secured Creditor is the same as the registering party. If you press this button, you may then bypass the Secured Creditor tab, thereby saving you the time of typing in your own information for each filing. The lapse date of the notice is set to 10 years from the registration date by default. You may modify this date as necessary, but the date may not be extended beyond 10 years. If the obligation exceeds 10 years, you will need to file a continuation notice within 6 months of the notice expiration date in order maintain your priority position. You may enter a client reference number on this tab, as your internal reference for the notice. A client reference number is not required.
  • Debtors Tab: The second tab is used to enter all of the debtors (borrowers), on the obligation. To add a debtor, first click the Add Debtor button to open the form. Then select the type of debtor to be added.
    • If a debtor is a company incorporated under the Companies Act of Jamaica, enter its name and incorporation number exactly as it appears on its certificate of incorporation. You must also enter the company TRN.
    • If a debtor is another entity type (e.g. a statutory body corporate, an Industrial and Provident Society etc.) enter its exact legal name.
    • If a debtor is an individual Jamaican citizen, enter his or her name and Tax Registration Number (TRN). Birth-date for individuals is an optional field, but you are encouraged to enter it as well as it will help identify your debtors.
    • If a debtor is an individual non-Jamaican citizen, enter his or her name. Birth-date for individuals is an optional field, but you are encouraged to enter it as well as it will help identify your debtors.
    • If you are dealing with individuals holding a business name registration, you cannot enter only the business name: you must enter the particulars of the person(s) that own the business name. Entering merely trade names or ”trading as” names is ineffective.
    • YOU MUST ENTER THE DEBTOR NAME OR NUMBER WITHOUT ERROR. Failure to do so will prevent future searchers from being able to find your Notice, which in turn may render it legally ineffective.
     
    In all cases, provide the debtor’s address in the address fields. Once all information has been entered, click the Update button to save the entry. If there are two or more debtors, you can continue to add debtors by clicking the Add Debtor button and entering a new detor's information.
  • Secured Creditor Tab: The third tab is used to enter one or more Secured Creditors. If you have not indicated the registering party as the Secured Creditor in the first tab, or if there are additional Secured Creditors, click the Add Creditor button to open the add screen. Enter the secured party’s name and address in the indicated fields, then click the Update button to save the entry. If there are more secured parties, you can continue to add them by clicking the Add Creditor button.
  • Collateral Tab: The fourth tab is used to enter a description of the personal property that secures the obligation/debt. The description of the collateral may be general or specific, so long as it informs a person who reads it, of the particular property covered by the security interest. There are three ways in which you can enter collateral information, and you may use any one, two or all three of them.
    • You may enter a narrative description of any length in the text box.
    • You may attach a PDF file containing a description of the collateral.
    • You may enter one or more vehicle serial numbers or real property identification numbers (volume and folio numbers) as collateral. The serial number for a motor vehicle is the number etched on the body of the vehicle by the manufacturer. It is not a license plate number. If you are taking charge over a motor vehicle, best practice dictates that you enter the VIN separately in the field provided to give you maximum security. The volume and folio numbers are necessary in instances where the collateral being used is a fixture attached to a piece of land. This registry does not accept notices of debts secured by real property.
  • Statistical Information Tab: The fifth tab is used to capture some minimal statistical information regarding the notice, such as debtor size (number of employees), gender composition of ownership, amount of principal indebtedness, currency of the obligation, collateral type used (you may check one or more values), business sector of the debtor, and whether or not the debtor is a new or existing client of the lender. Of these values, only collateral type and amount of principle indebtedness will be reflected on searches.
  • Other Information Tab: The sixth tab is used to enter any additional information deemed relevant to the notice. You may enter a narrative description of any length in the text box.


Once all notice information has been entered, you may press Review on the registration to review all notice details. If the notice looks correct upon review, then press the Confirm button to submit the notice. Otherwise, press the Edit button to return to the tabbed form and make corrections.
 
Upon submitting the registration, a registration confirmation page will be displayed. This page contains all information on the registration, and may be printed. It also contains an Access Number associated with the registration number. The Access Number is required to submit change notices for the initial registration. This number is confidential and should not be provided to any other person, including debtors on the registration. The Access Number is always available in the registry for authorized users, so do not panic if you misplace it.

If your account is using the Notice Approval feature, then after confirming the data entered, the user will submit the notice for review and it will need to be authorized by a different user, with the appropriate permissions, prior to it being registered officially. See the specific How To guide on this topic for more information. 

Search Notices

How do I Search Notices?

If you want to search for notices that identify a particular debtor or that include a particular motor vehicle serial number or serial number, or if you want to find a notice by its registration number, you must first login. Then select the Notice Search menu option on the top navigation bar or select the Search for Notices or Request a Certified Report option from the Home Page.

There are three tiers of searches.

  • Tier 1: The Basic Search, is free and will display notice type, notice registration number and date/time, lapse date, debtor type, debtor name and company number (if applicable), secured creditor name, email and address, and collateral type.
  • Tier 2: Expanded Search has a fee of JMD 1000, if your account has registered fewer than 4 notices. The fee is waived if your account has registered 4 or more notices. Expanded search results will show debtor address, amount of principal indebtedness, collateral information, and other information, in addition to the information reflected on the basic search results.
  • Tier 3: The Certified Search has a fee of JMD 1000. This fee is not waived based on the number of notices your account has registered. The certified search shows the same information as the expanded search results. However, if you request a certified search report, the results of the search will include certification language and the Signature of the Registrar. It will also include a unique number for the certified search report that can be used to retrieve the report from the Registry database if needed later. The certified search report is an official record of the National Security Interests in Personal Property Registry, and you can use the printed report as evidence of the state of the record on the date of the certified report. The certified report issued by the Registrar shall be admissible in evidence in any court without further evidence of its authenticity. Certification takes place electronically, by the Seal/Signature of the Registrar being electrically affixed, which is recognized by the court.

After logging in, the search screen includes tabs for the different types of search criteria from which you may select. If you are logged in, the search screen will permit you to request the results to be certified.

  • If you know the registration number of the initial notice, select the Registration Number tab, enter the registration number in the displayed registration number field and click the Submit button.
  • If you are searching for notices that name a particular debtor, click the Debtor tab.
    • In the Debtor tab, select the type of debtor on which you want to search.
    • If the debtor is an individual, enter the individual’s full legal last name and click the Submit button.
    • For Individual - Jamaican Citizens, you may also enter the TRN, but the Last Name will still be required.
    • If the debtor is a company, enter the company’s full legal name exactly as it appears on its incorporation or registration documents and click the Submit button.
  • If you are searching for notices that include a particular serial number individually entered into the proper fields on the collateral description page, click the Motor Vehicle Serial/VIN tab. Select the type of number for which you wish to search. Enter the number in the displayed field and click the Submit button.
  • The fourth type of search criteria is done via the Certified Search Verification tab. The type of search is used most often by courts to verify the Certified Search Report presented. The Certified Search Report Number is entered into the field to conduct the search. 

When the search is submitted, the system will identify all matching notices and display information for each notice in Registration Number sequence, with all change notices for each initial notice following the initial notice to which they are related.

 

SEARCH ACCOUNT TRANSACTION HISTORY

Where Did Client Briefcase, Look up Access Number and Active Notices Go?

These three links have been replaced by Search Account Transactions History located in the Filings and Searches section on the Home Page.

Once you have logged in, click on the Search Account Transactions History link to open the page from which you can view all transactions performed by your account. Transactions may be searched by date range, expiry date range, and transaction type. Enter one or more search parameters and click the “Search” button to perform a search. You may also enter information into the live search field to search for something specific. The general search will pull up all matching notices and searches entered on your account.

One important use of the list is to allow a registrant to review past initial notices so as to be able to find the Access Number. The Access Number is needed to be able to make changes to an existing notice.

Another use of the list is to initiate a change notice. If the transaction type and account permissions allow for a change notice, an icon appears with the entry in the Action column. Clicking on the icon opens the initiate change notice form and populates the notice registration and access numbers.

General Features

This is a multi functional page and results can be searched for and filtered in different ways. 

  1. Date Range: Enter the dates in the From Date and To Date fields to set the search range, or leave blank to see all.
  2. Lapse Date Range: Useful to search expired or active filings.
  3. Filter by type of transaction, registration number, search number, or login ID
  4. Action (Blue Hand Icon): If displayed, the user can click the icon to open the Change Notice page.
  5. Show "10" Entries: This number can be changed to display more results on the screen that the user can scroll through.
  6. Column Headers: click on the column label to sort the results by that field in ascending or descending order.
  7. Export or print to PDF: The search result entries may be exported in an excel format and also printed.

How Do I Transition to Search Account Transactions History From:

... Look Up Access Number
  • Enter the date range as before, or leave blank. View the results in the grid.
  • Enter the Registration Number in the relevant field to view a specific notice.
  • Lapse dates: You could enter a range of dates within which notices will lapse to search for those which will expire soon.
  • Transaction Type: You could select a notice type from the list to narrow the results to only see notices (and access numbers) of that type.
... Client Briefcase
  • Enter the date range as before, or leave blank. View the results in the grid.
  • Select from the Transaction Type dropdown list if you want to limit your search to a specific notice type or search. Leave this field blank to see all account transactions within the date range selected.
  • Results will display the Registration / Certified search number in the Reference Number Column. Click on this number to see the filing or search document.
  • The user can see other information relevant for this notice or search in the other grid columns.
  • Click on Action (Blue hand icon) to open the Register Change Notice page. Select the change notice type.
... Active Notices

The new page displays the Registration Number in the Reference Number column and the Date of Registration in the Received Date Column.

  • You can use the various date fields and filter options to narrow or widen the results.
  • One example: Enter todays date in the the From Lapse Date field to display notices that lapse after today.

SET UP AND Manage Client Account

How Do I Create and Manage a Client Account?

 

Opening a Client Account

In order to make filings or search the registry notices, you must first establish a client account with the registry. This is easy to accomplish as it may all be done online, and there is no cost associated with establishing an account. Simply click on the link provided below and you will be taken to the appropriate online form. The online form collects details such as name, address and contact information. You will also provide information regarding the primary account user Login ID and password. A TRN is also collected for the primary user on the account. This is collected solely for the purpose of validating the account request. This number will not be displayed publicly.

Upon completing the form and submitting it the account will be created. You will then need to fund the account either via a credit card or other payment option in order to perform fee-based transactions. You will need your account number to make payments through the COJ office to your account. Alternatively, you may login to the registry and directly make payments to your account using a credit card. Click here for instructions on how to process payments to the registry.

The COJ reserves the right to review the account and to contact you, using the contact information provided, in order to validate the account.

 

Adding and Managing Account Users

After you become a client of the Registry, the client account may have any number of individual authorized users (for example, attorneys, managers, loan or credit officers, accountants, etc.). These individual authorized users will be assigned their own Login IDs and passwords. The first user added on the account during account creation is assigned as the client security administrator by default. This user will have additional rights beyond those of general users and will include the right to add or delete other authorized users, and to update information about the client account (for example, an address change). General users will have the right to register notices, search for notices and change their own passwords. A client is responsible for the security practices of its users and for all fees charged for transactions by its users.

 

Client Account Statements

The Registry will provide a monthly statement to each client on the Registry website, and will send an e-mail notification to the client that the statement is available. This monthly statement will contain information relating to account activity for the month, (e.g. notices filed and account balances at the start and the end of the month). Only authorized users of the client account may view the statement. Any authorized user of the client account may view the client information, current balance and prior statements at any time.

 

You may now Set up a Client Account or return to the Welcome page