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Searching the Personal Property Registry

Clients who have been given access to the PPR to perform searches and registrations are responsible for knowing and using accurate legal names for individuals and enterprises defined by the Personal Property Security Act (PPSA) and PPSA General Regulations. Ability of the system to assist searchers by returning close matches for individual and enterprise names should in no way be taken as excusing registrants or searchers from complying with the precise requirements of the PPSA and the General Regulations.

This section serves to introduce the characteristics of exact and close matches for PPRS Search functions for Nova Scotia. This is not a comprehensive description of these functions. It is important to understand that any algorithm-based close match function cannot be relied upon to return every possible occurrence of potential matching records. The PPSA does not require searchers to determine all variations of potential matching records since it is based upon entry of correct legal names in the database and as search criteria. Failure to use names as described in sections 20 through 22 of the General Regulations will have serious consequences for determining the relative priority of a registration or in returning accurate search results.

Exact Matching for Individual and Enterprise Names

In order for a match to be classified as an "exact match," PPRS Search and Pre-PPSA Index Access both require that search criteria and the records on file match exactly, character for character. Characters that differ only by character case (upper case vs. lower case) and special character marks (for example, é or è vs. e) are equated for purposes of exact matching.

PPRS Individual Debtor Name Search Matching

PPRS Search determines if an individual name closely matches the user-specified criteria by comparing each part of the name. The parts of a PPRS Registry individual name are the Last Name, First Name, and Middle Name.   PPRS Search uses a method for matching parts of names which results in some similar words being found to be "close matches." The close matching function ignores case and French-language characters and generates an index search record based on the search criteria provided. It compares this record to records generated from names contained in the database, to return "close match" results for similar names. This process is based upon the "NYSIIS" search algorithm (a commonly-used methodology for finding similar records) and is identical to that currently in use in the Province of New Brunswick. Clients familiar with that Registry will be able to apply their experience in Nova Scotia as well.

In addition to the close matching described above, PPRS Search by an individual debtor name features rules specifically related to contents of the Middle Name part of the individual name. The following table summarizes Middle Name matching provided the Last Name and First Name exactly or closely match the search criteria.

PPRS Search Criteria's Middle Name Database contains no middle name or initial Database contains initial only (the same first letter used in search criteria) Database contains first of the middle names

No middle name or initial

match

no match

no match

Initial only (the same first letter as in the middle name)

no match

match

match

First of middle names

no match

match

only matches if the first of the middle names exactly or closely match

PPRS Enterprise Debtor Name Search Matching

PPRS Search determines if an enterprise name closely matches the user-specified criteria by attempting to find a match for each word in the user-specified criteria. A word in an enterprise name is a set of one or more characters separated from other characters by a space, period, hyphen or other non-alphanumeric character.   PPRS Search uses a method for matching words within enterprise names which results in some similar words being found to be "close matches". The close matching function ignores case and French-language characters and generates an index search record based on the search criteria provided. It compares this record to records generated from names contained in the database, to return "close match" results for similar names. This process is based upon the "NYSIIS" search algorithm (a commonly-used methodology for finding similar records) and is identical to that currently in use in the Province of New Brunswick. Clients familiar with that Registry will be able to apply their experience in Nova Scotia as well.

In addition to the close matching of words, PPRS Search by an enterprise debtor name features additional rules which impact what enterprise names will be found to be close matches. The most important of these rules are the following: 

  • No comparison of common business terms
  • No requirement to match "extra" words in the enterprise names
  • Distinctions between initials and acronyms (words)
  • Close matching for a short list of aliased words

No comparison of common business terms

For close matching, PPRS Search by enterprise debtor name does not attempt to find a match for words in the user-specified criteria which the system treats as common or mandatory business terms. Some examples of these business terms are "Ltd", "Ltee", "Limited", and "Limitee". The list of common and mandatory business terms is reproduced below:

Mandatory and Common Business Terms

(ignored when evaluating "close matches")

AND
BY
CIE
CO
COMPAGNIE
COMPAGNIES
COMPANIES
COMPANY
CORP
CORPORATION
D'
DE
DES
DU
ESTATE

ET
FOR
INC
INCORP
INCORPORATED
INCORPOREE
INCORPOREES
INSURANCE
L'
LA
LE
LES
LIMITED
LIMITEE
LTD

LTEE
N S
NO
NOUVELLE ECOSSE
NOVA SCOTIA
NS
NUM
NUMBER
NUMERO
OF
ON
POUR
SUR
THE

No requirement to match "extra" words in the enterprise name

With the exception of common business terms (see above), PPRS Search by enterprise debtor name requires that a match be found in the Registry enterprise name for each word in the search criteria, but PPRS Search ignores additional words in the Registry enterprise name. The following examples help illustrate this:

Sample Enterprise Name Search Criteria Sample Registry enterprise names which would be a close match Sample Registry enterprise names which would NOT be a close match

Doucet Boulangerie Ltee

Doucet Boulangerie Ltee/Doucet Bakery Ltd.

Doucet Bakery Ltd

Fred J. Watts Hardware Ltd

Fred J. Watts Hardware (1977) Ltd

Watts Hardware (1977) Ltd

D. A. Casey Mercury Sales Limited

D. A. Casey Ford and Mercury Sales Ltd

D. A. Casey Limited

Atlific Inc

Atlific Inns Inc
Atlific (N.B.) Ltd

 

Ace Leasing Ltd

Ace Leasing (Bathurst) Ltd

Aced Leasing Ltd

La Boutique Ltd

Les Boutiques Preppy Inc

 

Landry and Landry (1975) Ltd

 

Landry and Landry (1984) Ltd
Landry (1975) Ltd

Mitchell Fur Company Limited

Mitchell Matheson Fur Wholesale Ltd
Mitchell-Matheson Fur Wholesale Limited

 

Senechal Furniture Ltd

Meubles Senechal Furniture Inc.

Meubles Senechal Ltee

Distinctions between initials and acronyms (words)

Because PPRS Search by enterprise debtor name requires that each word in the search criteria be found in the Registry enterprise name, the system's distinctions between initials and acronyms can determine whether a Registry enterprise name will closely match user-specified search criteria or not. The distinctions may be summarized as follows: 
  • When there is a space, period, hyphen or other non-alphanumeric between individual characters, the system treats the characters as separate "initials"or words.
  • When there are no periods and/or spaces between individual characters, regardless of if those characters are in upper or lower case, the system treats those characters as a single word.

The following examples illustrate the impact of periods and spaces appearing between characters in distinguishing initials from acronyms (words).

Sample Enterprise Name Search Criteria Sample Registry enterprise names which would be a close match Sample Registry enterprise names which would NOT be a close match

C. I. B. C. Inc.

C.I.B.C. Inc.

CIBC Inc.

J.D. Smith Ltd.

J. D. Smith Ltd.
J D Smith Ltd

JD Smith Ltd.

JD Smith

JD Smith Ltd.

J. D. Smith Ltd.
J D Smith Ltd

Close matching for a short list of aliased words

A few words are defined as equivalent to one another (aliases) for purposes of close matching. An aliased word within the user-specified search criteria will be equated to all predefined variations of that alias word. The sets of alias words are listed below:

ESTATE and SUCCESSION
FIDUCIE and TRUST
FIDUCIAIRE and TRUSTEE
BANKRUPT and FAILLI
COOP, CO-OP, COOPERATIVE and CO-OPERATIVE
CAISSE POPULAIRE and CAISSE POP
SAINT, SAINTE, ST and STE