Entity Name
Exact registered name as filed with the state.
A current search result verifies an entity’s legal existence and standing before contracts, payments, or filings. It reduces legal risk, confirms authorized signers, and provides the factual basis for filings that require proof of corporate status under state or federal rules.
These records are used by internal teams and external parties that need an authoritative view of a company’s registration status.
Frequency of use varies by function: deal teams check per transaction, compliance teams check periodically, and service providers check as part of intake.
Exact registered name as filed with the state.
Unique state-assigned identifier for the company record.
Original formation or registration date shown on record.
Active, revoked, dissolved, or other administratively assigned state status.
Name and address of the agent on file with the state.
Recent amendments, annual reports, or document images when available.
| Field | Configuration |
|---|---|
| Search Frequency | One-time, daily, or monthly scheduled checks |
| Authentication | API key or user credentials for authorized access |
| Result Format | PDF with embedded metadata recommended |
| Retention Policy | Automatic archival and indexing after download |
Plan for common output formats and integrations so results are usable across teams.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Yes, free trial | Yes, free trial | Yes, limited plan | Yes, limited plan |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |
Optica used state search results to confirm investor entities before funding rounds.
A real estate firm includes a search result with every lease file to validate owners.
Verify within 30 days before closing
Perform yearly checks for active vendors and partners
Obtain certified copies when a filing requires formal proof
Archive upon contract execution with retrieval metadata
Re-check after mergers, name changes, or status updates
Initiator specifies entity name, state, and reason for the search.
Search executed; results downloaded and timestamped.
Legal or compliance reviews the record for alignment with documents.
Signed copies and metadata stored in the records system.