Business Records: Entity Search, Ownership, UCC, EIN, and Corporate Due Diligence
Business public records are scattered across federal, state, and local databases — each capturing a different dimension of a company's existence, ownership, financial structure, and legal history. This guide integrates all sources into a coherent due diligence workflow.
Business Record Sources by Layer
| Layer | Record Type | Source | Free? |
|---|---|---|---|
| State Formation | Articles of Incorporation/Organization, amendments, annual reports | Secretary of State | Yes |
| Federal Tax ID | EIN (Employer Identification Number) | IRS / EDGAR (for public companies) | Partial |
| Beneficial Ownership | FinCEN BOI registry (2024+) | FinCEN (restricted to law enforcement) | No — LE only |
| Federal Contracts | SAM.gov registration, contract awards | USASpending.gov, SAM.gov | Yes |
| Secured Interests | UCC financing statements | Secretary of State | Yes |
| Litigation | Civil complaints, judgments, bankruptcies | PACER, state court portals | Mostly free |
| Licenses | Business licenses, professional licenses | Municipal, county, state licensing boards | Yes |
| Property | Real property owned by entity | County Assessor/Recorder | Yes |
Secretary of State: The Starting Point
Every business entity formally registered in a state has a record with the Secretary of State (or equivalent: in some states it's the Department of State or Division of Corporations). The filing shows: entity name and any DBA/trade names, registered agent name and address, officers/directors/members (varies by entity type and state), formation date, state of formation, and current standing (good standing, administratively dissolved, etc.). Many states also require annual or biennial reports that update officer information and confirm the entity is active. California's EDGAR equivalent is the SOS Business Search (businesssearch.sos.ca.gov); Delaware's Division of Corporations (corp.delaware.gov) is the most important for large corporate entities given Delaware's dominant role in U.S. business formation.
The Corporate Transparency Act and FinCEN BOI
The Corporate Transparency Act (effective January 1, 2024) requires most small businesses and LLCs to report their beneficial owners — the real humans who own or control the entity — to FinCEN (Financial Crimes Enforcement Network). This was designed to close the "anonymous LLC" loophole used for money laundering and tax evasion. However, the BOI database is not public — it is accessible only to law enforcement, federal agencies, and financial institutions for anti-money-laundering compliance. For researchers and journalists, the pre-existing public state records and the IRS Form 990 (for nonprofits) remain the primary transparency tools.
Following the Money: Federal Contracts and Grants
USASpending.gov is the official open data source for U.S. federal spending, covering all contracts (value, period, agency, and description), grants, loans, and other financial assistance. Each award record includes the recipient's name, address, DUNS/UEI number, and NAICS code. SAM.gov (System for Award Management) is the federal procurement database — searching a company's SAM registration reveals its capabilities statement, exclusion status (debarment history), and contact information. These two databases together show everything a business has received from the federal government.
EIN (Employer Identification Number) Lookup
The IRS does not publish a searchable EIN database for private companies. However, EINs are discoverable through secondary sources: (1) IRS Form 990 — required annual return for nonprofits, filed publicly via ProPublica Nonprofit Explorer and the IRS Tax Exempt Organization Search; these always show the EIN; (2) SEC EDGAR — public company filings include EIN in the 10-K; (3) State payroll tax filings — some states include the federal EIN in their public employer records; (4) Business credit reports — Dun & Bradstreet, Experian Business, and Equifax Business list EINs in paid reports.
Corporate Due Diligence Checklist
- SOS entity search — confirm formation, good standing, registered agent
- PACER full-text search — any federal bankruptcy, litigation, or regulatory action
- State court search — civil judgments in the entity's name
- UCC search — what assets are pledged and to whom
- County property records — real property owned by entity
- USASpending.gov — federal contracts and grants (and debarment flags)
- OSHA inspection records (osha.gov) — safety violations and penalties
- EPA compliance data (echo.epa.gov) — environmental violations
- Better Business Bureau and state AG complaint records
- News archive search (Factiva, Google News) — coverage of litigation, fraud, or management issues
Frequently Asked Questions
How do I find if a business is legally registered?
Search the Secretary of State's office in the state where the business claims to be incorporated or registered. Most states offer a free online business entity search tool.
What is a registered agent and why does it matter?
A registered agent is the official contact person or service designated to receive legal documents on behalf of a business entity. The name and address are part of the public corporate record.
How do I find lawsuits involving a business?
Search state and federal court dockets—PACER for federal cases and each state's court portal for state cases—using the business name or its principals. Many counties also offer free online civil-court searches.
What is an Annual Report for a business?
An annual (or biennial) report is a required filing with the Secretary of State confirming a business's continued existence, current officers/directors, and registered agent. Most are publicly available.
Where can I find a business's tax-exempt status?
The IRS Tax Exempt Organization Search (apps.irs.gov/app/eos/) lets you verify nonprofit status, view Form 990 filings, and confirm that an organization is currently in good standing.