Searching the Records we Hold

Learn about the records the RI Department of State’s Business Services Division holds, and how to find them in the Corporate, Trade Name, UCC, Trademark/Service Mark, and Notary databases.

If you are using the Corporate Database for the first time, we’d like to provide you with basic search criteria information. A quick read through this section will give you an understanding of the system and the types of results you will receive.

Search Options

There are eight different searches to choose from and each has its own minimum search criteria:

Entity name – To search by this parameter, you must enter at least the first two letters of the entity that you want to find. The default search type is “begins with.” Click the drop-down menu in the search type box to change the type of search. All search types are described below.
Individual’s name – To search by this parameter, you must enter at least the first two letters of an individual’s last name; however, you do not need to type the entire name. Refining your search criteria will yield a more specific result. If you would like to limit the search, you may also include “First Name” and “Middle Name”. The default search type is “begins with.” Click the drop-down menu in the search type box to change the type of search. All search types are described below.
Identification number – If you know the exact Identification Number of the entity that you are looking to find, you can enter the Identification Number. The identification number is 9 digits long. If the ID number is less than 9 digits long then zeros must be added at the beginning of the number in order to satisfy this requirement.
Filing number – Each individual filing is assigned a unique 12 digit filing number when recorded in this office. The exact filing number must be entered in the search field in order to access the specific detail and image.
Agent’s name – It is suggested that you enter the agent’s full name (individual or organization name) in the “begins with” search. The default search type is “begins with.” The “begins with” search does require an exact match. EXAMPLE: John Smith will not return results for John F. Smith. If searching for just a last name or portion of a name then the “contains” search will prove beneficial. Click the drop-down menu in the search type box to change the type of search. Search types are limited to “begins with” and “contains.”
Business address – To search by this parameter, you must enter at least the first two letters or numbers of the business address you want to find. The more specific you are in your search criteria the more likely it is that your return results will contain what you want to find.
Purpose – To search by this parameter, you must enter at least the first two letters of the purpose you want to find. The more specific you are in your search criteria the more likely it is that you return results containing what you want to find. Wild cards are built in so that you may enter part of a word and return more results. EXAMPLE: If you are searching for anything to do with manufacturing typing in “manufact” will yield all entities that listed manufacture, manufacturing, manufactured or manufacturer in their purpose.
NAICS code – A North American Industry Classification System (NAICS) code is a 6-digit number that identifies the specific business conducted by an entity. Click here for a full list of NAICS codes or use the link provided within the public search page.

Search Options (active or inactive)

Active: Active Database holds all active entity records, names of registered non-resident landlords and other miscellaneous filings. The Active Database also holds the records of entities whose certificates of incorporation/formation/authority have been revoked for less than one year.
Inactive: The Inactive Database holds all inactive entity records, including cancelled non-resident landlord registrations, and other inactive miscellaneous filings.

If you are using the Trade Name Database for the first time, we’d like to provide you with basic search criteria information. A quick read through this section will give you an understanding of the system and the types of results you will receive.

Search Options

There are six different searches to choose from and each has its own minimum search criteria:

Trade Name – Type at least one character in the text field to search for trade names that begin with, contain, exactly match, sound like, or approximately match the information entered. The default search type is “Begins With”. Use the buttons below the text field to change the search type.
Trade Name ID – To search by this parameter, you must enter at least one numerical character in the text field. This search returns trade names names with identification numbers that begin with the number(s) entered.
Owner Name (Individual) – Type at least one character in the text field to search for trade names with individual owners whose names begin with the text entered in the text field.
Owner Name (Entity) – Type at least one character in the text field to search for trade names with individual owners whose names begin with the text entered in the text field.
Jurisdiction – This parameter allows you to search all active or inactive trade names in one of Rhode Island’s 39 municipalities.
NAICS Code – A North American Industry Classification System (NAICS) code is a 6-digit number that identifies the specific business conducted by an entity. Click here for a full list of NAICS codes or use the link provided within the public search page.

Search Options (active or inactive)

Active: The Active Database holds all active trade name records and the records of trade names that have been involuntarily cancelled for less than one year.
Inactive: The Inactive Database holds all inactive trade name records, including those that were withdrawn, converted, or involuntarily cancelled.

For search assistance with the UCC Database, please refer to our dedicated UCC search guidance page.

Use the Trademark/Service Mark Database to search and view registered RI trademarks and service marks. You can search by registrant’s name, mark description, or registration number. Trademark/service mark searches are limited to "Contains Anywhere" and "Begins With" search types.

Use our Notary Public Search Tools to find a specific RI Notary Public or to find a notary near you. The search tools can be used to verify that a Notary Public or Justice of the Peace has an active commission or to find a notary to perform notarial services both in-person and online. You can search by municipality for notary services, or verify a commission using part of a name or a commission number. These search types are limited to "Exact Match" and "Begins with". If you have questions about your search results, contact us at [email protected].

Search types:

This type of search requires the exact beginning part of the name to be entered.

EXAMPLE: AB will return results that include “Able” and “Abbot.”

This type of search requires the exact name to be entered. The system will return all records that ‘exactly’ match the entered search criteria.

The exact match search does not ignore entity endings (Corporation, Corp., Limited Liability Company or LLC) or punctuation. Results are based upon the exact entity name that is entered.

EXAMPLE: CUSTOM DESIGN INC will return “CUSTOM DESIGN INC” not “Custom Design Co”, Custom Design, Inc.” or “Custom Design, LLC.”

This type of search will return all records that contain any portion of the words that were entered in the search criteria. With this method, you can use AND and OR when searching with multiple words. You can also search using partial words by using a wildcard of *.

EXAMPLE: If you are searching for all entities that contain any variation of the words “CUSTOM” and “DESIGN” the criteria would be “cust*” and “des*.”

This type of search will return all records that ‘sound like’ the words entered in the search criteria.

EXAMPLE: The search term “four” will also return results that include the terms “far,” “fair,” “fire,” and “fore.”

This type of search will find approximate matches for text entered in the text field and accounts for typos, misspellings, abbreviations, and word variations to retrieve relevant results.

This type of search will return records for entites that are currently inactive. The name search is limited to “begins with.”

You Should Know

For each program, the active database is the default search option unless you select the “inactive” status button
In the Corporate Database, the Identification Number, Individual Name, Filing Number, Agent, Business Address, Purpose and NAICS Code searches will return search results from both the active and inactive databases.

Search Tips (Applicable to all databases EXCEPT UCC)

When conducting a name availability search for an incorporated or unincorporated entity or a trademark/service mark, DO NOT use the Inactive Databases.
All searches are case insensitive. This means that you may type your search criteria in lower case letters, capital letters or both.
Search results are displayed in alphabetical (ascending) order by name.
If you are searching for a word that may also be abbreviated, such as St. for Saint or RI for Rhode Island, please be sure to perform a search with both spellings. The search function cannot determine that St. may also mean Saint. The same is true for Jr. and junior, Sr. and senior, etc. A company with the name Saint John's Signs may be found only in a search for St. Johns Signs.
Punctuation will not change your search results. Smith, Jones and Water’s will also return Smith Jones and Waters.
The search function ignores the word "The" when it is at the beginning of an entity name. The results will be the same whether you chose to include or exclude the word "The" in your “begins with” search criteria.