Sample 2 (Self-manage
"MELODY VILLA CONDOMINIUM ASSOCIATION", "J","1310 S PIMA STE 16" "MESA","AZ","85210","MARICOPA", "A", "1", "3/20/03", "10/23/2010
"MELODY VILLA CONDOMINIUM ASSOCIATION"," ","PO BOX 31323", "PHOENIX", "AZ", "85046", "MARICOPA", "M", "1", "3/20/03","10/23/2010"
"MELODY VILLA CONDOMINIUM ASSOCIATION","JANET E WESTERN", "14022 N 47TH ST", "PHOENIX", "AZ”,“85032", "MARICOPA","P","3/20/03","10/23/2010"
Sample 3 (Developer controlled):
"TUSCANY OF YUMA LOT OWNERS ASSOCIATION ", "AZ", "85364", "YUMA", "A","1", "6/26/2006", "02/10/2010"
"TUSCANY OF YUMA LOT OWNERS ASSOCIATION INC","KAMMAN DEVELOPMENT LLC","2620 W 24TH ST", "YUMA ", "AZ", "85364", "YUMA", "M", "1", "6/26/2006", "02/10/2010"
"TUSCANY OF YUMA LOT OWNERS ASSOCIATION INC","HARVEY R CAMPBELL","2620 W 24TH ST", "YUMA ", "AZ", "85364", "YUMA","P","1","6/26/2006","02/10/2010"
* President's address may be management company's or agent's address.
Explanation of Data Fields:
|
FIELD
|
MEANING
|
| "CORPNAME" |
Association's corporate name |
| "CAREOF" |
Designates "in-care-of" corresponds to the "ADDRTYPE" (may be blank) |
| "ADDRESS" |
Street or PO mailing address corresponding to the "ADDRTYPE" |
| "CITY" |
City corresponding to the record address |
| "STATE" |
State corresponding to the record address |
| "ZIP" |
ZIP Code |
| "COUNTY" |
County location |
| "ADDRTYPE" |
Record Type Registered Agent/Manager "A"; Mailing "M";and President "P" |
| "CORPSTATUS" |
See below** |
| "CORPDATE" |
Date of first corporate filing (MM/DD/YYYY) |
| "FILEDATE" |
Date of last corporate filing (MM/DD/YYYY) |
Where a physical address or PO Box for a management company, developer , law firm, etc. was identified in the "A' or "M" record the name of the management company or firm has been listed.
|
CODE
|
MEANING
|
|
1
|
Active |
|
2
|
Delinquent |
| |
The following were removed from the initial data. |
|
3
|
Revoked |
|
4
|
Corporate life expired (May still be an active association - check FILEDATE) |
|
5
|
AD-Dissolved (AD-Administratively) An association has three (3) years to apply for reinstatement. The association still exists and the “FILEDATE” indicates how current the contact data is. |
|
6
|
Dissolved |
|
7
|
Merged with another association |
Agent's Record
The "Agent" (Statutory Agent/Agent for Service) may or may not be a management company - it may be a law firm, CPA, member of the Board of Directors, etc. In those cases where the association also has an identifiable management company - it will be listed in both the "A" and the "M" records. NOTE - WHERE WE HAVE IDENTIFIED AN ADDRESS (STREET or PO BOX) CORRESPONDING TO A SPECIC BUSINESS ENTITY - MANAGEMENT COMPANY, DEVELOPER, LAW FIRM OR CPA, ETC. IN THE “A” or “M” RECORDS WE HAVE SUBSTITUTED THE BUSINESS ENTITY NAME - MANAGEMENT COMPANY, LAW FIRM OR DEVELOPER COMPANY NAME IN THE “A” RECORD IN PLACE OF THE STATUTORY AGENT INDIVIDUAL’S NAME LISTED IN THE CURRENT STATE’S RECORD. SIMILARLY, WHERE WE HAVE IDENTIFIED A MANAGEMENT COMPANY, LAW FIRM, OR DEVELOPER ADDRESS IN THE “M” RECORD WE HAVE INSERTED THE MANAGEMENT COMPANY, LAW FIRM, OR DEVELOPER FIRM NAME. Additionally, we try to maintain up-to-date management company and other related business entity contact records, and where we have a more current physical address for the company, than that listed in the latest corporate filing, we have substituted the new address.
President's Record
Please note. The association president may have elected to receive all association related mail addressed, in their name, at the address of the Registered Agent/Management Company, which may be the Community Association Manager. CID-DATA.COM™ has no control over this selection. Where a management firm name could be identified - the name of the company is listed in the "CAREOF" field, in lieu of an individual.
Accuracy of the Data
Please note. The association president may have elected to receive all association related mail addressed, in their name, at the address of the Registered Agent/Management Company, which may be the Community Association Manager. CID-DATA.COM™ has no control over this selection. Where a management firm name could be identified - the name of the company is listed in the "CAREOF" field, in lieu of an individual.
Accuracy of the Data.
Our goal is to provide you the highest quality data at the most economical price. CID-DATA.COM™ data is derived from the corporate filings that Common Interest Developments (CIDs) submit to the Secretary of State. CID-DATA.COM™ has no control over the following activities, which may introduce inaccuracies in the data:
• How the registered agent for the association completed the form.
• Whether the registered agent submitted the form in a timely manner.
• The address used for the President. This address may also be the agent's address, if thenAgent (manager) filled out the form.
• The accuracy of the data as it was entered into the Secretary of State's master database by their data entry personnel.
• The accuracy of the data contained in the Secretary of State's master database at any given time. Some records indicate an active status code "1" but may not have been updated since
the last indicated file date, as the required filings, apparently were not submitted.
• If fields were left blank in the submission to Secretary of State, then the respective field in our database is empty.
• The scheduling of an association's annual meeting. Therefore the name of the President and the listed address may have changed during the time the latest version of the database was run and the time your order was filled.
We have however, reviewed all entries and conducted extensive quality assuranceto correct obvious inaccuracies in ZIP codes, misspellings, etc. in the original data received from the states Corporate records.
Special Note.
We have attempted to identify the builders/developers of new CIDs. These will usually be indicated by a CORPDATE that is one to three years from the publication date of each new database. Check the Agent “A” record for the name of the firm. When attempting to eliminate duplicate addresses from the President “P” record that may be management company addresses, keep in mind that you may want to keep those that are builder/developer records.
New CIDs
If a CID has recently been incorporated and the project is still in build-out, a board President may not have been elected and the "P" record will be blank. Additionally, there may or may not be an entry in the "FILEDATE" field. We suggest you also sort on the "CORPDATE" field to identify these new CIDs. There may be a 12 to 30 month or longer - build out window - for these new CIDs before they file a second report.
Using the Data
There are many uses for information contained in the CID-DATA.COM™ databases. They include: validation and verification of corporate filings; current corporate status; various statistical, business planning and marketing analyses; direct mail marketing - customize your own labels, envelopes, post cards; telemarketing in conjunction with a telephone number database; etc.
To meet your various needs we have provided a complete and unfiltered listing of associations which includes both active, delinquent, suspended , revoked and dissolved CIDs. Therefore you will need to filter and sort the data according to your business needs.
Direct Mail Marketing
If you are using the database for direct mail marketing - we suggest that you select the appropriate "ADDRTYPE" (A, M or P), a "CORPSTATUS" of "1" or "2" and a recent and reasonable date of filing - "FILEDATE" not more than eighteen (18) months back from the current date of the data, for the best results. Please note that even with a status of "delinquent", "suspended" or "revoked" the CID still physically exists. To determine new CIDs - sort on the "CORPDATE."While we have made every effort to help you ensure the best results for your marketing effort, based on the factors that we have no control over, we suggest you add "RETURN SERVICE REQUESTED" or "ADDRESS CORRECTION REQUESTED" to your promotional material.
Mailing Labels
We suggest that you use an 8-9 point font and a 1"x 4" label, as some association names are very long and this size label presents the best appearance. We recommend that you pre-print and review the label content, format and position on standard 8.5"x11" plain paper before printing the actual labels.
Telemarketing
If you plan to use the data for telemarketing, you may want to purchase a CD-ROM telephone number database such as "Phone Disc" or some similar product from your local software house, computer store or catalogue. There are also a number of directory type internet web sites that may offer assistance in obtaining telephone numbers.
Age of an Association
If you wish to determine the approximate age of a particular CID just subtract the original corporate filing date from the most recent filing date ("FILEDATE" -"CORPDATE") for an active association (CORPSTATUS code = 1).
We have also included the respective "COUNTY" location of the CID. You can sort on the "COUNTY" field and determine the number of CIDs currently on file for that county.
Installation Note
CID-DATA.COM ™ provides data to our clients on Compact Disc (CD) in two formats - Comma Delimited text (.csv); and in a Microsoft EXCEL (.xls) format
Compact Discs (CDs) are screened for viruses before shipping. However, we recommend you always screen for viruses when installing any CD or diskette in your computer!
Data format (.txt)
If the data file on the CD or diskette you receive has an extension of ".txt" it is a tab- delimited text file, and no expansion is required in either a Windows or Macintosh environment. This data file is ready to be placed on your hard drive and then imported into the data management application program you are using.
Data Format (.xls)
We are also providing the file in an Microsoft EXCEL (.xls) format. Field names are provided in the first row of the data. Please note, later versions of EXCEL have a capability for exporting the data into Microsoft ACCESS.
Importing the Data
The "tab-delimited format," allows you to import the data into virtually any database management or database (contact management) capable program you may have. The data fields in the application you are importing the data to, must match one-to-one with the eleven (11) data fields indicated on the first page of this 'help guide." Some applications will do this automatically. Please see the instructions for the particular application program you will be using. Please note, you will be able to manipulate the data to suit your various business needs in a data base management or contact management program. The data can be imported into spread sheet and word processing programs but your ability to filter, search, format, and manipulate the data may be very limited.
We recommend the use of a relational database management program such as Microsoft Access, FileMaker Pro or similar programs. These programs allow you to filter and select record data based on several parameters and have built-in layout/formatting capabilities for using the data in letters, and to print envelopes, labels, post-cards and more.
The "EXCEL (.xls)" data is ready to use and the field names are listed in the first row of the spreadsheet. Once you open the EXCEL file you may save it in any number of other formats to suite your needs.
Using the CID-DATA.COM™ Databases
After you have imported the data into your database application program, please take a moment to review and become familiar with the contents. Then review the database application program documentation to understand the capabilities of the program to sort, filter and manipulate the data for analysis or to produce labels, lists and other formats for the information that you may require.
Technical Assistance
Limited technical assistance is provided by calling 1-800-350-8333 between 9:00 AM-12:00 PM PST or by e-mailing support@cid-data.com. Instructions for importing the data files into Microsoft Access are included on the CD.
USE OF THIS DATA CONSTITUTES AGREEMENT TO THE FOLLOWING CONDITIONS
Copyright
CID-DATA.COM™ - Databases are copyrighted and provided for your sole use. You may not assign, transfer, distribute, or copy and resell the data to a third party. You may not use the data, in whole or in part, as a derivative or basis for another product, without the express, written permission of CID-DATA.COM™.
Hold Harmless Notice
By using your CID-DATA.COM™ - Databases, you agree to hold CID-DATA.COM™ and all associated parties harmless for any damages in using the data or software. The data files and diskette or CD ROM are provided to you on an "as-is" basis. CID-DATA.COM™ disclaims all other warranties, either expressed or implied, including but not limited to warranties of merchantability and fitness for a particular purpose with respect to the data or accompanying written materials. CID-DATA.COM™ does not warrant or guarantee, or make any representations regarding the use or the results of the use of this product. In no event will CID-DATA.COM™, its owners, employees or agents, be liable to you for any consequential or indirect damage resulting from the use of this product.
Damaged/Unreadable CD - Policy
In the rare event you receive a damaged or unreadable CD , please return the original CD to us, so that we can determine the cause of damage, and we will provide you a replacement.