Table of Contents. About ONBIS Accessing Cyberbahn Services Ordering Reports... 3 Advanced Search Viewing Reports...

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2 Table of Contents About ONBIS... 1 Accessing Cyberbahn Services... 2 Ordering Reports... 3 Advanced Search... 9 Viewing Reports Amalgamated Companies Ordering Microfiche No Record of Name BNLP Searches Printing Summary of Orders Report Types... 24

3 About ONBIS (Ontario Corporate Searches) ONBIS is an acronym for Ontario Business Information Systems. The ONBIS database contains information that has been recorded by Ontario Companies and Personal Property Security Branch on all: Ontario Corporations incorporated under the BCA (Business Corporations Act companies issuing shares), the Corporations Act not forprofit corporations) and Extra Provincial Corporations registered to do business in Ontario. The following are the types of the corporations that may be found in the database: Ontario Business Corporation B Ontario Corporation Non Share C Credit Union D Insurer F Social Club with Share G Social Club Non Share H Co Operative Non Share J Co Operative with Share M Condominium Co. P Loan and Trust Co. Other W Agencies, Boards Z Non Filers 1 Extra Provincial K E.P. Foreign with Share R Federal Corp. with share S Federal Corp Non Share T E.P. Foreign Insurer U E.P. Foreign Non Share X E.P. Domestic Non Share Y E.P. Domestic with Share The searches available within this service are ideal if you require a copy of a company s incorporation documents, a Certificate of Status, a Corporate Profile to confirm officer(s)/director(s) and registered head office address, and a Document List to confirm filings. Some of the additional benefits of this service include: Free access to the Electronic Corporate Index (ECI) a database of all registered corporations, their date of incorporation and status Multiple ordering and printing of reports Invoice generation for each report Instant results on reports/certificates that are ordered All reports in PDF format Words or reports written in underline in the database are a hypertext link to additional information. Clicking a link retrieves an explanation of an acronym, term, or what might appear in a report that the user would like to order. Utilizing this feature answers many questions that are often asked by users and may eliminate the need to call for support.

4 Accessing Cyberbahn Services To access the Corporate Cyberbahn Services, follow these steps: 1. Open your browser and enter: into the address line. 2. Select Cyberbahn from the Sign in box. 3. Enter your username and password into the fields provided and click Sign In. Enter your sign in information here Figure 1 Tip: Select Remember my Login Information to save your username and password on your computer. However, doing so allows anyone using your pc to easily access your account. 2

5 Ordering Reports 1. Click ONBIS Searches located at the top of the left column of the Cyberbahn Services (Main Menu) page. ONBIS Searches Figure 2 2. Enter the corporate name, number, or keyword(s) of the corporate name and click Cyberbahn ECI. Click these links for help with entering search terms Figure 3 3

6 3. If the corporation is in the Cyberbahn ECI database, it appears on the results list. The ECI database is updated weekly; however, if a report is ordered, the report is current to the date and time that the order was placed. This means that the information you receive is the most current that is on file at the Ministry. Note: If you are requesting a report where you know that changes have been made less than a business week ago, click the MGS ECI button to search the Ministry s ECI database for the most current information. If there is more than one match to your search terms, all matches will be listed. Click the corporate name you want to search against and skip to step 5. If you do not see the corporate name you are searching against, click the MGS ECI button to search the Ministry s ECI database. Note: It is possible that the status shown is not accurate. This often occurs if the corporation s status has recently changed (i.e. amalgamation, dissolution). This status is simply for your convenience and does not affect the final reports you will receive. Figure 4 4

7 4. The MGS ECI result page will list exact and similar matches. Click the corporate name you want to search against. If you do not see the corporate name you are searching against, or you are unsure of the exact corporate name or number, you may use the Advanced Search feature. See Advanced Search on page 8 for more details. You may also click New Search if you would like to try searching another name or a variation of that name. Note: If you are positive that you have the correct corporate name and it is not listed, you may order a Certificate/Statement of No Match by clicking the No Record of Name button. See No Record of Name on page 20 for more details. Figure 5 5

8 5. After selecting the corporate name, a page showing the corporation particulars will appear. Ensure this is the corporation you wish to search against and click Proceed. Note: Make sure the status of your corporation is Active in order to pull the most current corporate records. If the status is Amalgamated click Next Amalgamated until your status reads Active (you may have to click it more than once). If the corporation has been involved in an amalgamation, the Amalgamation Chart button will be available. See page 12 for instructions concerning amalgamation charts. Figure 6 Active Corporation Figure 6.1 Amalgamated Corporation Figure 6.2 The Active Corporation (Donald Duck Inc.) 6

9 6. Enter a personal reference number into the matter/file/docket number field and, using the checkboxes, select the reports you want to receive. Select your preferred language English or French and then click Process. Note: You may click on the hyperlink to view additional information for the report type. Click the report name to view report details A certified copy is available Figure 6 7. The government disbursement and Cyberbahn fees will be displayed along with your account balance. Click Send Results to Screen or Send Result to Reports. Click to display your reports immediately Figure 7 7

10 8. After the transaction processing is completed, you may order another report for the same corporation name, return to the search page to search a different corporate name or view your report(s). Figure 8 NOTE: Do NOT click the Back or Forward buttons while you are on the Processing page as it will result in the report being re ordered. 8

11 Advanced Search Advanced Search allows you to search a corporation when you do not know the complete or exact corporate name. With Advanced Search, you can perform more flexible searches than just an exact match. The types of searches are: Name Contains Selecting this search option finds your request between two words in the name of the Corporation. Example: ABC. The following results will be returned: The ABC Company Limited John Smith s ABC Centres Ltd. New ABC Holdings Corp. Note: If you want to find a corporation that starts with ABC, for example ABC Cars Limited, then go to the Corporate Search ECI page, enter the name into the Corporation Name Field and select one of the ECI buttons. Similar Name Selecting this search option finds similar corporate names to the requested name even if certain words were incomplete or not entered into the request field. Example: DOOR AND BIG WINDOW. The following results will be returned: New Door and Biggest Windows by Jake Inc. The Doors and Big Windows Ltd. 1st Doors and Big Windows Ontario Corporation Including Punctuation and Other Marks Selecting this search option finds corporations that begin with the letters you have inputted into the Ontario Corporate Name field when punctuation marks and other marks are used within the first word of the inputted characters. Example: ABC Research. The following result will be returned: A.B.C. Research Auto Limited A, B, C, Research Corporation A B C Researches Ltd. A & B & C Research Limited A + B = C Research Ontario Ltd Note: If you want to find a corporation called ABC Research, then go to the Corporate Search ECI page, enter the name in the Corporation Name Field and select one of the ECI buttons. 9

12 1. To perform an Advanced Search, click the Advanced Search button located on the ECI results page. Figure 9 2. Enter the portion of the corporate name you know, select the type of search you want to perform, and then click Cyberbahn ECI. The result page will appear identical to the normal Cyberbahn ECI results. If there is more than one match to your search terms, all matches will be listed. Figure Proceed to order a report by following instructions on page

13 Viewing Reports 1. To view your reports, click Reports located on the Toolbar at the top of the ONBIS screen. Reports Figure 11 Reports are generated immediately but can sometimes take a few minutes to complete. Order Summary Refresh Status Status Reference number Amalgamation Details Use the checkboxes to view a range of reports by selecting the first and last search Figure 12 Click Security Searches to continue your due diligence 2. Find your new transactions in the reports list. If the status is shown as Pending, click the Refresh button near the top of the page occasionally until the status is shown as Success. 3. Click the transaction s Reference number to view the report. 11

14 Figure Save the report to your hard drive and/or print it immediately. Note: Reports are stored for five days only. If you would like to have your reports stored for a period of up to 6 months, simply access the Administration Panel on our main services page, select View/Set Permissions and accept/agree to the six month data storage. Please note that the six month storage begins from the day of extended storage acceptance. The data storage consent option is available through account administrator only. Upon acceptance by an administrator, all users on the account will benefit from increased report storage. After you have finished viewing the report, click Reports on the Toolbar to return to the reports list to view your other reports. The default view for the Reports section lists only those reports generated within the previous hour. To view previously requested reports, click Reports Search at the bottom of the screen or the Search reports by drop down list at the top of the screen. 12

15 Figure 14 Reports Search 5. In the Select Time section, select the time period that relates to the report you want to retrieve. In the Select Type section, select All to see all reports from the last five days. If you want to narrow the search, enter the corporate name and/or reference number used for the report into the Search By section. 6. Click the Search button to see the reports list. Figure 15 13

16 Amalgamated Companies 1. In order to pull the most current corporate report, the status of the corporation must be Active. Corporation s status: Amalgamated Number of amalgamating corporations Next Amalgamated Figure Click Predecessors List to see all predecessor companies and to order corporate profiles for each company, if you wish. Corporation s status: Active Amalgamation Chart Predecessor List Figure 17 14

17 3. Click Amalgamation Chart to view the corporation s history. 4. Enter your personal reference number into the Matter/File/Docket field and then click Proceed. Figure A tree containing all of the corporations related to the amalgamation appears. Expand / collapse a section Click to see corporation s details Figure 19 Amalgamation date 15

18 6. To view, print or save a PDF of the amalgamation chart, click Print Chart in PDF. 7. To order reports, using the checkboxes, deselect the corporation(s) you do not want from the list. 9. Click Request Reports. Enter your matter/file/docket number into the field provided and using the checkboxes, select the reports you want to receive. Select your preferred language English or French and then click Process. Please Note: The report you select to order will apply to the complete list of Company Names selected. Click this link to see what s included in the report Figure 20 See Report Types on page 25 for detailed information on each report. 8. Confirm the corporation names and fees and then click Proceed. Figure 21 16

19 9. Click the Reports button located on the Toolbar at the top of the screen or at the bottom of the page to view your reports. Alternatively, click Order another Report to order a different report for the same set of corporations. Figure 22 17

20 Ordering Microfiche 1. The first four steps are the same as for Ordering Reports. See pages 3 8. Here is a recap: Enter the corporate name, number, or keyword(s) of the corporate name and click Cyberbahn ECI. If the corporation is in the Cyberbahn ECI database, it will appear on the results list. Select the corporate name you want to search against. After selecting the corporate name, a page showing the corporation particulars appears. Ensure this is the corporation you wish to search against and click Proceed. 2. Enter your firm's matter/file/docket number. 3. Select Microfiche and Microfiche Electronic Copies. (When Microfiche Electronic Copies is selected, Microfiche becomes grayed out.) Microfiche / Microfiche Electronic Copies Figure Select the types of documents to be copied and how you would like to receive the original microfiche and click Process. 18

21 Figure Confirm the order and click Proceed. Figure 25 19

22 NOTE: Do NOT click the Back or Forward buttons while you are on the Processing page as it will result in the report being re ordered. 6. Click on Reports at the top of the page or Go to Reports at the bottom of the page to view your report lists. Please Note: Microfiche Scanning requests will be invoiced upon processing. Microfiche copies take a minimum of 3 business days (from order date) to be completed. 20

23 No Record of Name 1. If the corporate name is not listed on the MGS ECI result page, and you are positive that you have the correct corporate name, order a Certificate/Statement of No Match by clicking the No Record of Name button. No Record of Name Figure Enter your details into fields provided. Choose a report(s) and click Process. Figure Confirm your order and click Proceed. 21

24 Figure A confirmation page appears indicating that your order has been submitted. Click the appropriate button at the bottom the page to continue. Figure 30 22

25 BNLP Searches BNLP searches are searches conducted on an unincorporated business name or limited partnership registered under either the Business Names Act or the Limited Partnerships Act. You would request these searches to retrieve list of documents filed to business names and limited partnerships and to retrieve additional business names registered or renewed by the firm since July Click BNLP Search on the Toolbar at the top of the screen. 2. Enter your BIN # and matter number into the fields provided. 3. Select the report you require and your language of preference and click Process. BNLP Search Click a link for details about the report Figure Confirm your order and click Send Result to Screen to view your report. Figure 33 23

26 Printing Summary of Orders 1. Select any completed transaction by selecting the checkbox. 2. Click on Order Summary to view a summary of fees associated with your transaction. Order Summary Refresh Status Figure 34 Reports are generated immediately, but can sometimes take a few seconds to complete. Figure 35 24

27 Report Types Corporation Profile Report The Corporation Profile Report displays current information on the public record for the subject corporation. All active directors and officers are listed. Some historical information, such as amalgamating corporations, where the subject corporation is an amalgamation, and name history, is included in the report. Corporation Document List The Corporation Document List identifies all documents filed by the corporation on or after June 27, Where the information has been recorded in ONBIS, this report also identifies the name of the person authorizing the filing of a document filed under the Corporations Information Act. Corporation Business Names List The List of Current Business Names Registered by a Corporation sets out all business names registered or renewed by the corporation within the last five years. The business name, Business Identification Number (BIN), registration date and expiry date are included on this report. Please note, only active business names are listed. If more information on the business name, such as status of the registration, business address, activity, etc., is required, please order a Business Names Report under the BNLP search page. Point in Time This report sets out information filed by the corporation on or after June 27, 1992 as recorded on ONBIS, up to the As of date specified by the client. All active directors and officers are included. As well, where directors and officers are reported as ceased via a CIA document filed on the As of date of the report, they are included as inactive administrators on the Point in Time Report. Where Other appears on the report under the heading Officer Type, the rider contains the statement: Please note that when the same individual holds multiple other untitled officer positions, as indicated on a Form 1 under the Corporations Information Act, only one of these other untitled positions held by that individual will be reflected on the report. For complete information, contact Companies Branch. Some historical information such as amalgamating corporations, where the subject corporation is an amalgamation, and name history are included in this report. Certificate of Status The Certificate of Status provides the current status of the corporation. 25

28 Certificate of Non Filing The Certificate of Non Filing is issued based on information recorded in ONBIS on or after June 27, 1992 when a corporation has not filed under the Corporations Information Act. Additional historical information may exist on the Companies and Personal Property Security Branch corporate microfiche. Certificate of No Record The Certificate of No Record is issued if there is no record of the corporation in ONBIS. Microfiche The microfiche is part of the official public record and provides incorporating and amending documents. It does not provide a complete and current record. The following documents will NOT appear on the microfiche record: (a) Initial Notices/Initial Returns for Ontario corporations filed after December 31, (b) All Notices of Change filed after December 31, (c) 1994/1995 Special Notices (Year 3). (d) Notices of Intention to Dissolve/Notices of Opportunity to be Heard and Cancellation Orders for Failure to file a Special Notice or Annual Return. (e) 1995 Annual Returns and forward. BNLP Searches BNLP refers to an unincorporated business name or limited partnership registered under either the Business Names Act or the Limited Partnerships Act. Document Replica The Document Replica is an electronic duplication of any one specific BNLP document (i.e. new, renewal, amendment/change and cancellation/dissolution/withdrawal) filed in the last 5 years for a business name or limited partnership. BNLP Document List The BNLP Document List is available for sole proprietorships, general partnerships, corporation business names, limited partnerships, limited liability partnerships and partnership business names registered on or after April 1, This report sets out all documents that have been filed in relation to the business name or limited partnership registered, including the filing date for each document. Partnership Business Names List The Partnership Business Names List sets out all additional business names registered or renewed by the firm since July Thomson Reuters Canada Limited