This is your area to ask and get answers to questions that may help you better understand and use the CID Registry of California™ databases. E-mail questions to mpanda1@san.rr.com. A "Help Guide" CAREADME file is provided on the CD and also see "Instructions for Using the Data" on this site. Be sure to read before attempting to use the data.
Q. Where do the CID Registry of California™ databases come from?
A. The CID Registry of California™ database is synthesized from California corporate filings and in-house databases of management and other related entities.
Q. Why are there three records for each CID?
A. Three records are provided to assist you in you business planning and marketing efforts. The "A" and "P" records are perhaps the most important. For example, over the years we have built a comprehensive database of management companies in California and other states and about two years ago we began substituting the name of the company for the individual designated as the "Agent for Service" in the S/I-100 submission. This is an evolving process as new companies are formed and others are acquired and merged. The "P" records indicate the name of the CID president and the address listed for them in their corporate filing. As we have noted in the Help Guide - this address may be the management company's, deveoperes or law firm's address. So, how does this help you? First when you sort the "A" records by address and we have been able to identify the name of the management company, developer or law firm and you will have the latest contact address for the firm. In the case of a management company - you can see approximately how many CIDs are managed by the particular company. Based on that information - you can choose how to spend your time marketing particular firms with your products or services that may give you the best return on your time investment. In the case of marketing the Presidents - if you sort the "P" records by address and eliminate duplicate addresses you then have a single unique address for each remaining President's record. In California, the split is almost 50-50 as to managed and self-managed. The "M" record is provided to give you an additional source of information. In most cases the "CAREOF" field is blank and the address may be a post office box.
Q. What use is the "FILEDATE"?
A. The "FILEDATE" is very important. It tells you the date that the CID last filed with the Secretary of State and essentially how old the data is. You will find some records that have a CORPSTATUS =1 and the FILEDATE is several years old. This happens when the CID changes their management company or agent and they do not file a new S/I 100. The Secretary of State keeps sending the renewal to the address on record and takes no action to change the status of the corporation. Because of the change in corporate filing from annual to biennial in 2000 (every two years). We recommend you use a FILEDATE range of not more than thirty (30) months to (3) years from the data of publication of our data.
Q. How often must a corporation file in California?
A. A corporation must make an initial filing. Effective January 1, 2000, California changed the corporate filing requirement from each year to every two years, on approximately the anniversary of the initial filing. Additionally, the revised code states that if you change "Agent for Service" you must file an new S/I-100. If you change directors - you may file a new S/I-100. The result has been some confusion as to just when to file.
Q. How can I tell how old a CID is?
A. The "CORPDATE" indicates the date the CID first filed as a corporation in the state of California and provides the approximate age of the community.
Q. Why is all of the data in upper case?
A. This is a very good question. Our only answer is that we want to provide the data in a standardized format and upper case is the easiest way to do it.
Q. How can I tell how old the data on the CD is that I receive?
A. The date of our last data run is printed on the CD label, on your invoice and on the web site. The age of an indivdual record is provided in the "FILEDATE" field.
Q. If a CID has a STATUS code = 2 (suspended) is that data still usable?
A. The answer is maybe! The corporation has been suspended for some reason, usually by the Franchise Tax Board and that action suspends the CIDs "active" corporate status. Does this mean that the CID disappears - no, and the Association and Board are still there. If you want to market a suspended CID be sure to look at how old the information is - see the FILEDATE.
Q. What can I do with your data besides making mailing labels?
A. As you can see from responses to other questions, there is more to using The CID Registry of California™ data than just making labels for direct mail marketing. We hope you will use our data to develop and impement marketing strategies appropriate to your business area.
Q. What is the best way to manipulate the CID data?
A. The best way to use the data is with a relational database management program such as Microsoft Access, FileMaker Pro or similar programs. These programs allow you to input the data and manipulate and sort it using multiple parameters. They also allow you to make templates for labels, envelopes and the ability to integrate the data into marketing letters, post cards, mailers etc. The next in the hierarchy of flexibility are contact management programs. Next is Microsoft Excel, a spread sheet program that allows you to sort data on three selected parameters. Proficient users can easily make labels. Finally, the bottom of the rung of flexibility are word processing programs.We provide instructions for importing our data into Microsoft Access (97) on the CD.
Q. Some of the CIDs have only an "A" Agent record and an "M" mailing address record - why?
A. This usually indicates a new CID and one that is still in build-out and has not turned over to the homeowner board. Usually, the CORPDATE will be recent - one or two years old. Where we have been able to identify the developer we have substituted the company name for an individual's name.
Q. Why do you provide the data in both comma delimited ASCII text and Microsoft Excel formats?
A. Originally, our databases were provided only in comma delimited ASCII text. A couple of years ago we added the Microsoft Excel format because we wanted you to be able to see the data immediately and become familiar with the content. Most relational database management programs allow you import the data either from either the comma delimited text file or the MS Excel file.