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Party Information and Formatting Requirements

DAT File Error Correction Guide
Party Information and Formatting Requirements

Principal Defendant Social Security Number Validation

Description

SSN validation errors occur when the Social Security Number field is missing, malformed, contain invalid values, include punctuation, or fails required numeric rules.

Correction Requirements

  • SSN must contain exactly 9 digits when required.
  • Hyphens must be removed
  • All-zero SSNs are invalid.
  • If only 1 defendant, then Principal Defendant SSN-2 cannot be zeros (000000000); Blank Fill
  • SSN fields must be blank filled if allowed per EDP File Layout specifications

Correct Examples

Field Name

Instructions

Principal Defendant SSN -1

Required Format: 111223333 No hyphens

Principal Defendant SSN -2
  • Only required when TWO names are present in “Name of Defendant(s)” Format: 111223333 No hyphens
  • If only 1 defendant- Blank fill.
  • DO NOT fill in with zeros (000000000)

Common Invalid SSN Values

Invalid SSN

Reason

000000000

All zeros

111111111

Repeated placeholder value

123-45-6789

Contains hyphens

12345678

Only 8 digits

1234567890

10 digits

12345AB89

Contains letters

123 45 6789

Contains spaces

999999999

Placeholder or invalid reserved value

Plaintiff and Attorney ID Number Requirements

Description

Plaintiff and Attorney ID number errors occur when required identifiers are blank, duplicated, malformed or contain invalid characters.

Common ID Fields

ID Type

Rules

Submitting Agency Federal ID Number

REQUIRED Format: 111223333 No hyphens

Plaintiff ID Number

REQUIRED when they are the Payee Designator

  • FEIN or SSN Format: 111223333 No hyphens

Plaintiff Attorney ID Number

REQUIRED when they are Payee Designator

  • FEIN or SSN Format: 111223333 No hyphens

ID Examples

Incorrect Example

Reason

Corrected Example

999999999

Missing required ID

123456789

12345678

Incorrect length; 9 digits required

111223333

123 45 6789

Contains spaces

123456789

111-22-3333

Hyphen invalid

111223333

F112234455

Letter invalid

112234455

1112244444

Incorrect length; 9 digits required

111224444

Name Requirements

Description

Name errors occur when Defendant/Plaintiff/Attorney names are missing, placed in the wrong fields, contain invalid characters, exceed field length limits, or fail minimum identification requirements.

Correction Requirements

  • Use LAST FIRST INITIAL format
  • Use LAST FIRST INITIAL & FIRST INITIAL when multiple individuals are listed
  • Must be in alphabetical order by last name from A to Z
  • Business names must appear in the name field when applicable.
  • Name fields must not contain titles
  • Name fields must not contain punctuation that is prohibited by the specification.
  • Include suffixes such as Jr, Sr, II, III, IV
  • When two defendants are present, use the “&” symbol instead of spelling out AND

Correct Examples

Party Type

Correct Example

Individual

SMITH ROBERT J

Two defendants

SMITH ROBERT J IV & JANE G

Business

Business Name: ACME FINANCIAL SERVICES LLC

Incorrect Examples

Incorrect Example

Reason

Corrected Example

JR SMITH ROBERT J

Suffix in last name field

SMITH ROBERT J JR

DR JOHN JONES

Title included in first name

JOHN JONES

O'NEIL MARY

Apostrophe is invalid

ONEIL MARY

ACME & CO

Ampersand is invalid

ACME AND CO

Address Requirements

Description

Address errors occur when address fields are blank, incomplete, placed in the wrong fields, contain invalid characters, exceed length limits, or fail postal formatting requirements.

Correction Requirements

  • Street address is required when the EDP specification requires party address information.
  • City must be present when required.
  • State must use the approved two-character abbreviation.
  • ZIP Code must contain 5 digits or ZIP+4 format
  • Avoid commas, special characters (#, periods),
  • Address fields must not exceed maximum length.
  • Do not enter placeholder addresses such as DECEASED, UNKNOWN, N/A, or NONE

Address Examples

Incorrect Example

Reason

Corrected Example

Address Line 1: blank

Missing street address

123 MAIN ST

City: blank

Missing city

SPRINGFIELD

State: ILLINOIS

State must be 2-character abbreviation

IL

State: I

State abbreviation incomplete

IL

ZIP: 6270

ZIP Code too short

62704

ZIP: 6270412345

ZIP Code too long

627041234

ZIP: 62704-1234

Hyphen invalid only ZIP+4 required

627041234

Address: 123 Main St. #4B

Period and number sign invalid

123 MAIN ST APT 4B

Address: UNKNOWN

Placeholder invalid

Valid address required

City: ST. LOUIS

Period invalid

ST LOUIS