- GENERAL INFORMATION
- The following specifications are general requirements for tape and diskette reporting. A completed AP-1 Form must be submitted along with the report, regardless of the filing medium.
- Magnetic Tape
- Cartridge: IBM 3480 type cartridges, no compression
- Reels: Nine-track magnetic tape, density of 1600 or 6250 BPI
- Data Format: EBCDIC or ASCII
- 577 bytes per record
- 14 records per block or 8078 bytes per block
- All numeric fields must be right-justified, zero filled
- All alphanumeric fields must be left-justified, blank filled
- No packed numeric fields
- Diskettes must be high-density (1.2MB or 1.44MB) and IBM PC/AT compatible.
- The file must be in ASCII format with no imbedded control characters or hexadecimal values.
- Each record must be separated by a Carriage-Return and Line-Feed (CR/LF).
- All numeric fields must be right justified, zero filled.
- The report should be the only file on the diskette and must be in the root directory. (See section on submitting multiple holder reports on a single diskette.)
NOTE: All tapes and diskettes must include an external label with the preparer's name and telephone number. A hard copy of the report must be sent to assist us in interpreting the data and correcting minor errors.
- Record Types and Descriptions
The NAUPA standard for reporting unclaimed property is based on four record types:
- HOLDER: Contains information about the holder responsible for the report
- PROPERTY: Contains information about each property and the primary owner of each property
- PROPADD: Contains information about additional owners, if any, of same properties
- SUMINFO: contains summary information about each holder report
If TR-CODE = 1, then it is a HOLDER record
If TR-CODE = 2, then it is a PROPERTY record
If TR-CODE = 3, then it is a PROPADD record
If TR-CODE = 4, then it is a SUMINFO record
REMEMBER: All four record types must be 577 bytes in length. The first byte of each record will contain a TR-CODE as explained above. The remaining 576 bytes contain the various fields in the data set. All fields are a fixed length. Since all records MUST be 577 bytes, excess space in a field or record must contain filler (blank fill if alpha field, zero fill if numeric field). This is the template upon which all records must be based.
Refer to the description &comments column in the record layout for each record type, where the specifications will state whether a field is mandatory, required, or optional. If the field is marked "M" for "mandatory" , data must be supplied or the report could be rejected. If the field is marked "R" for "required" , information must be provided if known. Required information is usually required by law or regulation. If the field is marked "O" for "optional" , the information is desired.
- Multiple Holder Reports
- Since the PROPERTY, PROPADD and SUMINFO records contain no fields linking them with a specific holder record, using a single magnetic tape or diskette for multiple holder reports requires careful handling. If multiple holder reports are put on a single tape or diskette, holders MUST follow the instructions below:
- Magnetic Tape (Reel or Cartridge)
- The HOLDER record for the first holder report must be the first record on the tape or cartridge, and the SUMINFO record must be the last record in that holder report. ALL PROPERTY and PROPADD records located between the HOLDER and SUMINFO records will be assumed to belong to that HOLDER record.
The HOLDER record for the second holder report should be the first record after the SUMINFO record for the previous holder report. The same criteria will hold true for the next holder report, and so on.
- Multiple holder reports may be included on a single diskette, using one of the options listed.
OPTION 1: Each holder report is located in a separate file in the root directory.
OPTION 2: All holder reports are in the same file in the root directory. The holder report must be the first record in the file, and the SUMINFO record must be the last record in that holder report. All PROPERTY and PROPADD records located between the HOLDER and SUMINFO records will be assumed to belong to the HOLDER record. The HOLDER record for the second holder report should be the first record after the SUMINFO record for the previous holder report. The same criteria will hold true for the next holder report, and so on.
- ADDITIONAL FORMS OR DISKETTE PACKAGE REQUESTS
- You may download additional AP-1 forms file size 1MB , photocopy a blank form, or write the Treasurer's Office for extra forms. If you wish to request a preformatted diskette package, at no cost to the holder, please contact the Treasurer's office. Copies of the Unclaimed Property Law are available from the Treasurer's Office by writing or calling. You may also access Unclaimed Property Law on-line.
- The National Association of Unclaimed Property Administrators approved revisions to the NAUPA Standard Electronic File Format at its Annual Meeting on July 14, 2002 in St. Louis. The new format will become effective on November 1, 2003.
Visit NAUPA, the National Association of Unclaimed Property Administrators, to learn about national requirements for holders.