1.1  The Physical Space Housing the Records

Active Records Area

Main Offices

 County Clerk R1 Map Room, R2 Mid-Room,  R3 End-Room

Inactive Records Area A

Assessor Boiler Room

County Clerk R4 Clerk Room, R5 File Room, R6 Basement Flood Room

Inactive Records Area B

Assessor Downstairs Room

Assessor hallway leading to boiler room A Room 3

County Clerk R7 Basement Holes Room, R8 Basement Open, R9 Basement Closet

1.1.A  Temperature (in degrees Fahrenheit)

Assessor main office-  76/ business unit upstairs- 75/

Machine room-71/ map room-75

Circuit Clerk 75

County Clerk R1 71, R2 71, R3 71

Sheriff

Prosecuting Attorney 74

Assessor 71

Circuit Clerk

County Clerk R4 69, R5 72, R6 71

Sheriff

Prosecuting Attorney 73

Assessor 74/ R3- 74

Circuit Clerk

County Clerk R7 69, R8 69, R9 70

Sheriff

Prosecuting Attorney 73

Humidity (record as % relative humidity)

Assessor  51/BU-46/ machine room- 44/ map-44

Circuit Clerk 31

County Clerk R1 40, R2 44, R3  44

Sheriff

Prosecuting Attorney 31

Assessor 44  boiler room

Circuit Clerk

County Clerk R4 51, R5 44, R6 59

Sheriff

Prosecuting Attorney 31

Assessor 46/ R3-46

Circuit Clerk

County Clerk R7 50, R8 50, R9 50

Sheriff

Prosecuting Attorney 31

1.1.B Windows  (record as yes/no)

Assessor yes/BU-no/ MR-no/ map-yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Assessor no

Circuit Clerk

County Clerk  no

Sheriff

Prosecuting Attorney yes

Assessor no/ R3-no

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney yes

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor no/BU-no/ MR-no/ map-no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Mold – inactive (record as yes/no)             

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk

County Clerk R4 yes, R5 no, R6 no

Sheriff

Prosecuting Attorney no

Assessor no/R3 -yes

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney no

Moisture, Dampness (record as yes/no)                 and note where

Assessor no/BU-no/ MR-no/ map-yes

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor yes

Circuit Clerk

County Clerk R4 yes the ceiling is leaking, R5 no, R6 no

Sheriff

Prosecuting Attorney no

Assessor no/ R3-walls

Circuit Clerk

County Clerk R7 walls and ceiling

Sheriff

Prosecuting Attorney no

Animals – alive  note kind                            

Assessor  yes paper mite/BU-no/ MR-no/ map-no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor no/R3-no

Circuit Clerk

County Clerk R7 mice

Sheriff

Prosecuting Attorney no

Insects – alive  note kind

Assessor –no/BU-no/ MR-no/ map-no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor yes roaches

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor yes roaches/ R3-no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Insects – past note kind                                

Assessor yes termites and roaches/BU-NA/ MR-no/ map-no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor yes roaches

Circuit Clerk

County Clerk R4 no, R5 no, R6 yes roaches and spiders

Sheriff

Prosecuting Attorney no

Assessor yes roaches/R3 no

Circuit Clerk

County Clerk yes roaches

Sheriff

Prosecuting Attorney no

Dust or grime on records

Assessor  no/BU-no/ MR-no/ map-no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor yes

Circuit Clerk

County Clerk R4 yes, R5 no, R6 yes

Sheriff

Prosecuting Attorney no

Assessor yes/R3-yes

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney no

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes/BU-yes/ MR-no/ map-no

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Assessor no

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney yes

Assessor yes/R3-no

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney no

1.1.E Type of security systems in place

 

 

 

Locked or limited access to areas with records (record as yes/no)

Assessor yes/BU-yes/ MR-yes/ map-no

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Assessor yes

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney yes

Assessor yes/R3-yes

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney yes

Secured doors/windows  (record as yes/no)

Assessor yes/BU-yes/ MR-yes/  map-NA

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Assessor no

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney yes

Assessor-no/R3-no

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney yes

 

 

 

Comments:

  In room four of the County Clerk office pieces of the ceiling are scattered on the records due to water leaks.

  In county clerk room six all of the records have been destroyed by a flood.  The dockets in room six bow over. Room six is also filthy and roach carcuss’ are everywhere. 

Room seven has spores growing off of the DOCKETS; mold is growing on almost everthing.  There are huge holes in the walls of this ROOM THAT LED YOU further under the courthouse.  Many of the records in this room have been destroyed because of neglect.

 County clerk room eight is filthy.  The boiler Room contained ash trays and cigarettes.

 

 

1.2, 1.4, and 1.5 Quantity of Records Held and Condition of Records                                         

Location

Record Type

Volume

Condition

County Clerk room 1

Land

255 docket

Clean

County Clerk room 1

Assignment

33 dockets

Clean

County Clerk room 1

Judgment liens

84 dockets

Clean

County Clerk room 1

Bond

27 dockets

Clean

County Clerk room 1

Fiduciary supplement

46 dockets

Clean

County Clerk room 1

Misc. records

40 dockets

Clean

County Clerk room 1

Records

11 dockets

Clean

County Clerk room 1

Mechanic liens

4 dockets

Clean

County Clerk room 1

Certificate numbers

4 dockets

Clean

County Clerk room 1

Land cases

4 dockets

Clean

County Clerk room 1

General elections

2 dockets

Clean

County Clerk room 1

Maps

Stored in 4 metal cabinets 3ft linear each

Clean

County Clerk room 2

Fiduciary records

232 dockets

Clean

County Clerk room 2

Certificate of corporation

276 dockets

Clean

County Clerk room 2

Discharge record

31 dockets

Clean

County Clerk room 2

Judgment liens

58 dockets

Surface dirt

County Clerk room 2

Tax liens

84 dockets

Surface dirt

County Clerk room 2

Judgments

32 dockets

Surface dirt

County Clerk room 2

Corporations

56 dockets

Clean

County Clerk room 2

Fiduciaries

562 dockets

Surface dirt/Torn

County Clerk room 2

Fiduciary orders

24 dockets

Clean

County Clerk room 2

Land

14 dockets

Clean

County Clerk room 2

Financing statements

28 dockets

Clean

County Clerk room 2

Power of attorney

28 dockets

Clean

County Clerk room 2

Trust deeds

2,300 dockets

Clean

County Clerk room 2

Grantor deeds index

168 dockets

Surface dirt

County Clerk room 2

Index to releases

27 dockets

Clean

County Clerk room 2

Grantor legal documents

40 dockets

Clean

County Clerk room 2

Grantor index to deeds and liens

88 dockets

Clean

County Clerk room 2

Trust deed index

98 dockets

Clean

County Clerk room 2

UCC

37 dockets

Clean

County Clerk room 2

Releases

560 dockets

Clean

County Clerk room 3

Deeds

1037 dockets

Clean

County Clerk room 3

Lease

244 dockets

Clean

County Clerk room 3

Report of sales under trust deeds

37 dockets

Clean

County Clerk room 3

Assignments

122 dockets

Clean

County Clerk room 3

Financial statements

5 dockets

Clean

County Clerk room 3

Change of name

1 dockets

Clean

County Clerk room 4

Release

317 dockets

Surface dirt/Mold

County Clerk room 4

Certificate of corp.

3 dockets

Mold

County Clerk room 4

Trustees of church

8 dockets

Mold

County Clerk room 4

Discharge records

15 dockets

Surface dirt/Mold

County clerk room 4

Misc. records

4 banker boxes

Pieces of ceiling

County clerk room 5

Probate

2- 15ft linear  7 ˝ ft height  8 shelves x 10” machine holding rows of open file folders

Clean

County clerk room 5

Probate files

25 non standard boxes 8ft linear

Clean

County clerk room 6

Marriage license

Dockets

Wet

County clerk room 7 see pictures

Maps

Laying out

Torn/Dirt/Mold

County clerk room 7

Misc. records

Non standard cardboard  10ft linear x 3

Mold,/Torn

County clerk room 7

Unknown

Dockets

Surface dirt/Mold

County clerk room 7

Birth certificates

Non standard boxes

Surface dirt/Mold

County clerk room 7

Unknown

Banker and unknown 12ft linear

Dirt, mold

County clerk room 7

Unknown

Dockets, non standard, banker boxes, 5 shelves 8fth 8ft linear

Surface dirt/Mold

County clerk room 8

 

 

 

County clerk room 8

 

 

 

County clerk room 8

 

 

 

County clerk room 8

 

 

 

Assessors-downstairs personal property

Delinquent Real Estate

10 dockets

Clean

Assessors-downstairs per. prop.

Appraisals

8 vertical drawers

Clean

Assessors- downstairs personal property

Real Estate Reports

25 dockets

Clean

Assessors downstairs personal property

Exonerations/Oil and Gas/ Maps/ Environmental Protection

20 lateral drawers

Clean

Assessors downstairs personal property

Land Books

20 dockets

Clean

Assessors downstairs personal property

Transfers

12 vertical drawers

Clean

Assessors office -business

Map Cards

12 lateral drawers

Clean

Assessors office -business

Business Records

16 lateral drawers

Clean

Assessors office -business

Maps

3 Cabinets- 3ft 4inch wide and 2ft 9inch high

Clean

Assessors office

Personal Property Return

12 lateral cabinets 8ft9inW x 8ftH- bundled files

Clean

Assessors office

Land books

481 dockets

clean

Assessors office

Real Estate books/ Personal Property current

52 dockets

Clean

Assessors office

Personal Property

42 dockets

Clean

Assessors office

Current Reports dmv cards

30 shelves 3ft linear shelves

Clean

Assessors office

Homestead 5 years

18  metal file cabinets

Clean

Assessors office

Surveys home owners

12 vertical drawers

Clean

Assessors office

Assessments

80 vertical drawers

Clean

Assessors map room           

Maps

4Racks metal 200 slots each-3ft 9inch wide and 3ft 7inch high

clean

Assessor map room

Land

20 dockets metal shelves

Clean

Assessor map room

Assessments

100d vertical metal

clean

 

 

 

 

Boiler Room

Misc. Dockets

97 dockets

Surface dirt, mold

Downstairs

Land books

410 dockets

Clean

Assessor machine room

Assessment files

4 machines 5ft8in high and 6ft wide each

Clean

Hallway

Real estate and land books from the 1800’s

298 dockets

Covers coming off, surface dirt, poor condition

Hallway

Property records

12d vertical files

clean

Assessor personal property office

Map cards

4 machines 6ftWx5ft8inH

clean

 

 

 

 

Circuit Clerk office

Domestic orders

103 dockets

Dirt/Torn

Circuit Clerk office

Witness docket

18 dockets

Clean/Dirt

Circuit Clerk office

Juvenile

3 dockets

Clean/Dirt

Circuit Clerk office

Court Appointed Attorney

20 dockets

Clean/Dirt

Circuit Clerk office

Criminal Bonds

1 dockets

Clean/Dirt

Circuit Clerk office

Crime Proceedings Felony

127 docket

Dirt/Torn/Clean

Circuit Clerk office

Criminal Proceedings Misdemeanors

127 docket

Dirt/Torn/Clean

Circuit Clerk office

Civil Actions

359 dockets

Dirt/Torn/Clean

Circuit Clerk office

Misc. Orders

21 dockets

Clean

Circuit Clerk office

Civil Bond book

2 dockets

 

Circuit Clerk office

Appeals

19 dockets

Clean

Circuit Clerk office

State Appeals

14 dockets

Clean

Circuit Clerk office

City Appeals

6 dockets

Clean

Circuit Clerk office

General Index of Law and County

3 dockets

Clean

Circuit Clerk office

General Index of WV Dept. of Highway

1 docket

Clean

Circuit Clerk office

General Index Criminal

32 dockets

Clean

Circuit Clerk office

Civil Defendants Index

3 dockets

Clean

Circuit Clerk office

Civil Plaintiff Index

1 docket

Clean

Circuit Clerk office

Divorce Index

1 docket

Clean

Circuit Clerk office

Institutions Civil Actions

38 dockets

Clean

Circuit Clerk office

Chancery

3 dockets

Clean

Circuit Clerk office

Institutions Misc. Proceedings

6 dockets

Clean

Circuit Clerk office

Execution books

18 dockets

Clean

Circuit Clerk office

Institutions Domestic Proceedings

1 docket

Clean

Circuit Clerk office

Civil Order Domestic Relations

82 dockets

Clean/Dirt

Circuit Clerk office

Intermediate Civil cases

13 dockets

Clean

Circuit Clerk office

Bond

6 dockets

Clean

Circuit Clerk office

Tapes

1 lateral drawers 8inch high and 1ft 8inch wide drawers

Clean

Circuit Clerk office

Civil Cases

166 small banker boxes

Clean

Circuit Clerk office

Microfilm

8ft high 7ft ˝ inch wide each drawers 9inch linear

Positive/Clean

Circuit Clerk office

Criminal

10 lateral drawers

Clean

Circuit Clerk office

Civil

318 shelves 3ft linear each of loose civil files

Clean

Circuit Clerk office

Closed Criminals

864 shelves 3ft  linear each loose criminal files

Clean

Circuit Clerk office

Closed Civil

183 shelves 3ft linear each loose civil records

Clean

Circuit Clerk office

Closed Civil Files

70 shelves 3ft linear each with manuscript files

Clean

Circuit Clerk office

Civil

402 small banker boxes

Clean

Circuit Clerk office

Civil

24 large banker boxes

Clean

Circuit Clerk office

Domestic Files

2 small banker boxes

Clean

Circuit Clerk office

Exhibits

2samll banker boxes

Clean

Circuit Clerk office

Criminal

10 shelves 3ft linear loose records on each

Clean

Circuit Clerk office

Tapes

7 boxes 3ftx1ft each

Clean

Circuit Clerk office

Criminal Tapes

10 metal drawers 2ft wide and 3ft high

Clean

Circuit Clerk office

Domestic Violence

68 small banker boxes

Clean

Circuit Clerk office

Transcripts

2 large banker boxes

Clean

Circuit Clerk office

Criminal Cases

98 large banker boxes

Clean

Circuit Clerk office

Criminal Cases

51 small banker boxes

Clean

Circuit Clerk office

Attorney Appointed

2 small banker boxes

Clean

Circuit Clerk office

Tapes

100 small banker boxes

Clean

Circuit Clerk office

Domestic

65 small banker boxes

Clean

Circuit Clerk office

Current Criminal

60 shelves 3ft linear

Clean

Circuit Clerk office

Civil appeal

60 shelves 3ft linear loose records

Clean

Circuit Clerk office

Civil appeal

33 shelves with manuscript boxes 3ft linear each shelf

Clean

Circuit Clerk office

Civil

5 vertical drawers

Clean

Circuit Clerk office

Asbestos

5 lateral drawer

Clean

Circuit Clerk office

Domestic Files

118 small banker boxes

Clean

Circuit Clerk office

Closed Criminal

10 banker boxes

Clean

Circuit Clerk office

Criminal

6 lateral drawers

Clean

Circuit Clerk office

Civil

12 large banker boxes

Clean

Circuit Clerk office

Audio Tapes

1 large banker box

Clean

Circuit Clerk office

Audio Domestic Tapes

Metal cabinet 76inch high and 36inch wide

Clean

Circuit clerk office

Criminal files on microfilm

Unknown # of banker boxes

clean

Prosecuting Attorney office

Criminal

39 ft linear

Clean

Prosecuting Attorney office

Closed Cases

29 banker boxes

Clean

Prosecuting Attorney office

Open cases Files

60 ft linear

Clean

Prosecuting Attorney office

Open file folders

48 rows x3ft linear

Clean

Prosecuting Attorney office

Misc.

Non standard boxes 24 ft linear

Clean

Prosecuting Attorney office

Criminal/Juvenile

12 lateral drawers

Clean

Prosecuting Attorney office

Civil

24 rows shelves 3ft each

Clean

Prosecuting Attorney office

Criminal

45 rows shelves 3ft each

Clean

Prosecuting Attorney room1

Juvenile

56 rows shelves 3ft each

12 small banker boxes

Clean

Prosecuting Attorney room1

Adoptions

26 rows shelves 3ft each

15 banker boxes

Clean

Prosecuting Attorney room1

Felony

32 rows shelves 3ft each

23 banker boxes

Clean

Prosecuting Attorney room1

Misdemeanor

 24 rows shelves 3ft each

32 banker boxes

Clean

Prosecuting Attorney room2

Misc.

6 rows shelves 3ft each Manuscript boxes

Clean

 

Comments:

the circuit clerk is located in the judicial annex on the second floor.There were two rooms we were not allowed to enter in the Circuit Clerk’s office.  They were called the Sealed room and the Evidence Room.

 

the judicial building has sprinklers in pros. att. office and circuit clerk office.

the main court house building does not provide sprinklers.

 

assessor storage in boiler room- people smoked in this room and dead roaches were on the floor. it was dirty.

assessor central filing room is full now.

assessor first floor personal property office has a window open to the public.

assessor map room is a public access room.

the assessor does backup for computer daily and weekly. dog copies are kept on hard copies for 6 years in vault and computer.

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

 

No

 

Comments

 

 

 

 

 

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

76

33

34

 

49

Part time

8

2

1

 

3

Volunteers

0

0

0

 

In summer only

1.7.B Records Training

 

 

 

 

 

Training received

In house

In house

None

 

In house

Opportunities available

None

None

None

 

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

All day

Don’t know

n/a

 

8 hours

Public use

None

None

n/a

 

Don’t know

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Less than 1 hour

Don’t know

n/a

 

Don’t know

Public use

None

None

 

 

Rare

 

Comments

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

12,000x5 was answer

 

None

 

NA

Volume of material copied

 

 

 

 

 

Disposition of originals

 

 

 

 

 

     Discarded

Yes-destroyed

 

 

 

 

     Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

none

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

Yes shredded

Yes voters registration

 

 

    Placed in storage

 

 

Yes others

 

 

Master copy stored    onsite or offsite

 

Offsite

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

none

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

 

 

 

 

none

Volume of material digitized

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

Yes

yes

 

 

Master copy stored    (onsite or offsite )

 

onsite

Offsite

 

 

Backup copies available (record as yes/no)

 

 

Yes

 

 

External

 

 

 

 

none

Volume of material digitized

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments:

 All 1999 records scanned and stored in alabama.

 

circuit clerk quit scanning domestic cases because no authorization from the supreme court. circuit clerk stores records of Asbestos, Civil, court reporter notes at a warehouse dunbar facility. an archives service copied criminal files onto microfilm.

 

pros. att. office is located in the judicial annex. the pros. att. stores records at the warehouse in dunbar and at chelyan elementary.

 

assessor wants to image all realestate recoreds.

 

 

1.9 Electronic Records

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Record groups and/or series created and maintained in electronic format  (list all)

AUDA cat

 

none

 

Dell

Software used

EZRI, Arcama, Capa, Assessment systems, NRA state tax

 

Promise

 

Windows, Corel (sp.)

Name and address of the vendor used

 

 

SYSCON North Port Alabama

 

Butch Evans, Software Group, Charleston, WV

System support used

 

 

Cornerstone

 

N/A

Name and address of the vendor used

 

 

SYSCON North Port Alabama

 

N/A

Security in place for the storage system

Password

 

Back ups made daily

 

passwords

Security in place for the backup system

 

 

 

 

 

 

password

 

none

 

passwords

 

Recommendations:

 To find out about Circuit Clerk Computer Systems call Butch Evans telephone (304) 343-6480

 

assessor does digital mapping and the hard copies are stored in the state tax department. uses state tax procedure rules when reformatting, creating or retiring electronic records.

 

 

1.10 Records Retention/Disposition (Retention Schedules, Destruction Process, Electronic Records Guidelines Used)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Name of retention schedules or any other procedures, including Code references, followed during the last five years

Yes, land other 5 years

Yes

State auditors office schedule

 

No

Documentation processes to show what records have been destroyed in the past five years  (record as yes/no)

No

Yes

None

 

No

Any records management guidelines used for electronic records (record as yes/no)

Yes

No

none

 

No

 

Comments

 

1.11 Material being stored outside the office's jurisdiction

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Lists of records administered by the office, but held by a local historical or genealogical group, a local library, or West Virginia University  (record as yes/no)

No

Archive services in Charleston and another place in Dunbar

None

 

yes

Lists contain record group, series, span date, and quantity data  (record as yes/no)

No

 

None

 

No

Transfer documentation for these records  (record as yes/no)

No

 

No

 

NA

 

Comments

 

 

 

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