1.1  The Physical Space Housing the Records

Active Records Area

Inactive Records Area A

Inactive Records Area B

Garage- all offices except Prosecuting attorney

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 73 office

Circuit Clerk 74.1 office

County Clerk 72.7 office

Sheriff  70.3 office

Prosecuting Attorney 71.4 office

Assessor

Circuit Clerk

County Clerk Garage

Sheriff old jail- 70

Prosecuting Attorney

Assessor            77

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as  relative humidity)

Assessor 54 office

Circuit Clerk 60 office

County Clerk 61 office

Sheriff 45 office

Prosecuting Attorney 61 office

Assessor

Circuit Clerk

County Clerk

Sheriff 45

Prosecuting Attorney

Assessor            45

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Assessor                  yes       

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor                yes

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

 

Garage-window broken

Assessor  no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor                 yes

Circuit Clerk  

County Clerk

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor                 no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor              no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor              no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor                no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Assessor                yes

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Assessor              no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor               no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.E Type of security systems in place

 

 

 

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

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff  yes

Prosecuting Attorney

Assessor              yes

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor                no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Assessor                no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor                 no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor                 no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments

 The garage is used by the county clerk, circuit clerk, assessor, and sheriff. The garage is located across the street from the court house.

 the building perimeter 37 feet x 8 feet x 7 inches tall. wooden shelving, broken window (with records stored adjacent to and showing weather damage from) concrete floor, lawn mowers and weed whackers stored in the same area( after gas tank filled, pervasive aroma of gasoline)

boxes, volumes stacked, access to many blocked, places where records have tumbled over and are in disarray

records include land books, tax receipts, voters registration, return request mail receipts, cancelled checks. regularly used by staff.

also contains holiday decorations, ballot boxes, video slot machines confiscated by state police, computers and other equipment.

 

  The circuit clerk needs storage space. Circuit records are being piled on top of filing cabinets that line the room. Evidence is being laid on top of public records. Evidence is even stored on the floor in the circuit office.

 

 The Sheriff office is in need of storage space. Non standard cardboard boxes are stacked everywhere in the office. Stacks of boxes reach the ceiling in the sheriff office. Christmas decorations are also being stored with the sheriff office records. sheriff cecil, president of sheriff has stated that a judicial annex was in need for security reasons. cecil said the cameras in the record room did not go into the overall security system. glass breaking monitors are needed in all the windows and some panic bars. sheriff cecil said that there are two court rooms. the smaller court room is county commisioner and family law. the large court room is reserved for circuit and it is not large enough.

 

 


 

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

Location

Record Type

Volume

Condition

County Clerk room

Election

4 dockets

Clean

County Clerk room

Financial Statements

1 docket

Clean

County Clerk room

Instruments Recorded and Received

7 dockets

Clean

County Clerk room

Corporations

6 dockets

Clean

County Clerk room

Reimbursement Agreements

4 dockets

Clean

County Clerk room

Assignment

18 dockets

Clean

County Clerk room

Discharge

11 dockets

Clean

County Clerk room

Land Books

6 dockets

Clean

County Clerk room

Leases

49 dockets

Clean

County Clerk room

Delayed Index

1 dockets

Clean

County Clerk room

Index Births

3 dockets

Clean

County Clerk room

Marriage License

30 dockets

Clean

County Clerk room

Conveyors Land

1 dockets

Clean

County Clerk room

Release Lien

8 vertical drawers

Clean

County Clerk room

Minutes

3 vertical drawers

Clean

County Clerk room

Financial

3 vertical drawers

Clean

County Clerk room

Deaths

2 dockets

Clean

County Clerk room

Index Deaths

1 docket

Clean

County Clerk room

Birth

3 dockets

Clean

County Clerk room

Contracts

15 dockets

Clean

County Clerk room

Index of Death

1 docket

Clean

County Clerk room

Birth Regular

3 dockets

Clean

County Clerk room

Index Deeds Lease

64 dockets

Clean

County Clerk room

Right of Ways

30 dockets

Clean

County Clerk room

Road Records

3 dockets

Clean

County Clerk room

Deeds

251 dockets

Clean

County Clerk room

Commissioner Records Destroyed Title

3 dockets

Clean

County Clerk room

Tax Sale

1 vertical drawer

Clean

County Clerk room

VCC Financial

1 vertical drawer

Clean

County Clerk room

Trust Deeds

177 dockets

Clean

County Clerk room

General Index of Trust Deeds

12 dockets

Clean

County Clerk room

Judgment Liens

9 dockets

Clean

County Clerk room

Release

45 dockets

Clean

County Clerk room

Tax Lien

5 dockets

Clean

County Clerk room

Report Trustee

1 docket

Clean

County Clerk room

Church Trustee

1 docket

Clean

County Clerk room

Mechanics Lien

2 dockets

Clean

County Clerk room

Federal Tax Lien

2 dockets

Clean

County Clerk room

Reports of Sales Under Trust Deeds

2 dockets

Clean

County Clerk room

Power of Attorney

5 dockets

Clean

County Clerk room

Lis Pendens

1 docket

Clean

County Clerk room

Record Fees

6 dockets

Clean

County Clerk room

Delinquent Land Sales

6 dockets

Clean

County Clerk room

Sheriff Sales

4 dockets

Clean

County Clerk room

Debtor Index of Financing Statements

3 dockets

Clean

County Clerk room

Redemption Lands

2 dockets

Clean

County Clerk room

Appraisement Sale Bills

30 dockets

Clean

County Clerk room

Wills

21 dockets

Clean

County Clerk room

Record of Fiduciaries

1 docket

Clean

County Clerk room

Supplement Federal Records

1 dockets

Clean

County Clerk room

Index of Estate Will Settlements

6 dockets

Clean

County Clerk room

Estate Book

2 dockets

Clean

County Clerk room

Map Book

6 dockets

Clean

County Clerk room

Delinquent Tax Sale

1 vertical drawer

Clean

County Clerk room

Report on State Committee Delinquent Fortified Lands

3 dockets

Clean

County Clerk record room

School Fund

1 docket

Clean

County Clerk record room

Redemptions State Audits

1 docket

Clean

County Clerk record room

Administrative Bonds

6 dockets

Clean

County Clerk record room

Executions Bonds

2 dockets

Clean

County Clerk record room

Guardian Bonds

4 dockets

Clean

County Clerk record room

Reappraisals

4 dockets

Clean

County Clerk record room

Inventory Book

21 dockets

Clean

County Clerk record room

Officials Bonds

1docket

Clean

County Clerk record room

Lis Pendens

1 docket

Clean

County Clerk record room

Surveyors Records

2 dockets

Clean

County Clerk record room

Name Changes

1 docket

Clean

County Clerk record room

Commissioner Minutes

2 dockets

Clean

County Clerk record room

Financial general

14 vertical drawers letter

Clean

County Clerk record room

Order Book

4 dockets

Clean

County Clerk record room

Marriage License

3 dockets

Clean

County Clerk record room

Minutes

2 dockets

Clean

County Clerk record room

Duplicate Wills

8 vertical drawers

Clean

County Clerk record room

State Auditor Book

2 dockets

Clean

County Clerk record room

Index Deaths

 1 docket

Clean

County Clerk record room

Registered Voters

 1docket

Clean

County Clerk record room

Debtor Index to Finances

1 docket

Clean

County Clerk record room

Guardian Bonds

1 docket

Clean

County Clerk record room

Official Bonds

 1 dockets

Clean

County Clerk record room

Certificate of Oath

1 docket

Clean

County Clerk record room

Settlements

1 docket

Clean

County Clerk record room

Land

123 dockets bound

Few torn bindings 1911-1924 laminated

County Clerk record room

Commissioners record

16 dockets

Clean

County Clerk record room

Commissioner record bound

27 print outs

Clean

County Clerk record room

Delinquent land sales

4 bound

Some red rot

County Clerk record room

Receipts delinquent land

4 bound

Red rot

County Clerk record room

Personal property tax

32 volumes print outs

clean

Sheriff office

Accidents

4 vertical drawers

Clean

Sheriff office

Financial Audits

8 vertical drawers

Clean

Sheriff office

Concealed Weapons Permits

8 vertical drawers

Clean

Sheriff office

Land Books

10 dockets

Clean

Sheriff office

Time Sheets

7 dockets

Clean

Sheriff office

Home Confinements

1 banker box and 2 vertical drawers

Clean

Sheriff office

Warrants and Open Cases

5 vertical drawers

Clean

Sheriff office

Vehicle Mandates

1 vertical drawers

Clean

Sheriff old jail

Home confinement

1 box

Clean

Sheriff old jail

Warrants and open cases

5 legal

Clean

Sheriff old jail

Vehicle maintenance log

1 legal

clean

Garage

unknown

 37x28 1/2  8ft 7inch perimeter

Surface dirt

Garage

Land

Dockets in stacks

Surface dirt

Garage

Tax receipts

Non standard boxes

Surface dirt

Garage

Voters registration

 boxes

Surface dirt

Garage

Return registered mail receipts

Non standard boxes

Surface dirt

Garage

Postings

Non standard boxes

Surface dirt

Circuit Clerk

Civil Cases

118 vertical drawers

Clean

Circuit Clerk

Civil

14 banker boxes

Clean

Circuit Clerk

Criminal Docket

3 dockets

Clean

Circuit Clerk

Criminal Order

17 dockets

Clean

Circuit Clerk

Civil Order

41 dockets

Clean

Circuit Clerk

Court Report Notes

39 banker boxes

Clean

Circuit Clerk

Criminal Cases

60 vertical drawers

Clean

Circuit Clerk

Criminal Cases

19 banker boxes

Clean

Circuit Clerk

Civil Appeals

3 vertical drawers

Clean

Circuit Clerk

Waiving Mortification

1 vertical drawer

Clean

Circuit Clerk

Divorce

8 banker boxes

Clean

Circuit Clerk

Mental Hygiene

7 banker boxes

Clean

Circuit Clerk

Receipts

1 banker box

Clean

Circuit Clerk

Election

1banker box

Clean

Circuit Clerk

Guardianship

3 vertical drawer

Clean

Circuit Clerk

Delinquent Land

1 vertical drawer

Clean

Circuit Clerk

Divorce

67 vertical drawers

Clean

Circuit Clerk

Misdemeanors

10 vertical drawers

Clean

Circuit Clerk

Misc. Order Book

11 dockets

Clean

Circuit Clerk

Plaintiff Index

3 dockets

Clean

Circuit Clerk

Defendant Index

3 dockets

Clean

Circuit Clerk

Law Order

12 dockets

Mold/Red Rot/Torn/Dirt

Circuit Clerk

Adoptions

1 vertical drawer

Clean

Circuit Clerk

Suggestion Execution

 2vertical drawers

Clean

Circuit Clerk

Reciprocal

5 vertical drawers

Clean

Circuit Clerk

Divorce

63 vertical drawers

Clean

Circuit Clerk

Adoptions

5 lateral drawers

Clean

Circuit Clerk

Misdemeanor

10 vertical drawers

Clean

Circuit Clerk

Family land Master

4 vertical drawers

Clean

Circuit Clerk

AR Deputy Commissioners

2 dockets

Clean

Circuit Clerk

Juvenile

20 dockets

Red rot/Clean

Circuit Clerk

Adoptions Order

5 dockets

Clean

Circuit Clerk

Felony

53 document cans

Clean

Circuit Clerk

Chancery

68 document cans

Clean

Circuit Clerk

Chancery order

11 dockets

Mold/Dirt/Torn

Circuit Clerk

Law Master tapes

3 banker boxes

Clean

Circuit Clerk

Old Home Confinement Files

2 banker boxes

Torn

Circuit Clerk

Annual Report Deputy Commissioner Delinquent Fortified Lands

 2 dockets

Clean

Circuit Clerk

Civil

13 boxes

Clean

Circuit Clerk

Law files

56 document cans

Clean

Circuit Clerk

Law files

4 legal drawers

Clean

Circuit Clerk

Files

5 letter drawers

Clean

Circuit Clerk

Civil docket book/sheets

13 dockets

Clean

Circuit Clerk

Civil case files

56 dockets

Clean

Circuit Clerk

Domestic relations

2 dockets

Clean

Circuit Clerk

Criminal order

5 dockets

Clean

Circuit Clerk

Juror notes

6 boxes

Clean

Circuit Clerk

Bastard

1 letter

Clean

Circuit Clerk

Criminal Files

4 banker boxes/5 loose files

Clean

Circuit Clerk

Administrative orders

3d vertical metal

Clean

Circuit Clerk

Administrative orders

Dockets

clean

Magistrate office

Civil

13 banker boxes

Torn

Magistrate office

Misc.

36  5ft stacks of files

Clean

Magistrate office

Civil

5ft stack

Clean

Magistrate office

Civil

3 vertical drawers

Clean

Magistrate office

Misdemeanor

5 vertical drawers/1 cubit box

Clean

Magistrate office

Felony

1 vertical drawer

Clean

Magistrate office

DUI

1 vertical drawer

Clean

Magistrate office

Civil/Criminal Closed Cases Cards

21 vertical drawers 3x5

Clean

Magistrate office

Commission Cores

14 vertical drawers

Clean

Magistrate office

Misc.

18 vertical drawers

Clean

Magistrate office

Receipts

1 vertical drawer

Clean

Magistrate office

Permits

4 vertical drawers

Clean

Magistrate office

Family Law Master

7 RC cartons/5 banker boxes/4 vertical drawers

Clean

Magistrate office

Misc.

11 vertical drawers

Clean

Assessor office

Real Property Transfer List

4 vertical drawer

Clean, surface dirt

Assessor office

Personal Property

7 banker boxes

Clean

Assessor office

Maps

 40inch hanging file maps covered in plastic

Clean

Assessor office

Capitation Books

4 vertical drawers

Clean

 

Real property cards

4 vertical drawer

Water damage, torn, surface dirt

Assessor office

Personal Property

26 dockets

Clean, some torn

Assessor office

Map Cards

2 metal drawers 12inch each

Clean

Assessor office

Land Books

110 dockets

Torn/Mold/Dirt/Clean

Assessor office

Homestead Exemptions

1 lateral file

Clean

Assessor office

Correspondence

2 vertical drawers

Clean

Assessor office

Dog Cards

Drawer metal 18inch x 9in

Clean

Assessor office

Attorneys Oath

3 vertical drawers

Clean

Prosecuting Attorney office

Criminal

5 vertical drawer/ 5 CD Rom disk

Water damage/Dirt

Prosecuting Attorney office

Juvenile

Vertical files

Clean

Prosecuting Attorney office

Civil

Photographs

Clean

Prosecuting Attorney office

Civil

VHS video tapes

Clean

Prosecuting Attorney office

Civil

Floppy disc

Clean

Prosecuting Attorney office

Civil

CD ROM

Clean

Prosecuting Attorney office

Criminal cases

35d vertical metal

Clean

Prosecuting Attorney office

Criminal

Boxes on floor

Water damage, surface dirt

Prosecuting Attorney office

Juvenile

Boxes on floor

Surface dirt

 

Comments

 

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

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

No

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

8

 

 

 

answered yes

Part time

1

 

 

 

no

Volunteers

0

 

 

 

no

1.7.B Records Training

 

 

 

 

 

Training received

assessment course

 

 

 

 

Opportunities available

workshops

training with the Supreme Court

 

 

 

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

frequent

5 ˝ hours

 

 

 

Public use

frequent

5 ˝ hours

 

 

 

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

didn’t know

1 hour

 

 

 

Public use

didn’t know

1 hour

 

 

 

 

Comments

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

 

 

 

 

 

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

 

 

     Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    onsite or offsite

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

 

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

 

 

 

 

 

Volume of material digitized

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

 

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

 

 

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)

 

 

 

 

Word Excel and Windows XP

Software used

 

 

 

 

Network

Name and address of the vendor used

 

 

 

 

Office max Circuit City

System support used

 

 

 

 

Windows XP

Name and address of the vendor used

 

 

 

 

Office Max

Security in place for the storage system

 

 

 

 

Electronic Locks

Security in place for the backup system

 

 

 

 

 

Procedural rules used for creation, storage, reformatting, and retirement of electronic records

 

 

 

 

none

 

Recommendations

 

 

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

1977 records schedule

1977 records schedule

 

 

 

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

 

yes

 

 

 

Any records management guidelines used for electronic records (record as yes/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)

 

 

 

 

yes

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

 

 

 

 

 

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

 

 

 

 

 

 

Comments

 

 

 

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