Introduction

Ultimate guide to TeleForm

In many organisations, business processes are still primarily paper driven. There might be legal regulations that dictate the continued use of paper while some customers may prefer to use it – or not have access to the web. The best way to deal with the morass of paper is to use software to extract, read and capture form data and eliminate manual data entry.

In this guide, we introduce a forms processing solution called TeleForm that uses OCR, ICR, OMR, and barcode technology to read and extract data from paper forms and export it to databases, records management systems or searchable text formats (e.g. CSV, XML, SQL, Excel).

What is TeleForm?

TeleForm enables you to automatically capture and index data and images from any document type including semi-structured and unstructured documents and extract the information, using hand print (ICR), machine print (OCR) and checkbox (OMR), ready for export to a database. It aims to reduce data entry time by up to 95% and eliminate hundreds of operator keystrokes.

TeleForm delivers the ability to:

  • Design and distribute forms for accurate recognition and capture
  • Capture from MFP’s, scanners, fax, eMail, web, and smartphones
  • Read and extract data using OCR, ICR, OMR, barcode, and logo recognition
  • Validate and verify data to ensure accurate processing
  • Export data via existing or bespoke exports
  • Archive form images

The TeleForm software consists of five integrated modules - Designer, Auto Merge Publisher (AMP), Scan Station, Reader and Verifier with Remote Capture Station (RCS) and Web Capture Option (WCO) available to customers who need to capture batches from remote locations.

Why do organisations adopt TeleForm?

There are a number of issues caused by manual data capture that are driving the adoption of intelligent forms automation software like TeleForm. These include:

The amount of time spent keying (and re-keying) data.
The risk of human error (i.e. typographical) when manually transcribing data
The amount of paper stored by the business and time spent searching for paper copies and filing
The cost of outsourced paper storage and employing people to manually input data
The risk of compliance and audit breaches due to lost/missing paperwork
Employees who quickly become demotivated by the tedious, repetitive nature of manual data entry

How TeleForm works?

TeleForm Designer

TeleForm Designer enables you to create structured form templates that are optimised for accurate recognition by the TeleForm Reader module.

In a graphical drag-and-drop interface, you can create forms in a variety of styles, layout data entry fields, embed business rules and logic, define data validation options, and set-up automatic exports. You can even add logos and artwork to match your look and feel/brand guidelines.

Bespoke scripting can be used to perform look-ups and enforce validation rules.

If you prefer, you can configure a legacy form and overlay your existing structure with TeleForm data entry fields to capture your designs.

TeleForm allows PDF and HTML form export from the TeleForm Designer for end-users to complete on-screen and submit electronically to TeleForm Verifier.


AutoMerge Publisher (AMP)

Once form templates are created, information from a database may need to be merged with data entry fields on the form prior to distribution via PDF, print, fax or eMail.

Common examples include:

  • Sequential tracking number or barcode to link multi-page forms
  • Variable data (e.g. personal information)

This is achieved in TeleForm with a built-in distribution module called AutoMerge Publisher (AMP).


TeleForm Scan Station

Once forms have been completed and returned by respondents, they need to be converted from paper to an electronic image.

TeleForm Scan Station allows you to scan forms with your high-speed scanner in batch or non-batch modes.

Completed forms can also be captured from MFPs, fax, eMail, web, and smartphones.

If you operate remote sites or branch networks, you may need a web-based solution to scan and upload forms. Options include:

  • TeleForm Web Capture Option (WCO)
  • Remote Capture Station (RCS)
  • eScan

TeleForm Reader

Once scanning is complete, the images are uploaded to TeleForm Reader for image processing, classification and data extraction.

TeleForm Reader identifies and evaluates image files by comparing them to form templates created in TeleForm Designer.

At this stage, the image files undergo image conversion and processing e.g. confirm barcode readability, presence of cornerstones, page linking, rotation, check page size, and/or convert colour to black and white etc.

After identifying the template, hand print (ICR), machine print (OCR) and checkbox (OMR) recognition technology extracts and interprets field data from a scanned document. This will include constrained print, tick boxes, variable scales, comments, tick boxes and signatures.

Simple rules such as alpha, numeric, dictionaries, date ranges, look-ups and mandatory fields will be checked at this stage with any unrecognised fields/characters queued for human review.


TeleForm Verifier

If human verification is required, scanned images of any field or form needing review are displayed in the TeleForm Verifier module, with operators able to confirm or correct misread characters.

Confidence thresholds for the verification stage can be set on a form template basis. The typical confidence threshold for a production system is around 85% confidence in a character for it to bypass human verification.

Only invalid or unrecognisable data is highlighted to an operator. Once misread characters have been corrected and the data meets your pre-defined business rules, it can be exported or archived.


Export your data

Once the process is complete, each form image – and all verified data – can be exported to different searchable text formats (e.g. CSV, XML, SQL, Excel) or third-party business systems via a powerful API.

Alternatively, verified data can be fed into LiquidOffice for routing, tracking and approval.


Archive your data

If you need to archive your data for compliance and audit purposes, verified data can be exported to records retention systems such as eStore for indexing, storage and retrieval of paper and electronic forms. Record retention systems enable auditors to perform keyword searches for files and retrieve specific documents, or parts of a document.

Some of the benefits include:

  • reduced ongoing storage costs and space
  • digital copies of the forms are stored as compressed images
  • paper originals can be destroyed when verification is complete
  • instant search and retrieval based on your unique identifiers

TeleForm benefits

Improve productivity

Allow your employees to focus on more productive tasks rather than time-consuming document sorting and manual data entry.

Improve data accuracy and lower risk

TeleForm captures your data with 95% accuracy; the remaining 5% is flagged for human verification.

Reduce costs

Save up to 80% in individual departments or across the organisation by eliminating manual document sorting and reduced data entry. You will also save money on postage and transportation to scanning bureaus as well as end reliance on expensive third-party storage contracts.

Eliminate human error

Reduce typographical errors from manual data entry by extracting data from forms using OCR, ICR, OMR, barcode, and logo recognition technologies.

No lost paperwork

Questionnaires and surveys are scanned on-site with a digital copy immediately available and stored in a records retention system.

Minimise GRC concerns with automatic export and archival

Once content is verified, it can be exported into business repositories or third-party records retention and storage systems for archiving. Auditors can access archived information, including time-stamped approval decisions, documents and comments.

FDA 21 CFR part 11 compliant

TeleForm is FDA 21 CFR part 11 compliant and allows users to capture data from either paper and/or electronic clinical forms, streamline the clinical trials process and increase clinical efficiencies.

Migrate from paper to web collection

TeleForm integrates seamlessly with OpenText™ LiquidOffice to offer a single platform for hybrid paper and electronic capture.

TeleForm use cases

Companies use TeleForm for internal forms (e.g. benefit applications, purchase orders, and timesheets) and customer-facing applications (e.g. bank loan applications and insurance claims). Common examples include:
Case report forms (CRF)

Read more

Employee on-boarding
Inspection cards
Expenses and credit applications
Timesheet processing

Read more

Surveys and questionnaires

Read more

Training evaluation

Read more

Purchase orders
Claims processing
Exam papers

Read more

TeleForm enables you capture, extract, verify and export data to a database. If you need a solution where forms require review and approval, you may require business process management software (BPMS) such as LiquidOffice or Process Director

TeleForm versions

There are three deployment options for TeleForm; single-user Desktop, multi-user Workgroup and large-scale Enterprise. Each option is created to fulfil the needs of a certain business environment.

You can upgrade to the next tier at any time if your throughput increases or when extra features are required. To upgrade, you simply pay the difference in license cost. Additional modules can also be purchased on a concurrent basis.

TeleForm Desktop

For single users

TeleForm Desktop is designed for a small business or limited use environments. It installs all components on a single machine that performs the functions of the TeleForm server as well as the Scanning, Reader and Verifier station.

TeleForm Workgroup

For multiple users

TeleForm Workgroup allows each module to run on any workstation in your local area network but crucially they launch from a central repository of form templates, scanned forms and data.

TeleForm Workgroup includes all the features available in TeleForm Desktop and additional features:

  • Assign user rights and permissions
  • Run TeleForm License Manager as a service
  • Support for Microsoft Windows Universal Naming Convention (UNC)
  • Distributed Web Capture option (available at additional cost)

TeleForm Enterprise

For large-scale enterprise

TeleForm Enterprise offers unlimited scaling and the ability to process over 100,000 documents every-day.

TeleForm Enterprise includes all the features available in TeleForm Desktop and TeleForm Workgroup, and several additional features:

  • LDAP integration with Microsoft Active Directory
  • Form folder, Batch subdirectory, and Batch-owner group security
  • Auditing and custom reporting
  • Clustering support

Who owns TeleForm?

Cardiff Software launched TeleForm in 1991 and the product was authored by them until their acquisition by Verity in 2004. In 2005, Verity was sold to Autonomy for $500m. Six years later, Hewlett Packard (HP) Inc. agreed a deal to buy Autonomy for £7.1bn.

In May 2016, OpenText™ acquired TeleForm, LiquidOffice and other customer experience software and services assets from HP Inc. for $315 million.

A list of UK-based TeleForm resellers and OEM partners is available here.

Cardiff Software

1991-2004

Verity

2004-2005

Autonomy

2005-2011

Hewlett Packard (HP)

2011-2016

OpenText

2016-present

TeleForm support and maintenance

Renewable annually, TeleForm support and maintenance contracts provide technical support and problem diagnostics, via telephone, eMail or remote desktop during normal business hours.

Depending on the level of support provided, your vendor will also offer access to maintenance releases for your software, version upgrades, remote access problem diagnosis and resolution, remote server maintenance and mirror systems for testing and backup.

Annual technical support and maintenance is charged at 23% of the purchase price. Version updates and maintenance releases are included free of charge under your support and maintenance contract. Technical support is mandatory in the first year.

Featured FAQ

What are the best scanners to use with TeleForm?

TeleForm supports ISIS (Pixel), Kofax and TWAIN compliant scanners. Your vendor will recommend a range of scanners that offer support for:

  • Duplex scanning
  • Colour, greyscale and black and white scanning
  • Automatic sheet feeders
  • High throughput (over 100 pages per minute)

Your vendor will also be able to help if you require drop-out inks, special paper or endorsements (when a reference is printed on the page as it scans).

The type of scanner needed will depend on your throughput. Here are some examples:

Canon DR-C230

Low throughput
  • Speed: 30 ppm
  • Max. paper size: A4
  • Colour mode: Colour, greyscale, black and white
  • Scanning side: Duplex (both sides)
  • Feeder capacity: 60 sheets
  • Drivers: TWAIN, ISIS

Panasonic KV-S2087U

Medium throughput
  • Speed: 85 ppm
  • Max. paper size: A4
  • Colour mode: Colour, greyscale, black and white
  • Scanning side: Duplex (both sides)
  • Feeder capacity: 200 sheets
  • Drivers: TWAIN, ISIS

Kodak i5650

High throughput
  • Speed: 180 ppm
  • Max. paper size: A3
  • Colour mode: Colour, greyscale, black and white
  • Scanning side: Duplex (both sides)
  • Feeder capacity: 750 sheets
  • Drivers: TWAIN, ISIS

TeleForm pricing

TeleForm starts at £6,000 for the Desktop version of the software. TeleForm is licensed for perpetual use. Once purchased, the software will not expire and you will be able to use it indefinitely.

Training, consultancy and development costs from your vendor should also be included in your budget planning. You should also consider hardware costs e.g. scanners, PC’s and servers.

TeleForm Desktop

For small business or limited use environments

£6,000

   Single users only

   Installs a single instance of each module on one PC

   Suitable for processing 4,000 images per day

Book a demo

TeleForm Workgroup

For small-to-medium size deployments

£13,000

Includes all Desktop features plus:

   Multi-user capability

   Additional concurrent licenses can be added for each of the modules, up to a total of 20 modules to increase throughput to 100,000 forms per day

   Server centric architecture means templates, documents and data is stored centrally and can be accessed from any PC on the local network

   Assign user rights and permissions

   Run TeleForm License Manager as a service

   Support for Microsoft Windows Universal Naming Convention (UNC)

   Distributed Web Capture option (available at additional cost)

Book a demo

TeleForm Enterprise

For large scale and high-volume environments

£32,000

Includes all Workgroup features plus:

   Unlimited scaling

   Suitable for processing over 100,000 images per day

   Support for more than 20 client workstations

   Includes five 'Web Capture modules' for scanning via the web

   LDAP and Windows Active Directory (AD) authentication for single sign-on security

   Form folder, Batch subdirectory, and Batch-owner group security

   Customisable audit reporting (e.g. for SOX or CFR21 Part 11 compliance)

   Clustered file and SQL support for fault tolerance and Disaster Recovery

Book a demo

Featured FAQ

How to optimise form templates for scanning in TeleForm?

A well-designed form consisting of form elements (e.g. choice fields), cornerstones, barcodes and ID blocks improves the processing of the scanned form and reduces manual intervention.

Cornerstones

Cornerstones will assist with page alignment, de-skewing images and adjusting for print or scan size variations.

Cornerstones

Cornerstones will assist with page alignment, de-skewing images and adjusting for print or scan size variations.

Cornerstones

Cornerstones will assist with page alignment, de-skewing images and adjusting for print or scan size variations.

Cornerstones

Cornerstones will assist with page alignment, de-skewing images and adjusting for print or scan size variations.

Cornerstones

This will ensure that scanners are adjusted correctly to capture good quality images of potentially very light pencil-written responses.

Form identification block

Form identification blocks help with page rotation (where the sheet is scanned upside down) and answer sheet identification for reconciliation. It will also help with version control should future versions of the form need to be used in parallel with older but very similar forms.

Form identification block

Form identification blocks help with page rotation (where the sheet is scanned upside down) and answer sheet identification for reconciliation. It will also help with version control should future versions of the form need to be used in parallel with older but very similar forms.

Image zones

Image zones can capture machine-print text, hand-print text, barcodes and pictures. This element is often used to capture written narrative responses such as comments with ICR (Intelligent Character Recognition) technology.

Choice fields

Add a choice field to your form to accept a single choice (e.g. yes/no) or multiple choice (e.g. select option A/B/C/D).

Choice Fields consist of a single column, or row, of choices and offer an array of different styles including bubbles, boxes, underlines, responses and brackets.

To improve OMR (Optical Mark Recognition) accuracy, it is recommended to use bubbles and boxes than responses and brackets.

Constrained print fields

Handwriting is most effectively read by OCR (Optical Character Recognition) technology when it is laid out in a constrained print field, with one character per box.

Form designers can add a constrained print field to gather data such as names, dates, and numeric figures. The boxes act as guides for the person filling out the form, with one dedicated space for each letter, number or character in the response.

Signature field

Add a signature field to checks forms have been authorised. The software will calculate the fill percentage of the field to determine whether it was signed or not. Signature fields will be extracted and stored as an image.

  • Cornerstones

    Cornerstones will assist with page alignment, de-skewing images and adjusting for print or scan size variations.

  • Cornerstones

    Cornerstones will assist with page alignment, de-skewing images and adjusting for print or scan size variations.

  • Cornerstones

    Cornerstones will assist with page alignment, de-skewing images and adjusting for print or scan size variations.

  • Cornerstones

    Cornerstones will assist with page alignment, de-skewing images and adjusting for print or scan size variations.

  • Cornerstones

    This will ensure that scanners are adjusted correctly to capture good quality images of potentially very light pencil-written responses.

  • Form identification block

    Form identification blocks help with page rotation (where the sheet is scanned upside down) and answer sheet identification for reconciliation. It will also help with version control should future versions of the form need to be used in parallel with older but very similar forms.

  • Form identification block

    Form identification blocks help with page rotation (where the sheet is scanned upside down) and answer sheet identification for reconciliation. It will also help with version control should future versions of the form need to be used in parallel with older but very similar forms.

  • Image zones

    Image zones can capture machine-print text, hand-print text, barcodes and pictures. This element is often used to capture written narrative responses such as comments with ICR (Intelligent Character Recognition) technology.

  • Choice fields

    Add a choice field to your form to accept a single choice (e.g. yes/no) or multiple choice (e.g. select option A/B/C/D).

    Choice Fields consist of a single column, or row, of choices and offer an array of different styles including bubbles, boxes, underlines, responses and brackets.

    To improve OMR (Optical Mark Recognition) accuracy, it is recommended to use bubbles and boxes than responses and brackets.

  • Constrained print fields

    Handwriting is most effectively read by OCR (Optical Character Recognition) technology when it is laid out in a constrained print field, with one character per box.

    Form designers can add a constrained print field to gather data such as names, dates, and numeric figures. The boxes act as guides for the person filling out the form, with one dedicated space for each letter, number or character in the response.

  • Signature field

    Add a signature field to checks forms have been authorised. The software will calculate the fill percentage of the field to determine whether it was signed or not. Signature fields will be extracted and stored as an image.

Frequently asked questions

Product
Are there any alternatives to TeleForm?

Kofax Capture™, ABBYY FlexiCapture, and Remark Office OMR are comparable products with similar feature sets.

If you do not require advanced features, or want to run a simple survey and capture the data, products like Snap Surveys or Survey Monkey may be considered. However, Survey Monkey does store most European customer data on servers in the United States. You need to have an Enterprise plan if you want your data stored in their EU data centre in Ireland. To address the concerns of European customers, Survey Monkey has self-certified with the EU-U.S. and U.S./Swiss Privacy Shield.

You can also check out Capterra review their Forms Automation category. You can read about the top vendors, read verified reviews and compare products.

On their website, queXF claim to be a TeleForm open source alternative.

What are the system requirements for TeleForm?
Product Operating system Hardware Software
TeleForm Server
  • Microsoft Windows Server 2012 R2
  • Microsoft Windows Server 2016
  • Processor - Dual Core
  • RAM - 4 GB
  • Network Card - 100 Mbps TCP/IP network card
  • Hard Drive - 500 GB with 50 GB free disk space
N/A
TeleForm Workstation
  • Microsoft Windows 7 (SP1), 32-bit and 64-bit
  • Microsoft Windows 8.1
  • Microsoft Windows 10
  • Processor - Dual Core
  • RAM - 4 GB
  • Network Card - 100 Mbps TCP/IP network card
  • Hard Drive - 100 GB free disk space
N/A
TeleForm Desktop
  • Microsoft Windows 7 (SP1), 32-bit and 64-bit
  • Microsoft Windows 8.1
  • Microsoft Windows 10
  • Processor - Dual Core
  • RAM - 4 GB
  • Drive - 100 GB free disk space
N/A
TeleForm Reader and AutoMerge Publisher
  • Microsoft Windows 7 (SP1), 32-bit and 64-bit
  • Microsoft Windows 8.1
  • Microsoft Windows 10
  • Microsoft Windows Server 2012 R2 (as a service or application only)
  • Microsoft Windows Server 2016 (as a service or application only)
N/A N/A
Remote Capture Station
  • Microsoft Windows 7 (SP1), 32-bit and 64-bit
  • Microsoft Windows 8.1
  • Microsoft Windows 10
  • Monitor - Colour Monitor
  • Processor - Dual Core
  • RAM - 4GB
  • Hard Drive - 100 GB free disk space
N/A
Web Capture Server
  • Microsoft Windows Server 2012 R2
  • Microsoft Windows Server 2016
  • RAM - 4GB
  • Hard Drive - 500 GB with 50 GB free disk space

The following software is required, depending on your setup:

IIS

  • Internet Information Server 8.5
  • Internet Information Server 10.0

.Net

  • .NET Framework 4.0 or later (4.6.2 installed automatically if required)
  • Web Services Enhancements for Microsoft .NET (WSE)
Web Capture Client
  • Microsoft Windows 7 (SP1), 32-bit and 64-bit
  • Microsoft Windows 8.1
  • Microsoft Windows 10
N/A

The following software is required, depending on your setup:

Web browser

  • Microsoft Internet Explorer 11
Does TeleForm work with Windows 10?

Windows 10 is not officially supported for any version of TeleForm up to 10.9.2. This means this Operating System (OS) was not tested, however it may work.

For TeleForm 11.1 onwards, Windows 10 is supported.

Is TeleForm available on-premise or in the cloud?

TeleForm does not currently support deployment to a cloud-based environment.

Typically, TeleForm is deployed for high volume and high-speed forms processing where capture is done with a fast interface to the server where images can be processed. TeleForm applications are also mostly Windows based applications that connect directly to a file share and database for fast processing. Most customers deploy TeleForm on-premise.

Customers can deploy servers and applications in the Cloud and use VPN or remote access, and they can also use remote and mobile capture.

Installation
How to install TeleForm?

If you purchase TeleForm Workgroup or TeleForm Enterprise, the installation will take place on-site. Your vendor will spend a day on-site in order to complete the installation, and technical documentation as well as conduct end-to-end testing of the new environment. Prior to the installation, they will liaise with your IT team to ensure the new servers, environment, workstations, and user credentials are set-up.

If you are purchasing TeleForm Desktop for a single PC, the installation can be completed by your IT department once they have received your TeleForm activation code and TeleForm user guide. Your vendor should offer remote desktop and telephone support throughout the installation.

I’m running an older version of TeleForm. How do I upgrade to the latest version?

If you choose to upgrade, your vendor will install a new TeleForm environment and assist with migrating your existing form templates, scripts and configurations from your old environment to the new system.

Typically, your vendor will spend a day on-site in order to complete the installation, technical documentation and migration from the old system. They will also conduct end-to-end testing of the new environment and provide installation notes and handover to your IT team. Prior to installation, they will liaise with your IT team to ensure the new servers, environment, workstations, and credentials are working.

I do not have technical support. Can I get a system health check?

If you have recently reactivated TeleForm or been without technical support and maintenance for several years, it can make good business sense to get a system healthcheck.

A system healthcheck usually involves a full investigation of the following areas:

  • Server hardware specification and configuration
  • Server software and its configuration
  • Hosting and networking infrastructure
  • Administrative system access (AD, SQL, TeleForm)
  • TeleForm installation and configuration
  • SQL Server installation and configuration
  • Backup and Disaster Recovery plans and status
  • Integration with third-party systems
  • A brief overview of the active forms
  • Existing and on-going problems with the system
  • Upgrade path and its potential impact

A good vendor will provide a full report of their findings including a detailed technical record of your system in addition to a list of recommendations to be considered, including an upgrade plan for future implementation.

What is the latest version of TeleForm?

The latest version is OpenText TeleForm 16.5. The previous release from OpenText was version 16.3.1.

New updates include:

  • TeleForm recognition engine updates
  • HTTPS communication with OpenText Content Server
  • PDF rendering engine updates
  • Increased maximum exports for Auto Exports

Future releases will continue to include enhancements that make it easy to deliver rich form templates to collect information, and provide powerful form processing capabilities.

In 2019, TeleForm will include technology enhancements that further improve recognition quality and performance, add support for new barcode types, and include support for new languages.

Form design
TBC
TBC
Scanning
How long does TeleForm retain images for?

TeleForm is not designed for the long-term storage of image data.

The expected situation is that once your data has been evaluated and exported, the images will be removed from TeleForm by the PurgeLog function.

To keep the image for longer periods of time, we recommend using the Capture to Directory mechanism to export the image to a structured folder structure.

Alternatively, you can export the images to a third-party content system such as eStore.

In TeleForm, after processing, the images are removed by the purge process. Please check Reader/Designer, Utilities > PurgeLog to determine the settings if automated purging is enabled and which types of batches, records and images are getting removed on a regular basis. It is never recommended to disable PurgeLog but should be set to the lowest values according to your business requirements.

Why does my scanner jam when scanning pages?

One possible explanation is your rollers need to be replaced.

The rollers in your scanner need to be replaced regularly if you are scanning high volumes as they will start to become shiny and lose their grip. Even if your throughput is relatively low, we recommend installing a new roller exchange kit at least once a year.

No technical expertise is required to fit new rollers as they are designed to be user replaceable.

ePC can help your procure a roller exchange kit at competitive prices.

If you have recently replaced your rollers and the issue persists, please contact us for support.

Training
Can I attend a TeleForm training course?

A TeleForm training course is useful if you are:

  • New to TeleForm and have never received formal training
  • A researcher or student using the system actively without any formal instruction
  • Working on a specific project which has a deadline, requiring you to increase your knowledge quickly
  • A previous user of TeleForm, but have now forgotten the basics
  • Interested in finding out about form design shortcuts and best practice
  • Pressured to create forms but lack confidence and/or knowledge when using the TeleForm Designer

Your vendor will be able to provide TeleForm training or refer you to OpenText Learning Services.

Training should cover each of the core modules from designing forms to capture, processing, verification and export. You will:

  • Learn how to design forms in the Designer module
  • Work with the Scan Station and Reader modules to build your confidence in scanning and configuring TeleForm
  • Find out how to correct and export data through TeleForm Verifier

You should also receive guidance on installation, deployment, troubleshooting, and administration of the system.

Book a TeleForm demonstration

Find out more or talk to us today to discuss your requirements.

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