Whether it’s a health and safety course or a complex development plan that builds someone’s career path, delivering training is just one example of something that must now function in a fully remote or ‘hybrid’ environment.
How do companies enable remote and hybrid learning successfully?
How do you keep remote learners engaged without falling to ‘digital fatigue’?
How do companies with a mainly field-based workforce maintain an ‘accessible by all’ ethos?
How can the business remain compliant and report on learning progress, certifications and statistics?
How can you deliver secure access to training resources to an external audience?
Learning where security is essential
Tackling any of these hybrid workforce training challenges isn’t easy, especially when maintaining a secure environment is an over-arching requirement.
We have recently delivered a Microsoft 365 LMS for a large UK Police Force whose main challenge was to keep its entire internal training content accessible to all users, whether they were in the office, out on the ground or travelling.
This hybrid approach to learning and training delivery in the police force is revolutionary in comparison to years gone by, where booking onto classroom course and spending days out of the office or out of active duty were the norm.
Now effective policing means embracing new ways of working and collaborating, and this extends to keeping up-to-date on the various technical and interpersonal skills that allow them to complete their duties effectively.
Mindful of needing to support a wide range of technical ‘savviness’, the Force was keen to provide a ‘2-click’ experience that gave retired colleagues that were rarely in the office the same easy access to training as currently-serving police officers, whether out and about or sitting in front of a desktop at HQ.
The learning management solution we provided (LMS365) enabled the Force to digitise its training content, build it into their Microsoft 365 environment and present it to users via Microsoft Teams, Microsoft SharePoint, or their mobile device.
From a user perspective this meant learning content could be consumed alongside what they were already using daily to communicate and collaborate. In other words, ‘Learning in the Flow of Work’.
Leveraging the Microsoft Security Stack
In addition to providing the best experience for end users and learning and development staff alike, the Force faced the added security and data protection concerns that come with any Police sector application.
All ‘i’s must be dotted and ‘t’s crossed for a system to be introduced into their environment.
Fortunately, our solution sits on Microsoft’s multi-layered security ecosystem that includes Microsoft Azure for strong identity management and Microsoft Intune for mobile device security management.
Our LMS has also been assured for use throughout UK governments and is included in the G-cloud digital market place. Its compliance with government cloud security principles isverified annually by the Government Digital Service (GDS).
You can read more about an LMS365 project in the Police sector on LinkedIn>
For more information or to arrange a demo for your L & D and/or your IT team, get in touch today.
Learning in the Flow of Work
If you want to find out more about delivering learning ‘in the flow of work, or migrating from an existing LMS system to one that’s designed for Microsoft 365, get in touch.
We caught up with our migration guru, Dave Kellett, over a cup of tea & biscuit to pick his brains on the challenges folk face when migrating Mimecast email journals into Microsoft 365.
A few years ago, having a dedicated email ‘hygiene’ service to run alongside your Microsoft 365 environment was ‘essential’, with solutions like Mimecast and Proofpoint providing advanced anti-spam, anti-phishing, email journaling, eDiscovery, and so on.
Now, with continued investment from Microsoft into its cloud protection, data retention and eDiscovery capabilities, more and more organisations are reviewing their options as to whether they still need a separate service and deciding to make the move.
We have carried out many Mimecast migrations over the last few years, so read on for our tips to help with your move – especially if it involves a journal migration –which is like fitting a round peg into several square holes!
What’s the best way to get our journal out of Mimecast?
Now, call me a cynic, but even if a cloud vendor could make it easy for you to bulk extract your data when you want to move on, providing this facility would be low on their list of priorities.
That’s why most migrations start with asking Mimecast for an extraction of your email journal.
This is a paid-for service carried out by staff at Mimecast and results in files that get shipped to you on a removable disk or more likely these days over FTP.
When you request an extract, make sure you ask for it in Exchange journal format (EJF). This format preserves all the original recipients, including BCC’d recipients and the members of distribution lists.
It’s important this information is preserved when it comes to eDiscovery.
For example, if BCC’d recipients are excluded, any future eDiscovery will exclude ‘hidden’ recipients of any emails.
Also make sure you’re sitting down for when they tell you the fee for your extraction.
Can we dodge the Mimecast exit fee?
Strategies for dodging the exit fee, such as using the Mimecast administrator to export all emails belonging to an individual user, or automating eDiscovery searches and downloading the results, are slow, exceptionally difficult to track and subject to ‘throttling’.
For example, mailbox exports can only be done in in batches of 10GB messages and a maximum of 2GB per file and Mimecast currently limits eDiscovery searches to return fewer than 50,000 messages a time.
So realistically speaking the answer is no: Unless you only have a small amount of data to move, or you’ve negotiated a ‘pre-nup’ in advance of signing with Mimecast, you can’t get away from having to pay to extract your data.
Should we take everything?
Lots of customers decide to migrate literally everything from the point that their Mimecast journaling service ‘kicked in’.
You may be able to migrate less than this, however.
Our tip is to seek advice from your legal team on how far back you need to go – it may not be as far back as you’ve been maintaining your journals.
And, if you’ve already applied the Microsoft 365 retention policies that mimic the effect of journaling, when was this done?
With this information you will be able to request a journal extract that falls within two dates, resulting in lower costs and a shorter migration time.
How quickly can we migrate?
If you’re migrating from a service like Mimecast where you are reliant on someone physically extracting data on your behalf, the timelines for extraction will be the biggest bottleneck in your move.
For example, we’ve heard of a client that had to wait 8 months to get a paid-for extract of less than 40GB from their email protection vendor.
As discussed, you can reduce overall migration timelines (and costs) by being selective in what you extract from Mimecast.
You can also use a ‘last in first out’ approach to speed up your migration. For example, you might prioritise emails less than 2 years old for your migration, and then top up beyond this later (or just let it ‘age in place’).
Rest assured, once you have your data out, it can be migrated into Microsoft 365 at a significantly faster rate!
Do we need to worry about chain of custody?
Any time an electronic record is physically moved between storage devices or locations, there’s potential to introduce risk. For example:
If your data has be transferred via an interim storage device during the migration process, could it be tampered with or lost owing to a hardware corruption?
If your data needs to be extracted into a neutral format before it can be re-imported into the new journal, could this lead to inadvertent data loss, such as mis-mapping of content or meta-data?
Given that Mimecast migrations typically start off with a physical extraction carried out by Mimecast personnel, into a general email format, it’s difficult to get the forensic, end-to-end assurances we would typically like.
We recommend that you get an accurate indication of how much data will be extracted and ensure this tallies up with what is delivered to you, and what gets migrated into Microsoft 365.
Ideally an audit should be produced to prove due diligence during each stage of your migration.
How does a regular email journal differ from Microsoft 365 ‘journaling’?
As we’ve already said, migrating a conventional email journal (such as that provided by Mimecast) into Microsoft 365 not easy.
This is because Microsoft 365 doesn’t offer a ‘like-for-like’ journal service.
If you want a simple explanation of how they differ, check out our famous ‘pirate video‘.
Instead of using a single instanced store, Microsoft 365 preserves your email records at an individual mailbox level and retains them according to retention policies you implement.
It also brings into play the following services to ensure all the relevant information is retained and discoverable:
When a user deletes an email, the email gets removed from the user’s view, but is kept in special hidden folder (the Recoverable Items Folder (RIF)) where they are available to the eDiscovery process.
Any BCC’d recipients will be retained indefinitely in the senders’ mailboxes.
The members of any distribution lists (DLs) are expanded at the point of sending and stored in hidden headers in senders’ emails, so they are fully discoverable.
Inactive mailboxes can be used to retain the emails of ‘leavers’ without a license penalty. To CORRECTLY migrate data that’s in the ‘old’ journal format into this very different way of doing things, several things need to be addressed.
These include:
Multi-instancing: By this we mean that a single-instanced email in a journal needs to be ‘re-hydrated’ back into multiple email instances. I.e., for everyone in your organisation that an email was FROM:, TO:, CC’d: or BCC’d on, or that was part of any distribution lists at the time.
Handling Leavers: Your legacy journal will naturally hold emails exchanged by staff that are no longer with the organisation. You need to find the ‘right home’ for ex-employees’ email so they are properly included in any eDiscovery and records management.
Handling Deleted Items: You’ll want to avoid popping emails back into users’ mailboxes if they’ve previously deleted them. It will cause mass confusion and concern.
It is possible to tackle all these areas, and that is something we can take care of in our migration service.
We can also guide you through another route which is to ‘chop up’ a journal and migrate it to several Microsoft 365 shared mailboxes.
Shared mailboxes need to be licenced, and they will give you 100GB of storage per shared mailbox.
We therefore always recommend organisations get written permission from Microsoft before pursuing this route.
Other things to be aware of when using shared mailboxes to hold legacy journals include
You don’t know whose emails are in them.
To carry out a complete eDiscovery your legal team might have to include ALL of them (it could be many thousands) even if they are doing a search involving just three members of staff.
A few years down the track, the fact that these ‘mutant journal mailboxes’ exist might be lost in the annals of time. Bear in mind that Microsoft’s eDiscovery tools no longer need to be driven by the IT department – so you can see how their significance might be totally overlooked, and how they might be excluded from the eDiscovery workflow.
Governance can be tricky – bear in mind you won’t be able to apply retention policies to shared mailboxes on anything other than date. That means your data is subject to blanket ‘longest retention date’ policies and you’ll risk retaining some data for longer than needed.
A future divestiture which demands data to be separated according to different departments/people cannot be properly addressed.
There’s lots of ways in which we can solve or ease these issues, such as giving meaningful names to shared mailboxes relating to the date range of the data they contain, but the key thing is that you and your legal team understand the pros and cons and the future ramifications of your migration approach.
Can we just switch over to using Microsoft 365 email hygiene services?
Updating your MX records to divert your email traffic from Mimecast to Microsoft 365 is relatively easy, but check before you ‘throw the switch’.
Make sure that you have all the right retention and data governance policies in place AND that you are 100% happy with the email protection options you’ve configured in Microsoft 365.
To ensure this is the case for your organisation, we can help you analyse your security needs and make recommendations for ensuring Microsoft 365 is configured correctly before you jump ship.
Our team can provide help every step of the way, from thinking through the plan, liaising with Mimecast, executing the migration according to your wishes and reporting on migration status.
For a chat with one of our specialists, please get in touch.
Migrate your email archives to the cloud
Find out more about howEssential can help your migration to (or out of) Mimecast.
Email journaling is where a copy of all email traffic sent and received by an organisation (and optionally, within an organisation) is written to a separate, single-instanced store.
In comparison to a regular mailbox, this store cannot be accessed or deleted by the individuals that sent or received the email.
As well as capturing the email ‘body’, a journal preserves the email envelope data. By this we mean the metadata that describes exactly who was intended to receive a copy of the email, including the original TO: and FROM: addresses, as well as:
Any recipients BCC’d on correspondence
Any recipients that were part of a local distribution list (e.g., sales@acme.com)
As such, the journal provides a reliable record that can be used to meet the compliance needs of an organisation.
There are the three reasons that you need journaling:
Your organisation falls under legislation or one of the regulatory regimes that mandate it, and/or
Your legal department legal team requires a reliable and centralised repository against which to perform eDiscovery in the event of a lawsuit or dispute, or
You’ve migrated to Microsoft 365 (which doesn’t provide a conventional journal) and you’re not sure Microsoft 365 will fully meet your email compliance needs
Does Microsoft 365 solve my journaling needs?
The short answer: Partially.
Although you can configure journaling to take place in your Microsoft 365 messaging backbone, you cannot use Exchange Online mailboxes to provide the storage for your email journals.
“You can’t designate an Exchange Online mailbox as a journaling mailbox. You can deliver journal reports to an on-premises archiving system or a third-party archiving service. If you’re running an Exchange hybrid deployment with your mailboxes split between on-premises servers and Exchange Online, you can designate an on-premises mailbox as the journaling mailbox for your Exchange Online and on-premises mailboxes.”
Microsoft 365 journaling hacks
Arguably, by setting the right retention policies in Microsoft 365 you can recreate the ‘effect’ of having a journal – including capturing those emails that were ‘BCC’d’. You can read more about the importance of capturing BCC’d emails (and how to do this in Microsoft 365) here.
It’s also possible to migrate your historic journals into Exchange Online. This might involve migrating a journal from Exchange on-premises, a third-party archive such as Enterprise Vault, or a hosted journaling service such as Mimecast.
Whilst this is technically possible – for example, by taking an extremely large journal and chopping it up into smaller chunks that will fit into a series of Microsoft 365 shared mailboxes with appropriate use of retention policies – this approach is a hack.
For example, it can create search and discovery complications downstream as, in order to be complete, all relevant shared folders would need to be included in any future eDiscovery exercise, alongside regular mailboxes.
You should test any retention and eDiscovery strategy to ensure it aligns with your legal and compliance requirements and that the hold, collection and eDiscovery workflows deliver the results you expect.
Journaling Microsoft 365 in the Cloud
Cloud-based journaling can work alongside Microsoft 365 to solve both the retention of legacy journal archives and the go-forward journaling for an ‘air-gapped’ golden copy.
Much like insurance – you never know when your organisation will need to pull data from old emails. If you don’t have a journaling system in place you run the risk of lacking the information needed which can ultimately cost much more than implementing a proper journaling solution in the first place. That’s why preparing in advance is key to preventing unnecessary problems in the future.
If you haven’t started looking into email journaling, now is as good a time as any to start.
Get help with your journaling needs
Find out about the range of journal options available to you.
With the GDPR and other industry-specific regulations in full force, it’s not a good idea to take it on faith that your employees are up to date on their compliance responsibilities.
For a lot of organisations, it’s mandatory for employees to be regularly retrained on organisational codes of conduct and industry regulations or compliances. That can be a time-intensive and costly exercise using traditional training methods, and a monotonous chore for employees.
Thankfully, the increasing availability and adoption of Learning Management Systems (LMS) for corporate and compliance training, has made these issues far easier to overcome. We’re particular fans of Microsoft’s LMS365 for corporate and compliance training, let’s take a look at some general LMS benefits and why you should be using LMS365 for compliance training but first let’s outline what we will be covering in this article:
A learning management system (LMS) is essentially a software application or platform that enables the creation, administration, delivery and tracking of eLearning or online training programs. Depending on which LMS you’re using, these programs can have varying degrees of integration into your existing environment. They can be completely standalone experiences or seamless components of daily workflows.
We are fond of Microsoft’s LMS365, find out more about our learning management software for the modern workplace.
Major benefits for corporate training
There are several benefits of LMSs over more traditional learning environments. One of the most obvious is that they are unaffected by time zones or geography and can accommodate a variety of learning styles and schedules.
Even more important for corporate applications, however, is the ability to deliver enterprise-wide training in an easy-to-manage, easy-to-track, and centrally managed way.
Targeted and scheduled training modules with completion reminders and comprehension tracking make it simple to monitor user progress and address any shortfalls quickly. Course content delivery that leverages gamification also encourages learner participation, and tight integration into existing work environments (available on platforms like LMS365) minimises “barriers to entry”.
It’s also very useful to be able to deliver training programmatically, making it possible to streamline and automate processes like onboarding new staff.
What makes LMSs a great fit for compliance training, specifically?
When your company’s reputation and well-being is on the line, you don’t want to take chances on employees forgetting or neglecting their compliance training. However, ensuring everyone (organisation-wide) is up to date on their responsibilities isn’t easy – even if it is essential to prevent potentially expensive litigation. Learn more about delivering collaborative learning.
Using an LMS helps overcome these challenges in a variety of ways:
Quick, easy course creation and roll-out
Most LMSs have intuitive course creation interfaces that make it easy to create – and adapt – courses as your corporate needs change. This is very useful in the compliance space, which is constantly evolving.
For example, Microsoft recently extended sensitivity labelling functionality to Office applications on Windows. Labelling can be a potent tool in an organisation’s compliance toolbox, but requires a fair amount of understanding and labelling expertise from users. Since labelling policies vary dramatically from business to business, standardised training is of little use. Using an LMS would make it relatively easy to build a custom course around your corporate labelling policies and help you make the most of this powerful, built-in functionality.
Flexible and Fun Course Content Delivery
Let’s face it, reading corporate policies and legalese isn’t anyone’s idea of fun. LMSs can help you deliver learning content through a variety of media and interactive learning activities. Implemented well, these can entice and incentivise employee engagement, making the whole experience more enjoyable for everyone involved.
Most LMSs also offer mobile device compatible training for participation on-the-go. The flexibility to engage whenever and wherever they learn best can have very positive effects on employee information retention and long-term outcomes.
Pro tip: Remote employees and mobile device use can increase a company’s risk of data breaches – make sure you secure these channels and provide adequate training on out-of-office safety protocol.
Automated Reminders and Notifications
With the help of an LMS, you can ensure compliance training is completed on time, every time, with convenient, customisable and trackable automated reminders and notifications.
Even better, some LMSs (like LMS365) let you tie training modules to activities that form part of a normal workday. For example, context-sensitive mini-modules or procedural reminders can be triggered when a user navigates to a specific SharePoint page. This is a great way to relate training to real-world applications and develop the right habits to ensure ongoing compliance.
Comprehensive Assessments and Reporting
LMS assessment and reporting capabilities tend to be extensive, including live tracking of engagement and completion, as well as automatic grading of performance.
Depending on your chosen system, your LMS may also be able to leverage advanced analytics to highlight specific trends and statistics from course modules. These can be integrated into business intelligence platforms to draw some very useful insights, including:
Learner engagement, timelines and completion levels
Performance on an individual and/or group level
Potential knowledge gaps that need further reinforcement or clarification
Areas in which course material could be adapted to better serve its purpose
Having access to this kind of comprehension-level reporting is particularly valuable in the compliance space. A lack of understanding can seriously hinder the adoption of new behaviours – a frequent requirement as legislation continues to evolve.
Auditable reports also help organisations prove due diligence in their compliance training remit, further minimising the risk of falling foul of legislation.
Easy Certification Management
For industries or organisations with mandatory certification requirements, keeping track of who has successfully completed what can be an ongoing headache. With the help of a good LMS, however, you can automate most of the certification management and retraining processes, including:
Tracking course completion and understanding
Enforcing regular retesting
Automatically updating procedural content to reflect latest corporate protocol
In which compliance areas can LMSs be of help?
LMSs are extraordinary tools for almost any type of education or training. When it comes to compliance, their application is particularly useful for organisations in financial services, law, healthcare etc. which have very specific compliance regulations. However, an LMS can be useful to virtually any organisation for training in the following areas.
The GDPR and other data protection legislation
Using an LMS to train employees on their role in safeguarding data makes it far easier to accommodate the evolving nature of this space. Periodic training updates can be actioned for a relatively low financial and time investment, and regular reminders can be triggered to reinforce good habits (such as securing company mobile phones and laptops).
LMSs also make it possible to track employee training and measure understanding to make sure users (both remote and in-office) are genuinely equipped to handle all relevant data-related situations. This reduces the risk of employee data breaches, for which employers may be held vicariously responsible (as in the case of UK supermarket company Morrisons). In these cases, an LMS’s comprehensive training records could also be of use in proving due diligence to strengthen an employer’s legal defence.
Pro tip: Your LMS also needs to be GDPR compliant, so make sure you’re using a reputable platform that conforms to international data privacy standards.
Health and safety
Mandatory health and safety training often comes at a high cost, and isn’t always as effective at minimising incidents as organisations may like. LMSs can offer a more effective way of driving the necessary knowledge home through engaging and flexible learning environments that encourage and incentivise learner participation.
They’re also able to track engagement and assess understanding to give employees the strongest possible foundation on which to build long-term behavioural change.
Information governance
The need to correctly label data items according to their sensitivity and data retention requirements is something that end users are becoming increasingly involved in. Its processes tend to be a lot more nuanced (and frequently affected by technology advancements and updates) than other areas. This makes the flexibility of an LMS extremely valuable, particularly when using a platform that ties into your existing infrastructure and can trigger updates and policy reminders based on user activity.
Codes of conduct
Data breaches aren’t the only areas employees can be held vicariously liable for their employees’ conduct. Discrimination, bullying and harassment in the workplace can all have serious repercussions for employers as well. By providing training on appropriate workplace behaviour, anti-discrimination and equal opportunities policies, employers can demonstrate an active commitment to a non-toxic work environment and reduce their likelihood of liability.
An LMS can not only make this training easier to implement, update and monitor organisation-wide, it can also deliver content in a compelling manner that supports genuine understanding and drives real change.
Why introduce an LMS which uses existing technology to manage training
One of the biggest reasons we love LMS365 (apart from its great functionality) is because it integrates so seamlessly with the Office 365 environment.
Users don’t need to sign into a different learning platform to access their training or reminders. Instead, access management is aligned with their active directory entry. That means learning plans, courses, personal progress reports, certificates and more are all automatically accessible through completely familiar Office 365 channels.
That familiarity can make a big difference to user engagement and adoption.
Pro tip: LMS365 can also tap into Office 365’s productivity and social apps to add an element of friendly competition – or teamwork – to the training environment.
Choosing an LMS that integrates with your environment is about more than just learners’ user experience, however. It also makes the creation and administration of courses far easier. With LMS365 you can build, deploy, track and schedule everything relating to your training programme using Office, Outlook and SharePoint. No need for third-party web services or ongoing maintenance fees, and no integration costs.
Have you used (or considered) an LMS for compliance training? Leave a comment below and let us know the pros and cons that affected your experience or decision.
Learning management 365 solution
Manage compliance and all other training activities effectively with LMS365
Even though Microsoft offers free tools to import your PST files into Microsoft 365, does anyone really relish the thought of migrating ALL of their PST files into Exchange?
Probably not, because:
You end up moving old rubbish
It will pound your network
Users might not like it
Having worked with hundreds of customers to roll-out email archives, PST migration is always the painful final phase that often gets brushed under the carpet for the aforementioned reasons.
The over-arching requirements for anywhere, any device data accessibility and centralised data governance, however, may be the final nudge to get your PST migration project management backing.
So is it acceptable to filter out the rubbish before you siphon it into your shiny new Exchange environment?
At the very least it’s surely prudent to get a policy agreed that will define your PST migration including whether to migrate:
Content that outdates your email retention policy
Folders marked ‘Personal’
Content that pre-dates your switch on of Journal capture
Duplicate PSTs
A PST migration project means bracing yourself for decisions about what to migrate and no-one likes decisions! But we like the advice from Craig Ball, a Texan trial attorney and certified computer forensic examiner:
‘To Preserve broadly is safe, but expensive. To Preserve carefully is safe and cost-effective”.
The truth is, any enterprise-level PST migration exercise – even if you gather up everything – is not easy and you may struggle with free Microsoft tools.
We read with interest a Mimecast blog which refers to a TechCrunch article on the News Corporation phone hacking scandal. The archiving vendor alludes to the concept of an email archive making it possible to permanently delete an email from circulation.
Perhaps we misread the intention of the writer, but here’s a home-truth speaking from experience:
Even if you maintain a central archive of your emails, be it on-premises or the cloud, deleting any given email from said archive is highly unlikely to delete all copies of the email.
This is because any given email is likely to exist in many other places besides an archive (and print outs in a crate), including:
on past backups of your email and archive servers
in personal email archives (aka PST files) that can exist on the user’s own hard disk or even a memory stick, and
assuming it wasn’t just an internal email, in the archive of the organisation with whom an incriminating email was exchanged.
The first 2 examples are becoming easier to tackle. Earlier this month Microsoft released its own tool to find and ’round up’ the contents of PST files and for many years now our UK-based email management organization has been delivering services and software to aid the search and recovery of emails from backups, PSTs and other locations.
So yes – implementing a robust archive along with sound and defensible policies for deletion can significantly reduce your eDiscovery costs and limit your exposure, but if the crunch comes, the incriminating emails can and will come out of the woodwork more easily than you think.
We’ve all done it; composed an email, hit send, then regretted it.
The heart-rate goes up and we become people of action, trying in vain to recall it. Invariably it’s too late and we just have to accept the consequences.
The problem is that if we want to delete an email, making sure both the deleted items and the recycle bin is emptied will not cover our tracks. Even if it’s been purged from the Exchange server dumpster, that’s not the end of the story.
The email will still exist in Exchange backups, 3rd-party archives, the recipient’s inbox, perhaps a PST file or two…and even some places you didn’t think to look.
For example, a customer recently was surprised to learn about the hidden folder created by Blackberry on their Exchange server that bypasses the dumpster process. There’s other places we know to look in.
The chance of deleting an email (either inadvertently or intentionally) and never being able to recover it is very slim. If it’s the email confirming your pay rise or extra day’s holiday, the work involved to retrieve it may not actually be justifiable on the part of the IT department, but it is possible.
Being able to retrieve email that was thought lost can be costly exercise but with the right software and plan it can be relatively pain-free.
So there is no need to panic anymore when you can’t find an email you need, but on a similar note be aware that once an email is sent, it quite often is around for good!
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