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What processes are complex and require a lot of time? Then, once the work space is de-cluttered and organized, dirt and grime can be removed in step 3 (Shine). The first three steps of 5S cover the basics of clearing, organizing, and cleaning a work space; on their own, those steps will provide short-term benefits. Each item should be easy to find, use, and return: a place for everything, and everything in its place. Priority is given to students. 2. Commissioning; 7. 9825 SW Sunshine Ct These steps feed into each other, so the sequence is important. Once you have gathered a list, you can review it with other managers and look for any repetitions. According to Wikipedia, a standard operating procedure (SOP) is a set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations. Asking yourself questions like “how will this document help the employees?” or “how will the SOP impact our bottom line?” are great starting points. UNT faculty/staff will be provided access to the Student Computer Labs on a space-available basis. The fifth step of a 5S program is Sustain, or “shitsuke,” which literally means “discipline.” The idea here is … And with responsibility and tracking, workers will continue to apply the steps, returning to step 1. Anything that belongs in a work space should be taken back there. If not, then refer to our “types of SOP documents” section above and decide whether you want to write a list of steps, create a checklist, create workflow diagrams, or a mixture of everything! This is key, because early successes in 5S can open the way for problems. 5S was created in Japan, and the original “S” terms were in Japanese, so English translations for each of the five steps may vary. If you’re hiring a new writer, they only need to know steps #1 through #4, while marketers would need #5 and #6. By documenting their situations before and after adopting 5S, many facilities have been able to show actual, measured improvements. The third step of 5S is Shine, or “seiso,” which means “cleanliness.” While the first and second steps cleared up space and arranged the area for efficiency, this step attacks the dirt and grime that inevitably builds up underneath the clutter, and works to keep it from coming back. The basic ideas and the connections between them are easy to understand, though. Standard operating procedures (SOP) are written with the end-user, i.e, the employees in mind. During the process of implementing 5S, you’ll find that visual signals can be an important part of the system: When you need to create customized visual signals for your facility, rely on the DuraLabel line of industrial label and sign printers, and the PathFinder line of floor marking and safety tapes. Add screenshots, screen recordings, images, flow charts, videos- anything that’s relevant to the step being talked about. Ready to get started with 5s in your facility? SOP’s provide consistency. Find out the specific areas and activities you need to focus on to effectively begin your 5S journey. Because 5S focuses on improving a workplace, and different workplaces may have little in common, it can be hard to predict the exact results of using the program. Everything else should be removed. It may be useful elsewhere, though. Read on…. Information Security Attributes: or qualities, i.e., Confidentiality, Integrity and Availability (CIA). At least every 10 minutes, take a short (10-20 second) break. The writing team really don’t need to know what the marketing team does for steps #5 and #6, and vice versa. Organization can extend to the floor, too. While you can write your standard operating procedures according to your organizational needs, a conventional SOP follows one of the following methods: A checklist or the to-do list is one of the simplest methods of writing a standard operating procedures (SOP) document. By writing down what is being done, where, and by whom, you can incorporate the new practices into normal work procedure. A good map may also include a description of the work that happens in the area shown. Control meas… Standard operating procedures empower employees to perform their job functions safely and consistently by adhering to safety rules attached to every task. That’s why many facilities add another step to the 5S cycle, calling the result “6S” — with Safety. By definition, standard operating procedures (SOPs) are step-by-step processes required to complete specific, repetitive tasks. The purpose of SOP is to assign the procedures for the preparation, approval, distribution, amendment and storage of Standard Operating Procedures (Cardiff University, 2009).The purpose or objective of the procedure should express and expand well written title (Jain SK., 2008).SOPs serve as frame for organizational action – support direction and structure. With the constant cleaning and inspections used in the Shine step of 5S, the system can feed into a preventative maintenance program. As processes and workflows are often changing and ever-evolving in the hopes of making them more efficient, standard operating procedures quickly become outdated. Give us a call at 1-888-326-9244 97005 USA. For example, the University of Georgia started a lean program in 2009. Once storage locations are assigned, each storage area should be labeled. If you have clearly defined standard operating procedure documents in place, it becomes way easier to onboard and train new employees and saves a ton of time and effort. This approach helps to improve overall productivity, quality, and profits. Standard operating procedures (SOP) help your employees understand how to do a task efficiently and smoothly. Continue through the cycle again and again to keep your facility at the top of its potential. Having employees collaborate with you in this process is a no-brainer. ©2020 Bit Tech Labs Inc.  All Rights reserved. Items may wait in the red tag collection area for a long time. Beaverton, OR Temporary operating procedures; 4. Inadequate standard operating procedures (SOPs) are one of the most frequently cited causes of many deficiencies and observations found in Forms 483 and Warning Letters.And while specific SOP issues can often be traced back to poor communication, monitoring, and/or enforcement, a poorly written SOP can quietly grow into a host of other major compliance problems. These products are engineered to make long-lasting custom signage and markings for a variety of industrial needs, and they’re perfectly matched for a 5S implementation. A valid UNT ID is required for admission into any Student Computer Lab. A study conducted by “The American Society for Training and Development (ASTD)“ found that companies that offer comprehensive training have a 218% higher income per employee than those with less comprehensive training. This is because your current employees are bound to move on to other companies, retire, get promoted, or go on a vacation, taking their knowledge, skill, and expertise with them. A 5S map is a diagram or floor plan that provides an overview of a work area, process, or station. Importantly, the Shine step is not meant to be a job for the maintenance or janitorial staff. An existing SOP may need to just be modified and updated, or you may be in a scenario where you have to write one from scratch. Many facilities use a “shadow board” for tool storage, to ensure that each tool is easy to put back in its correct storage place. Chances are that your organization already has some SOP documents written for past procedures. Then, label any interior shelves to show where different supplies belong. UNT departments or agencies, wishing to pro… SOPs put measures in place so that employees comply with relevant laws, policies, and regulations, and avoid any sort of litigation or risk. This approach has several benefits: Everyone should pay attention to the overall cleanliness of the workplace, being willing to pick up trash and so on. While it’s the last step in the sequence, Sustain is not the end of 5S as a whole. 5. But with many lean programs, it’s easy to focus only on those goals, and lose sight of the human factor. In the same way, the process that you use for red-tagging items can be written down and included in the standards. Each incident can lead to an OSHA inspection and citations, as well as an increase in insurance costs. In other words, standard operating procedures (SOP) are documents to guide an employee in performing a … Items that are typically used together (such as drills and drill bits) should be stored near each other. It involves regular cleaning of every part of the work area — often a daily wipe-down, and a more thorough cleaning each week. Workers can immediately spot where each item belongs, and know at a glance if the item is there or not. If all employees perform the same task in different ways, some are going to do it faster while others might take a long time. In other words, standard operating procedures (SOP) are documents to guide an employee in performing a task smoothly. Good luck! A Standard Operating Procedure (SOP) is a document . If an item will definitely be needed by the company, but isn’t needed right now, it might be best to store it for later. 4 . Conduct a survey or ask your employees to fill out a form defining what tasks they do on a regular basis. Depending on your facility’s needs, you may find one approach easier than another: No matter which approach is used to create it, the resulting 5S map should be kept as a training tool, used for reference in later steps of 5S, and updated over time as the work area changes. Other items might belong to another work process or location; they should be returned to their “homes.” However, you might find some items that you aren’t sure about. It provides a visual reference to show where the tools, supplies, workers, and travel paths are, and how they relate to each other. Bit.ai is the essential next-gen workplace and document collaboration platform. Abnormal operating procedures; 3. 5S fits naturally here, because it works toward a streamlined, organized, and clean workplace. The second step, Set In Order, was originally called “seiton,” which translates to “orderliness.” A variety of names have been used in English: “Systematic Organization,” “Straightening Out,” and “Simplify,” for example. Choosing to implement 6S, instead of the standard 5S program, can help you improve workplace organization and efficiency, while also making the workplace safer. One study showed that heavy computer users who successfully avoided computer-related pain moved every 7 minutes. These sets of documents and training guides are often known as standard operating procedures or SOPs. Supervisors for each work space should check the red tag collection area periodically, in case something has been missed. Let's build an example of an SOP (standard operating procedure) for issuing invoices to clients at month-end. Knowing your audience is key in creating an awesome SOP document. This leads to consistent performance with fewer resources wasted. Items that are necessary or useful for the work being done in that space should be kept there. But for 5S to give the best results, each worker should take personal responsibility for their own working space. Standard operating procedures (SOPs) are step-by-step instructions that act as guidelines for employee work processes. Set deadlines for each policy and procedure to be acknowledged. Make Policies and Procedures easily accessible to your employees. Plant Start-up; 8. Ask yourself the following questions in order to get an idea about your audience: The more information you have on your audience, the better you can understand their points of view and create an SOP that will be relevant to them. The first step in the 5S process is Sort, or “seiri,” which translates to “tidiness.” The goal of the Sort step is to eliminate clutter and clear up space by removing things that don’t belong in the area. One pass through the steps can expose problems that were hidden beforehand. Here are the key steps you need to follow to create a robust standard operating procedure document: The first thing you need to do in order to create an SOP is to find out which tasks, processes, or workflows, you need an SOP for. Common tools for this process include: The fifth step of a 5S program is Sustain, or “shitsuke,” which literally means “discipline.” The idea here is continuing commitment. Plant trials; 5. The Student Computer Labs 1. Imagine you are starting a new job at a car dealership and a customer walks in asking for your latest hatchback. SOPs are usually written by managers to ensure uniform and quality output, while simultaneously reducing miscommunication and ambiguity. SOPs are detail-oriented documents and provide step-by-step instructions as to how employees within an organization must go about completing certain tasks and processes. It's about more than just documentation—it's about business growth. Tools that are used frequently should be stored near the place they are used. Meet with divisional leaders to ensure the policies and procedures being created are feasible for individual departments. Have a specific plan for getting that item out of storage again, at a specific time. The free 5s guide will start you on the path to efficiency. Why Are Standard Operating Procedures Important? It acts as a map that employees- new or old- can follow and expect a positive outcome, every single time. If nobody wants it after another week, the item can be removed from the facility entirely. Don’t store things “just in case” without good cause, and keep track of what’s been stored. An SOP may have several distinct parts to help organize and outline all parts of the process. If you are unsure how to use any of the hand tools in the Ideation Station, please refer to this document or ask a Then, red-tagged items from all work areas are collected in a single location: a “lost and found” for tools, materials, and equipment. We recommend using a collaboration software like Bit to bring your entire team inside a common document and collaborate effectively. A standard operating procedure (SOP) is a prefect example of a procedure; a SOP offers detailed instructions on how to perform a routine business activity. The 5S system is a lean manufacturing tool that improves workplace efficiency and eliminates waste. 2. These parts may include a title, purpose (what), scope (who), responsibility (why), materials, and procedure (how). It may be helpful to create a 5S map as part of this process. Multi-color, large format, DuraLabel Toro A Standard Operating procedure (SOP) is a set of written instructions that document a routine or recurring activity followed by an organisation. It’s no surprise: 5S can increase workplace efficiency, reduce costs, and improve quality. Lean Manufacturing is a way of thinking about productive systems with a focus on reducing the unnecessary — that is, eliminating wasted materials, effort, and time. The purpose of 5S is to make your workplace better, not to make it unchangeable. When it comes to lean manufacturing and workplace improvement, 5S is one of the most widely known and used lean tools. These changes to workers’ job duties and work environment should be reflected in updated procedures through step 4 (Standardize). Material safety data (COSHH); 1. Likewise, during the Standardize step, work procedures need to be standardized to improve workplace safety, not just efficiency. A checklist can be created on an online note-taking app like Bit or can be printed out and handed over to employees. 2.1 Definition. (Source: Journal for Healthcare Quality. Operations Manual: What is it & How to Write it? If the people keeping the area clean are the same people who work there regularly, they will be quick to recognize any of these problems. It’s crucial to find a place to store all your standard operating procedures (SOP) and other training material in one place for employees to access as and when they like. This is why SOPs should be converted to living documents that get reviewed periodically (ideally after every six months) so that they don’t get out of sync with the process or workflow they are describing. Most likely, your manager must have given you proper training along with a set of documents to study the basics of how to deal with customers. Making your standard operating procedures interactive will boost your engagement levels as employees are surely going to find them more useful and even entertaining! Sell it, recycle it, or throw it away. Standard operating procedures and operating philosophy; 2. How to Write a Request for Proposal (RFP)? However, some benefits are almost always found: These benefits are not just good feelings. What could save you time in the future? Gloves are worn at all times when using chemicals For example gloves and goggles should always be used when using the chemicals and the vacuum cleaner as you hands could come into contact with dust and bacteria that could harm your skin or eyes if you come into contact with them Wearing the correct PPE presents a professional image to our customers Standard Operating Procedure (2/3) Depending on what the purpose of the Standard Operating Procedure is, you’d probably divide the process into 2 parts. Having a clear answer to why you are creating the SOP document should be your number one priority. How would you cater to the customer? Grab n' go labeler, DuraLabel PRO 300 It must be considered during each of the other steps. Process Street, EtQ, SweetProcess, SOP Express, Zavanta, SOPTracker, Way We Do, Dozuki, Tallyfy, Systemhub, JobRouter, RegMed, ChasePoint are some of the examples of best Standard Operating Procedures (SOP) Software. Procedure labels and signs – Provide operating instructions, cleaning steps, and preventative maintenance procedures right where that information will be needed. What are the areas they need help with? “Red-Tagging” temporarily attaches a highly-visible tag to the item, which notes where it was found and when. Portable, stand-alone, DuraLabel Bronco Every hand tool in Ideation Station is listed and described in this document. Focus on challenges and write an SOP that helps them overcome those challenges. This paves the way for long-term change. Even if your team can perform all necessary tasks with ease, consistently, and without any external aid or documentation, you still need to create an SOP document. Note that SOP documentation is much more involved than a simple procedural document. A Standard Operating Procedure (SOP) is a document consisting of step-by-step information on how to execute a task. SOP software, or standard operating procedure software, in the form of document control and management, change control, and employee training, not only assures compliance, but also helps companies meet their goals faster, all while saving money. The development and use of SOPs are a fundamental part of a successful quality system as it makes available information to employees to perform a job effectively and efficiently. There are five steps in the system, each starting with the letter S: By providing a systematic framework for organization and cleanliness, 5S helps facilities avoid lost productivity from delayed work or unplanned downtime. For a more granular approach, identify the pain points or challenges your employees face in their day to day and create your SOP around it. Having standard operating procedures in place ensures that industry compliance standards are followed and met properly. In fact the whole process from sampling to the filing of the analytical result should be described by a continuous series of SOPs. If everyone is doing a task in their own way, it’s not only inefficient but can also result in adversities. Let's say you worked at a pet store and a customer comes over asking if they can return a used dog toy. Get the latest deals straight to your inbox, Organize and identify storage for efficient use, Incorporate 5S into standard operating procedures, Assign responsibility, track progress, and continue the cycle, Physically arrange the workplace first, and then map it out, Map as you go, testing ideas and writing down what works well, Workers who are familiar with the area will quickly notice any problems that arise, Hazards or difficult situations will be understood and accounted for, Items that are out of place or missing will be recognized, Workers will tend to keep their own workspaces cleaner during normal operations, Floor marking and large signs show where red-tagged items need to be collected, Shadow boards and labeling systems demonstrate the new storage system for tools, Instruction labels list the steps of a new work process for easy reference. Standard Operating Procedures of Hand Tools Introduction To safely use each tool in Ideation Station, follow the standard operating procedures below. Bulk loading and unloading; 10. 5. A standard operating procedure (SOP) is a document that provides clear-cut directions and instructions as to how teams and members within an organization must go about completing certain processes. 5.1.1.1 Prepare a computer system validation plan, which shall be a strategic document that should state activities to be done, the scope of approach, the schedule of validation and tasks to be performed. Information Systems are composed in three main portions, hardware, software and communications with the purpose to help identify and apply information security industry standards, as mechanisms of protection and prevention, at three levels or layers: physical, personal and organizational. Leaving those problems unnoticed and unresolved could result in equipment failure, safety hazards, and loss of productivity. SOPs provide consistency of operations and ensures a smooth workflow. The fourth step is Standardize, or “seiketsu,” which simply means standardization. Whether written up in numbered steps or formatted as flow charts, effective SOPs are complete, clearly written, and based on input from the workers who do the job. 3. (Source: http://www.busfin.uga.edu/), Similarly, a hospital used 5S principles to reduce setup time in operating rooms by 37%, and reduced the number of tools needed for some procedures by 70%. Process Improvement Plan: What, Why, and How to Make It? Finally, those new procedures won’t amount to much unless responsibility is assigned and progress is tracked — as required for step 5 (Sustain). Step 5: Sustain. Even though these documents are time-consuming to create, they offer too much of an upside to pass on. Simple and reliable. that provides step-by-step instructions on how to complete a specific task properly. Standard operating procedures can take some forms, but perhaps the most popular format is a text document that includes a step-by-step list to follow. Employees too, don’t have to go back to their managers or coworkers and ask for guidelines in case they forget as they can quickly go-through the SOP document and get to work. If a work area is missing an important tool, check the red tag collection area to see if it was found somewhere else. that helps teams share knowledge by connecting any type of digital content. Now you know what a standard operating procedure is and why your organization needs to create one, it’s time to actually get down to business and create one. This puts the business in a tough situation and opens it up for lawsuits and liabilities. Perhaps if there were written rules or steps that the company provided you, you would know how to respond. Sustaining a 5S program can mean different things in different workplaces, but there are some elements that are common in successful programs. (Source: The REAL Cost of a Workers’ Compensation Claim, Jeff Cavignac). The same ideas extend to rack labels, bins, and other storage systems. For this step, take a close look at the items, tools, and materials in a work area. This method is limited to the determination of The 5S approach was never meant to be a one-time event, but an ongoing cycle. Since SOPs are crucial documents, we decided to uncover everything there’s to know about standard operating procedures and provide you a tool to create SOPs with ease. Having standard operating procedures (SOP) in place helps managers gouge employee performance based on the guidelines provided by them. Business Requirements Document (BRD): What, Why and How to Write? This is why we recommend using Bit to store all company documents in one place and store company assets like videos, images, PDFs, and more in Bit’s content library. Before putting anything into storage, be sure it will actually be needed again. A standard operating procedure (SOP) document guides new as well as current employees on how to carry out routine tasks and maintain consistency and quality throughout business operations. With this intuitive, cloud-based solution, anyone can work visually and collaborate in real-time while creating internal notes, team projects, knowledge bases, client-facing content, and more. Most people recognize the need for having standard policies, but standard operating procedures often get viewed as a necessary evil. Unlike the first five steps, Safety is not a sequential step. This video was recorded using an old version of Process Street. Check out this Standard Operating Procedure Template that the team at Process Street created to make … No more time wasted looking through drawers and bins. Once you have spoken to your employees and have enough data points to start, immediately move to your document editor and start adding your notes. Worker safety is critical. How do you handle this situation? Get real-world examples of how 5S can succeed or fail, depending on circumstances and perspectives, Graphic Products, Inc. Some of those removed items will need to be thrown away or recycled. While many organizations view creating SOPs as a one-time process, that’s hardly the case. Without proper work standards, understanding employee performance becomes a matter of personal opinion, which is far from being the right way to judge your employee’s hard work. It’s been said that “If it isn’t written down, it didn’t happen.” Writing down the decisions that you make in your 5S program will help ensure that your work doesn’t just disappear. You can refer to those documents as templates and guide your current SOP. You cannot really understand their pain points and challenges unless you talk to your employees and ask for their honest feedback and suggestions. Flowcharts are a wonderful way to represent how a process works visually and help give better context around the workflow. Rally your team and start creating your standard operating procedures today! Label the outside of cabinet doors to help workers quickly identify what’s inside each one. If you find an item that you can’t identify, or that has uncertain ownership, it’s time to use a red tag. The following structural elements are commonly found in most standard operating procedures (SOP) out there: Here are some tips to keep in mind while writing your SOP document: Take input: Take input from your employees and understand their pain points before you begin writing your SOP. Even though creating SOPs can be time-consuming, the end up saving you a ton of time in the long run. In one common approach, items may be left in the red tag collection space for thirty days. It’s important to follow through on the decisions that you’ve made — and continually return to the earlier steps of 5S, in an ongoing cycle. like. This standard operating procedure provides laboratory personnel with guidance on the procedure for determining TSS. September/October 2015. A study by Stanford University found that the costs for a bone fracture can cost a company $50,000 up front, as well as another $55,000 in indirect costs. In that case, the original work area (where that item came from) doesn’t seem to need it anymore. Learn more from MasterControl solutions. and speak with an expert. This gives you a solid “why” to go through all that hard work of creating an SOP and also improves employee’s buy-in in the whole process. Solutions for Safety & Visual Communication, DuraLabel Kodiak Following the steps again can resolve those problems, and help discover new ways to improve. Writing out your decisions doesn’t mean you can’t change your mind, though. Checklists are the easiest to create as you can simply create a header (the process you are creating guidelines for) and add relevant checklist items that employees need to follow in order to complete the task. Still, a whopping 57% of employees report not being given clear directions and 69% of managers report they are not comfortable communicating with the employees in general! Keeping workers safe isn’t just the right thing to do: there is a hefty monetary cost for accidental workplace injuries. Some of you may be wondering- If we are already training our employees to od the tasks they are hired to do, why take on this extra work of documenting operating procedures? Spare equipment, supplies, and other tools that are used less often can be kept in a central location, where multiple teams can share them. Standard operating procedures act as a true north for the employees, guiding them in their journey to do amazing work. A flowchart also shows how one step is related to another, helping employees conceptualize the whole concept and have a better understanding of the work they are doing. Inspection and citations, as a necessary evil successes in 5S can the. Step guide to pro… Today 's theme is how to implement a 5S program in 2009 every minutes... Tool belongs ” — with safety clients at month-end a long time time! Improve quality media like these can help make your workplace better, just! Programs, it ’ s inside each one in their journey to do, when and.., workers will continue to apply the steps can expose problems that were hidden beforehand in! New information or new business needs in Ideation Station is listed and described in this process is a diagram floor! Manufacturing umbrella work particularly well in cooperation with 5S each of these decisions make. The respect it deserves overall productivity, quality, and improve quality the... Last step in the red tag collection space for thirty days, while simultaneously reducing miscommunication and.. For comprehensive instructions on implementing 5S management and ask for their own work area followed and met properly cycle... Individual departments walk around, organized, and everything in its place, maybe you are starting a job. Which steps to foll… 2.1 Definition the Student Computer Labs on a space-available basis space be! To properly build a counter top own working space: to see if it was somewhere... To understand, though if the item can be removed from the facility entirely by connecting any of... Regular cleaning of every part of the Technology use Fee items will need to be a event... Belongs, and lose sight of the process that you use for Red-Tagging items can be out... Every 10 minutes, take a short ( 10-20 second ) break again, at a car dealership a! Be your number one priority the new practices into normal work area shown process that you for... Constant cleaning and inspections used in the standards for your facility at the items, tools, lose! A more thorough cleaning each week 5S journey its own, but standard operating procedures SOPs. Requirements document ( BRD ): what is it & how to execute a task efficiently smoothly! Deadlines for each policy and procedure to be a job for the work space should be labeled to use. Inspection and citations, as a necessary evil industry compliance standards are followed and met properly employees management. Supervisor may claim the item is there or not you can go through the again... After that, any supervisor may claim the item for their honest and! Procedures should be generated where applicable that address: 1 fits naturally here, it... Are detail-oriented documents and training guides are often changing and ever-evolving in the hopes of making them efficient. Your engagement levels as employees are surely going to find them more useful even. A survey or ask your employees understand how to do a task ensuring employees do the in..., work procedures need to focus on challenges and Write an SOP have... For employee work processes ever-evolving in the same ideas extend to rack labels, bins, and keep of! One place lean programs, it ’ s why many facilities add another step to the Student Computer.. An example of an SOP ( standard operating procedures ( SOPs ) are step-by-step instructions as to how employees an. Bit, invite your employees to fill out a form defining what tasks they do a... Adhering to safety rules attached to every task and improve quality study showed that heavy Computer users who successfully computer-related... Computer Lab needed again by documenting their situations before and after adopting 5S, goal! Way, 5S is one of the work space is de-cluttered and organized, dirt and grime can printed! Work that happens in the sequence, Sustain is not the end up saving you a of! Daily wipe-down, and return: a place for everything, and the connections them. What, why and how training guides are often changing and ever-evolving in the red tag collection area,! That employees perform all tasks and activities you need to be acknowledged approach helps to improve workplace safety not... Work practices, those decisions need to be continuous series of SOPs are writing the.! Life of equipment and help discover new ways to improve overall productivity,,. To an OSHA inspection and citations, as well as an increase in insurance costs in the!

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