Orange County Clerk of Courts

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O FFICE OF L YDIA G ARDNER x O RANGE C OUNTY C LERK OF C OURTS A NNUAL R EPORT

description

Our year in review

Transcript of Orange County Clerk of Courts

Page 1: Orange County Clerk of Courts

O f f i c e O f L y d i a G a r d n e r x O r a n g e C O u n t y C l e r k O f C O u r t s

a n n u a L r e p O r t

Page 2: Orange County Clerk of Courts

Lydia Gardner

As I share with our community at every opportunity, we approach the operation of the Orange County Clerk of Courts as a business. We operate solely on fees and use no tax dollars to fund our operation.

To that end, we set high goals for timeliness, accuracy, customer service and other efficiencies.

The result: 2007 was another productive, successful year that exceeded even our greatest expectations.

As you’ll read in these pages, we continue to make substantial strides:• TheGovernor’sSterlingCouncilnamedourCollections program “Best In Class” statewide. We are proud to be the Best Practices model in an area that gets millions of dollars in restitution into the hands of victims of crimes. • Morethan1,250attorneyswereregisteredforElectronicCase Filing and more than 800 cases were accessed or filed usingECF.• Tensofthousandsofcustomersmademillionsofdollarsin payments through myorangeclerk.com or Amscot, thereby avoiding a trip downtown.• TheaveragewaittimeintheTrafficDivisionwentfrom48 minutesto16minutes.• Customersconsistentlygaveusasatisfactionratingof 95percentormore,includingahighof98percentin December.• OurUnitedWaycontributionrose32percentto$41,000.

Now in the fourth year of my second term, it is my continued com-mitment to run the Orange County Clerk’s Office using sound business practices. I believe in our community and will continue to serve with your best interests in mind. I thank you for that opportunity, and I thank our deputy clerks for all they do every day.

Sincerely,

LydiaGardnerOrange County Clerk of Courts

•Innovative Technology

•Customer Service

•Fiscal Responsibility

“We operate the Orange County Clerk of Courts on

sound business principles. We live by our Vision, Mission and

Value Statements, which guide our ethical approach to all we

do. Our Strategic Perspectives guide us on our Performance

Excellence Journey.”

— Clerk lydia Gardner

Page 3: Orange County Clerk of Courts

Vision StatementThe Orange County Clerk of Courts delivers Excellence through Efficiency and Effectiveness in everything we do.

Organizational ValuesTrust and respect are the foundation of our success.We treat each other with civility, striving to maintain open and honest lines of communication. We apply our policies in a fair and equal manner to all concerned.

We only have one chance to make a good first impression.We believe in best serving the public by developing a team of committed and knowledgeable professionals who provide quality customer service that meets the need the first time in a prompt, courteous and competent manner.

Together we make good things happen.Through teamwork we seek partnerships with our customers and our community to achieve mutual goals.

We are accountable for our actions.We commit to demonstrating fiscal responsibility as well as main-taining a high level of accountability to our community, judicial partners and employees.

Actions speak louder than words.We believe our actions should parallel our commitment to excel-lence. It is through our integrity that we gain the confidence and trust of our employees and the public we serve.

Creativity is the window to our future.We embrace responsible risk taking that will keep us on the lead-ing edge of quality and innovation.

Diversity makes us stronger.We strive to create a workforce that reflects the community we serve while creating a workplace that respects and includes dif-ferences.

Clear VisionStrategic Perspectives

z We are customer-centric: We will provide exemplary customer service.z We will streamline processes. We will improve processes to achieve greater efficiency.z We will employ innovative technology. We will use leading-edge technology to improve efficiency and better serve our customers.z We will train and develop our employees. We will develop our deputy clerks to create an efficient and effective work force.z We will manage our money. We will use our financial resources wisely, looking for opportunities to cut expenses and increase productivity.

“Together we make good things happen.”

Mission Statement

The mission of the Orange County

Clerk of Courts is to manage informa-

tion of the justice system and provide

other public services for the global

community in an efficient and effec-

tive manner.

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Page 4: Orange County Clerk of Courts

“Dear Lydia Gardner, I have pursued some difficult petitions involving the adoption of my grandchildren. Thanks to the outstanding personnel in your office, I was able to prevail and this will make a huge difference in the lives of my grandchildren. I know you must be exceedingly proud to have such wonderful employees working for you and the citizens of Orange County.’’

—exCerpt of letter from a family ServiCeS CuStomer

Customers First

2007 Calls To Clerk’s Office

Calls To Clerk’s Office: 1,268,375

Average # of Daily Calls Per Deputy Clerk In The Call Center: 100

Average # Of Minutes On Hold: 2:06

Wait Less and Get Back To Your LifeLong waits in line are no fun, especially if you’re not feeling well, have restless children in tow or you just want to pay that ticket and get back to your life.

Our Traffic Division, which has our highest caseload, did a remarkable thing in 2007 – it reduced the annual average wait time for its customers from 48 minutes to 16 minutes. The team’s first step in making that happen was to ask customers what they considered to be a reasonable amount of time to wait. Meeting and exceeding customers’ expectations is our part in developing a successful partnership.

Thanks to the reduced wait time and a queuing system that allows you to take a number and have a seat until it’s your turn, customer service scores have soared in Traffic and the branches.

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wait lessand Get Back To Your Life

Traffic Supervisor Jose Vellon demonstrates our traffic queuing system.

Page 5: Orange County Clerk of Courts

We know our customers aren’t always available between 8 a.m. and 5 p.m. Monday-Friday, so we offer these 24/7 options:z Myorangeclerk.com - You can pay traffic fines, link to a statewide child support payment site, access court records and download forms, among other things.z Electronic Case Filing (ECF) - Attorneys and pro se litigants can file their cases electronically any time, day or night.z 24/7, 365-days-a-year branch at the John Young Parkway Service Center – You can make bond payments, pay court and traffic fines, and get a marriage license and information about our other services. In 2007, the first couple said “I do’’ there.

We continuously seek other options to help customers avoid driving downtown to find and pay for parking and potentially stand in line:

z Amscot – Collects court, traffic and some Juvenile costs. This successful partnership is in addition to our Western Union option.z 6 Clerk’s Office branches: Apopka, Ocoee, Winter Park, Goldenrod Road, John Young Parkway Service Center and the Thomas S. Kirk Juvenile Justice Center.

Customer Satisfaction Survey Results SoarExcellent customer service is our No. 1 goal. We ask each customer to complete a satisfaction survey, either in person or online. In 2007, we collected more than 38,000 surveys. The response routinely meets or exceeds our goals.

We’re Available 24/7 Online And In Person

Customer Service and Community Affairs Administrator Carmen Velazquez notes that for further feedback, we convene a Customer Service Advisory Board, which includes members of the judiciary, Orange County Bar Association, State Attorney and Public Defender offices, law enforcement and the community.

Customer Satisfaction Survey 2006:

2007:

Community Satisfaction/Awareness Poll 2006:

2007:

88%91%

93%95.1%

Customer Service and Community Affairs Administrator Carmen Velazquez shows off our Customer Service number.

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195 million. That’s the phenomenal number of worldwide hits we had to myorangeclerk.com in 2007, including customers

z Paying traffic fines. z Filing a case electronically. z Looking up court cases. z Noting the status of a case. z Checking out upcoming foreclosure sales. z Downloading forms. z Obtaining information on everything from who needs a passport to how to process a domestic violence injunction.

We improved our link to court information and other items of in-terest with the upgraded myClerk, which offers easy-to-navigate access to court cases, foreclosure and judicial calendars, and other sites of interest.

In our earnest quest for feedback, we collected more than 200 electronic Customer Service Surveys after adding a link to the website in August.

Upgraded Case Maintenance SystemOur Case Maintenance System (CMS) stores, tracks and re-trieves information from a multimillion-record data base, allowing us to efficiently serve our stakeholders, including judges, attor-neys, partners and the public.

Due to ground-laying work done in 2007, we flipped the switch on the first rollout of the new Tyler Technology system in Probate/Mental Health, the division piloting the system. The system was chosen in 2006 in a revolutionary selection process that involved a high-level panel of business leaders and IT experts, joined by the Judiciary and Orange County government experts.

e-FRIENDLY

Myorangeclerk.com is the portal to the on-line clerk.

195 millionhits

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Page 7: Orange County Clerk of Courts

Attorneys Embrace Electronic Case FilingThe Orange County Clerk’s Office completed its first full year of Electronic Case Filing (ECF) in 2007, an ef-fort we have pioneered in the state.

ECF allows attorneys and pro se litigants to initiate cas-es and subsequent pleadings electronically, 24/7. In 2007, ECF was mandatory for Complex Business Liti-gation cases, and we look forward to expanding that opportunity soon to Circuit Civil cases, pending Florida Supreme Court authority.

“ECF also allows attorneys to pay their fees online and receive electronic notification of all documents filed in their cases,” said Project Manager Carolyn Weber, who previously deployed e-filing in the Middle District of Florida for the Federal Court.

z A process that could take days can now be done in an hour or less

z Attorneys save money on staff, postage and other items.

z The Clerk’s Office can be more efficient. It takes less time and staff – and therefore money — to accept a case electronically.

z We get closer to our goal of a paperless office.

z Less paper and fewer road trips advance our “green’’ initiative.

z We can better serve customers, our No.1 goal.

ECF“I LOVE IT, LOVE IT. Can’t wait to start using it.’’—an attorney Shared thiS aSSeSSment after an eCf traininG SeSSion

198,800$9,000

8001,250

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2007 ECF SavingsCustomer Wait-Time Hours:

Clerk Processing HoursWe calculate cost aversion to be almost :

By The NumbersCases accessed or filed through ECF:

Attorneys registered to file electronically:

ECF Project Manager Carolyn Weber checks out a case.

Page 8: Orange County Clerk of Courts

Happy Customers Flock To Pay Online, At AmscotTens of thousands of customers are conveniently paying their traffic fines at myorangeclerk.com or at an Amscot, seizing the opportunity to avoid driving downtown, paying for parking, and potentially standing in line.

We were the first Clerk’s Office to partner with Amscot, though others are following our Best Practice. What’s our motivation for providing online and multiple other conveniences?

z We strive to provide cutting edge customer service options.

z It saves us money – and as Clerk Lydia Gardner points out, this office is run like a business, meaning cost savings are crucial.

• 13 cents – our Traffic Division’s estimated cost to process a traffic-ticket fine paid online. • 43 cents - the cost when it’s paid at an Amscot. • $1.88 - the cost when it’s paid at the counter.

z The Traffic Division carries our highest caseload, so efficiency is of the essence.

z For the sake of the environment, safety and traffic congestion, we want to help keep people off the roads when we can.

z We can serve customers who prefer to do business in person much more efficiently when there are fewer to serve.

GroundbreakingWays To Pay

By the end of fiscal year 2007, more than 45 percent of traffic payments were being processed electronically, including those paid online and at Amscot locations. (Those numbers also include payments made through Western Union, our Call Center and at our drop-boxes.) By the end of the second quarter of 2008, that number had topped 50 percent.

Dollar Value Breakdown of Traffic Payments Made Percentage Breakdown of Traffic Payments Made

CaShier remote total CaShier remote total

FY 2005 $13,498,608 $7,052,270 $20,550,878 FY 2005 65.7% 34.3% 100.0%

FY 2006 $14,905,348 $9,270,662 $24,176,010 FY 2006 61.7% 38.3% 100.0%

FY 2007 $14,879,676 $12,567,720 $27,447,396 FY 2007 54.2% 45.8% 100.0%

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More than 300:The number of places you can pay fines, including at myorangeclerk.com and Amscot and Western Union locations.

Page 9: Orange County Clerk of Courts

Collections Program Recognized As “Best Practice’’The award-winning Orange County Clerk of Courts Collection Program brought in more than $14.3 million in Fiscal Year 2007, using many smart tools to collect court costs assigned to of-fenders. That money is then distributed to crime victims, mu-nicipalities, the Public Defender’s Office and others.

The Florida Governor’s Sterling Council recognized our Collec-tions Program in 2007 as being Best in Class for the state. The program’s overall success rate, and therefore our phenomenal ability to distribute money, is above and beyond other Clerk’s Offices our size. We are also the only Clerk’s Office in the state that collects restitution for probation and parole.

The Clerk’s Collection Program was established in October 1999 to track fines, fees and costs assessed against an offender and to notify the courts if payments are not received.

Keep in mind, the collections money is only part of our overall cash receipts of $199 million.

How do we maintain a strong collections rate? Here are some of the tools we use: • Collections Court – Our Clerk’s Office is one of the few statewide with its own Collections Court program, created in conjunction with Chief Judge Belvin Perry Jr. and Circuit Judge Jeffery Arnold. Offenders can be assigned to Collections Court if they miss a payment. • Payment Plans – Clerk’s financial counselors work with offenders to set up payment plans they can fulfill. • Writ of Bodily Attachment, Suspended Driving Privileges, Recording of Property Lien: All possible for offenders who miss a Collection Court date. • Collection Agency: We work with an agency to help collect court costs. • Outcalling: We use an automated calling system to remind the offender of a payment due.

Best In Class Collections ProgramClerk Lydia Gardner and members of Financial Services celebrate the Florida Governor’s Sterling Council recognition.

Fiscal year 2007 collections overall:

DERP Fees (for Public Defender’s Office):

Restitution:

Restitution since 1999:

Collections since program began in 1999:

$14,330,337$592,119$1.5 Million$8.5 Million$62.7 Million

At close of FY 2007:197,591 cases were assigned to Collections Program

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Page 10: Orange County Clerk of Courts

Lydia Gardner

OranGe COunty CLerk Of the

COurts

The Information “HUB” of JusticeThe diagram illustrates the Clerk of the Courts’ justice system partners and multiple customer base.

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Page 11: Orange County Clerk of Courts

By The Numbers

Case Filing By Division

Division 2004 2005 2006 2007 %changeCriminal (inc. circuit + county) 41,108 42,582 41,957 44,573 6.2%Civil (inc. circuit + county) 41,305 43,135 44,798 52,688 17.6%Family 22,297 21,534 20,244 19,771 -2.3%Probate/Mental Health 5,265 5,178 4,759 4,653 -2.2%Traffic (inc. criminal + infractions) 274,891 283,614 334,404 377,072 12.8%Juvenile (inc. dependency + delinquent) 10,044 10,158 10,683 10,603 -0.7%Total Annual Filings 394.910 406,201 456,845 509,360 11.5%

8 Facilitiesz Downtown Courthouse z Goldenrod Road z Apopka z Ocoee z Winter Parkz John Young Parkway Service Centerz Thomas S. Kirk Juvenile Justice Center z Records Center

Approximately 600 deputy clerks in 18 divisions

z Processed $199 million in cash receipts z Processed more than 509,000 new cases z Docketed more than 7.5 million entries in court files z Maintained more than 50 million file pages, storing them in k 15,137 square feet in the courthouse k 20,000 square feet in the Records Center z Handled 7,983 foreclosures z Processed 34,849 passport applications, up more than 35% due to new Homeland Security rules requiring passports for more kinds of travel z Issued 11,269 marriage licenses

FY 2006-07 budget: 44 million

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All deputy clerks take the same oath as the clerk.

OATH OF OFFICE

“I do solemnly swear (or affirm) that I will support, protect, and defend the Constitution and Government of the United States and of the State of Florida; that I am duly qualified to hold office under the Constitution of the State; and that I will well and faithfully perform the duties of Deputy Clerk of the Circuit & County Courts of Orange County on which I am now about to enter. So help me God.”

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The economic downturn

fed a 116% increase in

mortgage foreclosures.

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“There is no question about the standard of professionalism here. The opportunities that range from career advancement to getting involved in employee activities make people feel good about coming to work. That to me sustains the drive to make a difference.” —terrell thomaS, Star performer of the year

Deputy Clerks Drive Performance ExcellenceFrom employee-led teams that formulate and pilot new proce-dures to grass-roots committees that deal with everything from safety to communication to special events, we have an engaged workforce eager to make a difference.

More than 50 percent of our deputy clerks are involved with at least one employee team, many of them empowered to make changes that improve our organization within the framework of our Strategic Perspectives.

Our approach? Plan-Do-Check-Act, which allows deputy clerks to drive the process, from identifying issues to piloting suggest-ed solutions to implementation and check-backs.

Employee teams contributed to these significant innovations:•Creating an electronic Traffic Officer Database that cross-ref-erences an officer’s name, badge number and law enforcement agency. This means poor handwriting won’t stump deputy clerks in handling traffic tickets.•Seamlessly implementing the Orange County Domestic Vio-lence Commission’s easier, quicker and less stressful process for seeking a domestic violence injunction.•Streamlining our docket-code system to increase efficiency.

Standardized Training, Mentorships Benefit AllWe believe a well-educated workforce is a more effective and satisfied workforce, and that you’re never too old, too experi-enced or too savvy to stop learning. You have to get smarter every year.

The last of our workforce completed Soaring To World-Class Customer Service training in 2007, a remarkable course that in-cluded approaching our most distraught customers with great care, helping to feed our desired “culture of compassion.’’ Lead-ership training for supervisors was also a big hit with its 23 gradu-ates. These are just a couple of the training sessions made avail-able to the organization.

We are also proud of:•Partners in Leadership – a mentorship program that includes teambuilding, education sessions, an in-house project and community outreach. In its fourth year, several graduates have been promoted since successfully completing the program.•Succession Planning – a process for identifying leaders and devising a strategy to provide training, opportunities and success.•Educational Assistance Program – a program that gives eligible employees tuition up front for classes rather than on the back end. This opens the program up to many people who wouldn’t be able to afford classes otherwise. In 2007, 91 depu-ty clerks took advantage of the program, up from 73 and 63 in 2006 and 2005, respectively.

Star Performer of the Year Terrell Thomas and Clerk

Lydia Gardner

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Employee Development

53Number of training hours on average required for deputy clerks.

Page 13: Orange County Clerk of Courts

We Share Best Practices As A Benchmark AgencyAs a Best-Practices organization, we routinely host Clerk’s Offices, other agencies and even foreign visitors who seek us out to learn about our innovations, measurement systems and how we align our action plans to our Strategic Perspectives. We strive to remain a benchmark agency.

We have hosted, among others: • Members of court operations in Scotland and Korea, who were interested in our technology innovations. • Sarasota, Brevard, Volusia, Hillsborough and Lee County Clerk’s Offices, to name a few, whose interests included our 24/7 John Young Parkway branch, Traffic queuing system, Case Maintenance System installation, timely intake system and streamlined domestic violence injunction process.

At our invitation, we shared our systems for measuring perfor-mance and aligning our goals with the City of Orlando, Orange County Office of Management and Budget, and the University of Central Florida School of Public Administration.

Clerk Lydia Gardner also routinely speaks to civic groups and at-tends community events to share how easily customers can do business with us.

While Clerk Gardner serves on the Orange County Domestic Violence Task Force, Winter Park Chamber of Commerce and the boards of the Orlando Science Center and Central Receiving Center, others in the organization also serve on boards, including the Heart of Florida United Way, Hispanic Chamber, Mental Health Association of Central Florida and the Johnny B. Byrd Sr. Alzheimer’s Center.

We’re proud of the many accomplishments of our colleagues, who serve the community energetically, many receiving well-deserved recognition. In 2007, those included Howard Tipton, Mental Health Association of Central Florida Golden Bell award; and Carmen Ve-lazquez, Arnie Wilkerson Court Service Award from the local Inns of Court.

Sharing and Learning

Clerk Lydia Gardner, center,

is surrounded by deputy clerks at

the 2007 Hispanic Business and

Consumer Expo.

The Orange County Clerk’s Office proudly participated in or supported: z Orlando’s Martin Luther King Jr. Parade z The Hispanic Business and Consumer Expo z Hispanic American Professional and Business Women’s Association events z Fraternal Order of Police, Lodge 93, Fallen Officers Memorial z Mental Health Association of Central Florida events z Orange County Bar Association events, including a Listening to Lawyers session led by Clerk Gardner. z Annual Men’s Day at St. Paul African Methodist Episcopal Church in Apopka z Leadership Orlando z Inside the Courts community forum and broadcast z Weekly Hispanic radio

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Page 14: Orange County Clerk of Courts

United Way Giving

Hours Donated To Community Outreach In 2007 •Senior Leadership: 1,055 community hours •Management: 3,776 community hours •Deputy Clerks: 516 community hours

2007 United Way Donations Soar, Despite Tough TimesOur compassionate staff outdid itself with a 32 percent increase in our United Way donations, raising $41,000. The effort was rec-ognized at a county event, where Clerk Lydia Gardner’s leadership was singled out.

And despite slow economic times, we quickly turned around and raised $3,704 – the equivalent of 5,075 meals – for the Coalition for the Homeless.

We additionally donated money to the Fraternal Order of Police Fallen Officers Memorial, Junior Achievement and to our own col-leagues in crisis, to name a few.

More than 20 deputy clerks continued to tutor second-graders in reading at Rock Lake Elementary School, which named Civil Servic-es Department Administrator Deb Ivankow its Mentor of the Year.

In keeping with our commitment to implementing systematic ap-proaches to all we do, we began putting all suggested organiza-tion-wide community involvement projects through a screening process. The sponsor gives senior leaders information ranging from how the outreach aligns with our Strategic Perspectives to how much staff time would be required and how much money the effort would cost vs. raise. Senior leaders then decide whether it fits our mission. It’s a unique approach that forces the organization to plan well and monitor projects.

Community Responsibility

Director John Ames reads “Twas the Night Before Christmas’’ at a Clerk’s holiday party at Rock Lake Elementary.

2001 2004 2006 2007

$28,125$30.220 $31,500

$41,577$50,000

$40,000

$30,000

$20,000

$10,000

50

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Page 15: Orange County Clerk of Courts

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OranGe COunty CLerk Of COurts direCtOry

425 N. Orange Ave.Orlando, Florida 32802-4994407.836.2000

Civil Division – Suite 310

Marriage License and Passports – Suite 355

Foreclosure Sales – Suite 350 at 11 a.m. Tuesday-Friday

Criminal Division – Suite 250

Appeals – Suite 210

Family Services Division and Child Support – Suite 320

Injunctions – Suite 315

Juvenile Division – 2000 E. Michigan St., Suite 300

Financial Services – Court Collections – Suite 460

Human Resources – Suite 530

Records Management – Suite 150

Probate/Mental Health – Suite 340

Traffic – Suite 410

Express Payment Center – Public Defender’s Building

Main Courthouse Hours – 7:30 a.m. to 5 p.m.

D i r e c t o r y

BranCh OffiCes

Apopka1111 N. Rock Springs RoadApopka, Fl. 32712

Goldenrod Road684 S. Goldenrod RoadOrlando, Fl. 32822

John Young Parkway Service CenterOrange County JailBooking & Release Center3855 S. John Young ParkwayOrlando, Fl. 32839

Ocoee475 W. Story RoadOcoee, Fl. 32761

Winter Park450 N. Lakemont AvenueWinter Park, Fl. 32792

Page 16: Orange County Clerk of Courts

L y d i a G a r d n e r

C l e r k o f t h e C i r C u i t & C o u n t y C o u r t s

o r a n g e C o u n t y

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T h i s r e p o r t w a s f u n d e d t h r o u g h f e e s c o l l e c t e d , n o t t a x d o l l a r s .

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