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Digital Transformation In IndustryTop 10 Best Agile Document Management Software of 2026
Compare the top 10 Agile Document Management Software tools, with picks for teams using Google Workspace Drive, Confluence, and Jira. Explore now.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Google Workspace Drive
Shared Drives with granular permissioning and ownership for team-managed documents
Built for agile teams collaborating in Google Docs with shared-drive governance.
Confluence
Jira-linked page macros with Smart Links create automatic context from work items
Built for agile teams needing Jira-linked, collaborative living documentation at scale.
Atlassian Jira
Custom issue workflows for document review and approval using Jira transitions
Built for agile teams tracking document requests and approvals inside Jira workflows.
Related reading
Comparison Table
This comparison table contrasts Agile document management and related work tools, including Google Workspace Drive, Confluence, Atlassian Jira, Box, and Dropbox Business. It highlights how each platform supports version control, access permissions, collaboration workflows, and integration with agile delivery practices. Readers can use the results to map software features to specific team needs such as structured documentation, traceability between work items and assets, and secure sharing across stakeholders.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Google Workspace Drive Google Drive delivers real-time document storage and collaboration with granular sharing controls and revision history for Agile teams. | collaboration suite | 8.7/10 | 8.9/10 | 8.6/10 | 8.4/10 |
| 2 | Confluence Confluence supports structured Agile documentation with pages, attachments, permissions, and integrations that keep project knowledge linked to work. | wiki-first documentation | 8.3/10 | 8.5/10 | 8.6/10 | 7.8/10 |
| 3 | Atlassian Jira Jira connects Agile work items with uploaded files, document links, and structured issue documentation for traceable product development. | issue-linked documentation | 8.1/10 | 8.4/10 | 7.8/10 | 8.0/10 |
| 4 | Box Box provides secure cloud document management with metadata, permissions, and workflow capabilities for Agile content governance. | secure cloud DMS | 8.0/10 | 8.4/10 | 7.6/10 | 7.9/10 |
| 5 | Dropbox Business Dropbox Business offers centralized file storage, team collaboration, and admin controls designed for ongoing Agile document sharing. | team file management | 7.9/10 | 8.1/10 | 8.7/10 | 6.9/10 |
| 6 | Citrix ShareFile ShareFile delivers secure file sharing and document workflows for Agile organizations that need controlled external and internal access. | secure file sharing | 7.6/10 | 7.8/10 | 8.0/10 | 7.1/10 |
| 7 | DocuWare DocuWare manages document capture, indexing, workflows, and retention policies for Agile processes that require controlled document lifecycles. | workflow DMS | 7.9/10 | 8.3/10 | 7.2/10 | 8.1/10 |
| 8 | M-Files M-Files uses metadata-driven document management and workflows to keep Agile teams aligned on correct document versions. | metadata-driven DMS | 8.1/10 | 8.6/10 | 7.6/10 | 7.9/10 |
| 9 | OpenText Document Management OpenText document management supports controlled repositories, versioning, permissions, and workflow for Agile teams running regulated documentation. | enterprise DMS | 7.4/10 | 8.0/10 | 6.9/10 | 7.2/10 |
| 10 | Tridion Sites Tridion Sites manages content and document assets with governance workflows that help Agile teams publish consistent materials. | content governance | 7.2/10 | 7.6/10 | 7.1/10 | 6.8/10 |
Google Drive delivers real-time document storage and collaboration with granular sharing controls and revision history for Agile teams.
Confluence supports structured Agile documentation with pages, attachments, permissions, and integrations that keep project knowledge linked to work.
Jira connects Agile work items with uploaded files, document links, and structured issue documentation for traceable product development.
Box provides secure cloud document management with metadata, permissions, and workflow capabilities for Agile content governance.
Dropbox Business offers centralized file storage, team collaboration, and admin controls designed for ongoing Agile document sharing.
ShareFile delivers secure file sharing and document workflows for Agile organizations that need controlled external and internal access.
DocuWare manages document capture, indexing, workflows, and retention policies for Agile processes that require controlled document lifecycles.
M-Files uses metadata-driven document management and workflows to keep Agile teams aligned on correct document versions.
OpenText document management supports controlled repositories, versioning, permissions, and workflow for Agile teams running regulated documentation.
Tridion Sites manages content and document assets with governance workflows that help Agile teams publish consistent materials.
Google Workspace Drive
collaboration suiteGoogle Drive delivers real-time document storage and collaboration with granular sharing controls and revision history for Agile teams.
Shared Drives with granular permissioning and ownership for team-managed documents
Google Workspace Drive stands out with tight integration across Google Docs, Sheets, and Slides, plus shared drives for team-owned content. Document management is driven by robust permissions, folder structures, and version history that track changes without requiring a separate workflow system. Search works across filenames, content, and metadata-like signals, and Drive supports file sync, mobile access, and external sharing controls for collaboration. For Agile document management, the strongest fit is coordinating review cycles and approvals through shared spaces and activity visibility rather than enforcing task-specific workflows inside Drive.
Pros
- Shared Drives centralize team document ownership and access
- Version history preserves edits and supports quick rollback
- Permission controls cover users, groups, and external sharing
- Strong Google search finds content fast across Drive libraries
Cons
- Workflow states and approvals require external tools or manual conventions
- Granular audit trails are limited compared with dedicated DMS platforms
- Large folder structures can become hard to govern without policies
Best For
Agile teams collaborating in Google Docs with shared-drive governance
More related reading
Confluence
wiki-first documentationConfluence supports structured Agile documentation with pages, attachments, permissions, and integrations that keep project knowledge linked to work.
Jira-linked page macros with Smart Links create automatic context from work items
Confluence stands out for turning team knowledge into linked pages with tight integration into Jira work tracking. It supports structured agile documentation through templates, page hierarchies, and space-level governance. Collaborative editing includes version history, mentions, and granular permissions for controlling document access. Search, cross-linking, and content macros make it practical for maintaining living plans, specs, and decision logs.
Pros
- Jira integration keeps epics, issues, and plans connected to documentation
- Version history and page-level permissions support controlled, auditable edits
- Powerful search across spaces speeds up retrieval of agile artifacts
- Templates and macros standardize meeting notes, specs, and decision logs
- Hierarchical spaces and labels improve navigation for large programs
Cons
- Document workflows are weaker than full workflow automation tools
- Agile board-to-document syncing often requires extra configuration
- Large installations can feel slower when heavy macros are used
- Non-technical customization relies heavily on add-ons and admins
Best For
Agile teams needing Jira-linked, collaborative living documentation at scale
Atlassian Jira
issue-linked documentationJira connects Agile work items with uploaded files, document links, and structured issue documentation for traceable product development.
Custom issue workflows for document review and approval using Jira transitions
Jira distinguishes itself with issue-centric agile tracking that can drive document work through workflow states, custom fields, and approvals. Teams can attach files to issues, link documents across related tasks, and use automation to update document statuses based on workflow transitions. For Agile document management, Jira works best as the system of record for requests, reviews, and change tracking, while the underlying document storage still depends on external content stores or Jira attachments. Strong reporting ties document progress to sprint activity and ownership through dashboards and saved filters.
Pros
- Issue workflows provide clear document request, review, and approval states
- Robust linking connects documents to epics, stories, and change requests
- Automation updates document lifecycle fields from workflow transitions
- Saved filters and dashboards track document progress across sprints
- Permissions control who can view or edit attachments per project
Cons
- Attachments are not full document management with version histories
- Searching and organizing large attachment libraries is harder than DMS tools
- Setup of fields, screens, and workflows requires admin effort
- Approval paths rely on workflow configuration rather than document-specific tooling
Best For
Agile teams tracking document requests and approvals inside Jira workflows
Box
secure cloud DMSBox provides secure cloud document management with metadata, permissions, and workflow capabilities for Agile content governance.
Box Governance and audit trails with retention and eDiscovery-ready controls
Box stands out with enterprise-grade content management centered on strong governance and collaboration at scale. It provides file versioning, granular permissions, and automated workflows that support review cycles common in agile delivery. Integrations with tools like Microsoft Office and Slack connect document work to day-to-day execution.
Pros
- Strong version history with detailed activity tracking for document accountability
- Fine-grained permissions and controls support secure collaboration across teams
- Workflow tools automate routing for approvals, reviews, and repeatable processes
Cons
- Admin setup for governance and security features can be time-consuming
- Advanced workflow customization may require more process design than lightweight tools
- Document retrieval can feel complex with large folder structures and heavy permissions
Best For
Enterprises standardizing document approvals and governance across agile teams
More related reading
Dropbox Business
team file managementDropbox Business offers centralized file storage, team collaboration, and admin controls designed for ongoing Agile document sharing.
Version history with file recovery for restoring prior revisions of shared documents
Dropbox Business stands out with file-centric collaboration, including shared links and centralized storage that teams already use daily. It provides robust version history, selective sync, and granular sharing controls that help manage evolving Agile artifacts like specs, backlogs, and release notes. Collaboration features such as comments, paperless previews, and file recovery reduce the risk of losing work during frequent updates. Its core document workflows rely on folder structure and access permissions more than on native approval chains or task-state automation.
Pros
- Strong version history for iterating Agile documents without losing prior states
- Granular sharing permissions support controlled collaboration across teams
- Commenting and previews keep review context attached to the file
- Selective sync and offline access speed up day-to-day edits on large libraries
- File recovery helps reverse accidental deletions and overwritten content
Cons
- Limited native workflow automation for approvals tied to document lifecycle
- Folder-based structure can become fragile without disciplined naming and ownership rules
- Search performance depends on metadata completeness and consistent tagging habits
- Advanced reporting for document status is thin compared with workflow-first platforms
Best For
Agile teams needing reliable shared file versions with lightweight governance
Citrix ShareFile
secure file sharingShareFile delivers secure file sharing and document workflows for Agile organizations that need controlled external and internal access.
Audit logs for file events across shared folders and managed links
Citrix ShareFile stands out with enterprise-grade file sharing and sync built around controlled access for external collaborators. It supports managed file transfers, folder permissions, and audit-ready activity trails that fit document-centric Agile workflows. Admins get centralized management for users, branding, and security policies while teams use Drive-like folder structures and link sharing to move documents between stakeholders.
Pros
- Granular folder and link permissions for external document sharing
- Activity auditing supports traceability across collaborative workflows
- Centralized admin controls for security policies and user access
- Mobile apps keep document handoffs smooth for field and remote teams
Cons
- Agile task workflows need external tools since work tracking is limited
- Advanced automation options rely more on admin configuration than self-serve rules
- Some collaboration features feel document-storage-first rather than process-first
Best For
Teams sharing regulated documents with external reviewers and audit needs
DocuWare
workflow DMSDocuWare manages document capture, indexing, workflows, and retention policies for Agile processes that require controlled document lifecycles.
DocuWare Workflow with configurable routing and audit trails for document-driven processes
DocuWare stands out with enterprise-grade document intake and an event-driven workflow layer built around centralized content repositories. It supports capture, indexing, search, and document routing so teams can turn incoming paperwork into governed, auditable processes. The platform’s integration options connect document workflows to ECM backends and business applications while maintaining role-based access controls. DocuWare also supports process automation patterns suited for case handling and records management in regulated environments.
Pros
- Strong workflow automation with role-based routing for document-driven processes
- Advanced capture and indexing supports high-volume intake and consistent metadata
- Enterprise search across repositories improves retrieval for audit and case work
- Integration and API capabilities connect documents to business systems
- Retention and compliance tooling supports governed document lifecycles
Cons
- Configuration effort increases for tailored workflows and metadata schemas
- Admin setup for repositories, permissions, and indexing can be time intensive
- Usability can feel complex for teams wanting simple, file-only management
- Workflow changes often require careful governance to avoid process drift
Best For
Organizations needing governed document workflows, indexing, and compliance across multiple teams
More related reading
M-Files
metadata-driven DMSM-Files uses metadata-driven document management and workflows to keep Agile teams aligned on correct document versions.
Metadata-driven file plan that applies governance and access rules dynamically
M-Files stands out for combining metadata-driven document control with process automation that enforces governance across content lifecycles. The platform supports configurable workflows, document versions, audit trails, and role-based access to align approvals with business rules. It also integrates with Microsoft Office and common enterprise systems so teams can apply policies at capture, during review, and at publication.
Pros
- Metadata-driven organization enables consistent classification without folder sprawl
- Configurable workflows enforce approvals, reviews, and routing with audit trails
- Strong permissions and version control support regulated documentation needs
Cons
- Initial metadata modeling takes time to design for complex organizations
- Workflow design can feel engineering-heavy for teams needing quick changes
- Advanced governance rules require careful administration to avoid friction
Best For
Mid-size enterprises needing metadata governance and automated document workflows
OpenText Document Management
enterprise DMSOpenText document management supports controlled repositories, versioning, permissions, and workflow for Agile teams running regulated documentation.
Granular permissions and audit-ready document lifecycle governance in enterprise repositories
OpenText Document Management stands out with enterprise-grade document governance and strong integration options across ECM-adjacent systems. Core capabilities include centralized repositories, version control, metadata-driven organization, and permissioning for controlled access. Workflow and process automation connect document lifecycles to operational tasks, with audit-friendly handling of document states. Search and retrieval capabilities focus on finding the right document quickly across large volumes and distributed teams.
Pros
- Enterprise document governance with detailed permissions and lifecycle controls
- Strong metadata and versioning for regulated document sets
- Workflow automation ties document states to business processes
- Scalable repository design supports large content volumes
- Robust audit trails help meet compliance requirements
Cons
- Configuration and administration are heavy for smaller teams
- User experience can feel complex without dedicated rollout guidance
- Workflow design takes disciplined setup to avoid maintenance overhead
- Integrations often require enterprise implementation effort
Best For
Large enterprises needing governed document workflows and audit-ready collaboration
Tridion Sites
content governanceTridion Sites manages content and document assets with governance workflows that help Agile teams publish consistent materials.
Component-Based Authoring with reusable content blocks
Tridion Sites stands out for managing and delivering structured content with a strong governance model for large, multi-channel publishing environments. It supports component-based, reusable content authoring and integrates workflow and approval steps to control document lifecycles. The platform emphasizes integrations with enterprise systems and automations around content management rather than offering a lightweight document folder replacement.
Pros
- Component-based authoring enables consistent reuse across documents
- Workflow and approvals support controlled document lifecycle management
- Enterprise integration options support centralized content governance
Cons
- Setup and customization require substantial platform implementation effort
- Authoring usability can feel heavy compared with simpler document tools
- Agile-style processes depend on configuration to match team workflows
Best For
Enterprises needing governed, component-driven document and content collaboration
How to Choose the Right Agile Document Management Software
This buyer’s guide helps teams choose Agile document management software by mapping core document governance needs to tools that cover shared ownership, living documentation, workflow automation, and audit-ready controls. The guide covers Google Workspace Drive, Confluence, Atlassian Jira, Box, Dropbox Business, Citrix ShareFile, DocuWare, M-Files, OpenText Document Management, and Tridion Sites. Each section uses concrete capabilities and trade-offs from these tools, including where approvals and workflow automation require external conventions or platform configuration.
What Is Agile Document Management Software?
Agile document management software organizes and governs project documents so teams can collaborate on specs, decision logs, and release materials while keeping versions traceable across iteration cycles. The category connects document storage and permissions to how teams request, review, approve, and publish information. Google Workspace Drive shows this pattern through Shared Drives, granular permissions, and revision history that preserve edit history during Agile collaboration. Confluence shows it through pages, attachments, version history, and Jira-linked context that keeps living documentation connected to active work items.
Key Features to Look For
These capabilities determine whether Agile teams can coordinate review cycles and approvals without losing document control.
Shared ownership governance with permission controls
Google Workspace Drive centralizes team-owned content with Shared Drives that include granular permissioning and ownership controls. Box also supports fine-grained permissions so collaboration stays secure as documents move across teams during repeated Agile review cycles.
Version history and restore for evolving artifacts
Dropbox Business provides strong version history and file recovery so teams can restore prior revisions after frequent edits. Google Workspace Drive also preserves edits with version history that supports quick rollback when review feedback requires reverting changes.
Workflow automation for approvals and routing
Box includes workflow tools that automate routing for approvals and repeatable review processes. DocuWare provides role-based routing in DocuWare Workflow so document-driven processes can move through governed lifecycle steps.
Metadata-driven document classification instead of folder sprawl
M-Files uses a metadata-driven file plan so governance rules apply dynamically and consistent classification avoids folder sprawl. OpenText Document Management adds metadata-driven organization paired with versioning and lifecycle controls for regulated document sets.
Audit trails and compliance-ready traceability
Box offers governance and audit trails with retention and eDiscovery-ready controls for accountable document handling. Citrix ShareFile adds audit logs for file events across shared folders and managed links for traceability when external reviewers are involved.
Agile work integration that links documents to execution
Confluence keeps documentation linked to Jira work tracking through Jira-linked page macros and Smart Links that pull context into documentation. Atlassian Jira connects issue workflows with document requests and approvals using custom issue workflows with transitions.
How to Choose the Right Agile Document Management Software
A practical selection framework maps required collaboration, governance, and workflow patterns to how each tool stores, tracks, and routes documents.
Define how approvals must work in Agile
If approvals must be driven inside a workflow engine, Box and DocuWare provide routing and workflow automation that matches review cycles. If approvals instead need to live inside Agile work tracking, Atlassian Jira supports custom issue workflows for document review and approval using Jira transitions.
Choose the system of record for document status
Teams that want document status aligned to project execution should use Confluence for Jira-linked living documentation or use Atlassian Jira as the issue-centric record. Google Workspace Drive and Dropbox Business are better fits when document status is managed through shared spaces and disciplined conventions rather than native document-specific workflow automation.
Decide between folder governance and metadata governance
For teams willing to govern libraries with disciplined naming and folder structures, Google Workspace Drive and Dropbox Business provide strong sharing controls paired with version history. For organizations that need governance rules applied consistently across many document types, M-Files and OpenText Document Management use metadata-driven organization plus permissions and lifecycle controls.
Plan for auditability and regulated evidence
If evidence requirements include audit trails, retention, and eDiscovery-ready controls, Box Governance and audit trails provide document accountability for governance-heavy Agile teams. If audit must include managed file events across internal and external collaboration channels, Citrix ShareFile provides audit logs for file events across shared folders and managed links.
Validate external collaboration and search behavior at scale
Teams sharing regulated documents with outside reviewers should prioritize Citrix ShareFile because it centers secure external access using granular link and folder permissions with mobile handoffs. Large programs needing fast retrieval should test search across spaces for Confluence or across shared drives for Google Workspace Drive because heavy macro usage in Confluence can slow large installations and large folder structures can be harder to govern in Drive.
Who Needs Agile Document Management Software?
Agile teams and organizations benefit most when documents must be iterated, reviewed, and governed alongside fast-moving work items.
Agile teams collaborating in Google Docs with team-owned document governance
Google Workspace Drive fits teams that need Shared Drives with granular permissioning and ownership for team-managed documents. It also preserves revision history so review iterations can include quick rollback when changes do not match sprint outcomes.
Agile teams maintaining living documentation tightly connected to Jira work tracking
Confluence is a strong fit for Agile teams that want documentation as linked pages with Jira-linked page macros and Smart Links. Jira context stays attached to documents while version history and page-level permissions support controlled edits.
Agile teams running document requests and approvals using issue workflow states
Atlassian Jira suits teams that want document lifecycle states represented by issue workflow transitions. Jira also supports automation to update lifecycle fields and saved filters and dashboards to track document progress across sprints.
Enterprises standardizing secure approvals and governed retention for Agile content
Box is built for enterprise governance and audit trails with retention and eDiscovery-ready controls. Box workflow tools automate routing for approvals and repeatable processes, which reduces manual review handoffs.
Common Mistakes to Avoid
Common failures come from choosing tools that do not match Agile approval mechanics, governance models, or scale requirements.
Trying to force document approvals inside a file folder tool
Google Workspace Drive and Dropbox Business provide shared storage and revision history but rely on workflow states and approvals outside the core file system. Box and DocuWare match document approval needs with workflow automation and routing.
Using Jira attachments as a substitute for document version governance
Atlassian Jira supports linking and workflow states for review and approval, but Jira attachments are not full document management with version histories. Google Workspace Drive, Box, or M-Files provide version control and governance patterns that handle document lifecycle changes more completely.
Building metadata or workflows without planning change control
M-Files requires metadata modeling time so governance rules apply correctly across document types. DocuWare and OpenText Document Management also require careful workflow and indexing configuration to prevent process drift when teams iterate frequently.
Ignoring external reviewer access and audit requirements
Citrix ShareFile covers audit logs for file events and granular link and folder permissions needed for controlled external collaboration. Teams that skip external access controls often end up with unmanaged handoffs that break audit traceability during regulated review cycles.
How We Selected and Ranked These Tools
We evaluated every tool on three sub-dimensions. Features carry a weight of 0.4. Ease of use carries a weight of 0.3. Value carries a weight of 0.3. The overall rating is the weighted average calculated as overall = 0.40 × features + 0.30 × ease of use + 0.30 × value. Google Workspace Drive separated itself with concrete governance fit for Agile collaboration through Shared Drives, granular permissioning, and revision history, which directly strengthened the features dimension tied to repeatable document iteration.
Frequently Asked Questions About Agile Document Management Software
How should Agile teams structure document ownership and permissions across shared repositories?
Google Workspace Drive works well when shared drives are used as the ownership boundary for team documents. Confluence can enforce space-level governance and page permissions for living plans and specs, while Box centralizes permissions and governance at scale for enterprise controls.
Which tool best supports linking Agile work items to document changes during review cycles?
Confluence fits teams that want Jira-linked living documentation because it uses Jira integrations and Smart Links to connect pages to work items. Jira also supports issue-centric review state management by attaching documents to issues and using workflow transitions to reflect approval progress.
What is the difference between using Jira attachments and using a dedicated document management system?
Jira can act as the system of record for document requests, reviews, and approvals by driving document states through issue workflows. Platforms like OpenText Document Management or DocuWare handle repository governance, metadata-driven organization, and audit-friendly lifecycle states, which Jira attachments alone typically cannot replicate.
Which option is strongest for governed external collaboration with audit trails?
Citrix ShareFile is built for controlled access to external collaborators with audit-ready activity trails across shared folders and managed links. Box adds enterprise governance features like audit trails and retention controls that support regulated review workflows with external stakeholders.
How do metadata and dynamic governance reduce manual document classification work?
M-Files enforces governance with metadata-driven document control that applies access and lifecycle rules dynamically across versions. OpenText Document Management also supports metadata-driven organization and granular permissions, which helps large teams find and govern the right document at volume.
What tool supports indexing, routing, and intake workflows for documents entering the Agile process?
DocuWare is designed for event-driven document intake with indexing, search, and configurable routing that turns incoming documents into governed workflows. Box can support automated review cycles, but DocuWare is more purpose-built for routing and audit-friendly process handling around document ingestion.
Which platform handles frequent spec updates without losing context or previous revisions?
Dropbox Business supports robust version history and file recovery for restoring prior revisions when Agile artifacts like release notes and specs change often. Google Workspace Drive also provides version history tied to collaboration activity, which helps teams track edits without building a separate workflow system.
How do teams manage approval states and publication control for component-based content?
Tridion Sites supports structured, component-based authoring with reusable content blocks and workflow-driven approvals to control content lifecycles. Box and Confluence support collaboration and governance, but Tridion focuses on governed, multi-channel publishing and reusable content structures rather than a simple folder replacement.
What are the most common integration paths when Agile teams adopt document management alongside existing tools?
Confluence integrates into Jira so pages can reference and reflect work items through Smart Links. Box and Dropbox Business integrate with collaboration tools like Slack and Office workflows, while ShareFile emphasizes secure exchange via managed links for stakeholder communications.
Conclusion
After evaluating 10 digital transformation in industry, Google Workspace Drive stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
Tools reviewed
Referenced in the comparison table and product reviews above.
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