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Technology Digital MediaTop 10 Best Cloud Based Dictation Software of 2026
Explore the top 10 cloud-based dictation tools to boost productivity. Read our guide to find the best fit for your needs.
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%
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Editor picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Google Meet
Live captions and transcripts generated during Google Meet meetings
Built for teams dictating during collaborative meetings with searchable transcripts.
Microsoft 365 Speech (Dictate and transcription)
Live dictation that writes directly into Microsoft 365 documents and messages.
Built for organizations already using Microsoft 365 for meeting notes and document drafting..
Zoom AI Companion (Live transcription)
Live transcription from Zoom AI Companion inside ongoing meetings
Built for teams dictating meeting decisions and action items directly in Zoom.
Comparison Table
This comparison table evaluates cloud-based dictation and live transcription tools used during meetings and recorded sessions, including Google Meet, Microsoft 365 Speech capabilities, Zoom AI Companion, Otter.ai, and Rev. You will see which options deliver live transcription, accurate dictation workflows, and practical editing and export features, along with the differences that affect meeting capture and documentation.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Google Meet Google Meet provides cloud speech-to-text captions and live transcription for meetings. | enterprise-captions | 9.1/10 | 9.3/10 | 8.8/10 | 8.2/10 |
| 2 | Microsoft 365 Speech (Dictate and transcription) Microsoft 365 tools support cloud transcription and dictation workflows for documents and meetings. | productivity-suite | 8.3/10 | 8.7/10 | 8.4/10 | 7.9/10 |
| 3 | Zoom AI Companion (Live transcription) Zoom offers cloud live transcription for meetings with AI Companion features. | meeting-transcription | 7.6/10 | 8.0/10 | 8.8/10 | 6.9/10 |
| 4 | Otter.ai Otter.ai uses cloud speech recognition to generate meeting notes, transcripts, and summaries. | AI-meeting-notes | 7.6/10 | 8.2/10 | 8.6/10 | 6.9/10 |
| 5 | Rev Rev provides cloud transcription services with both AI transcripts and human-assisted options. | hybrid-transcription | 8.1/10 | 8.3/10 | 7.6/10 | 7.4/10 |
| 6 | Trint Trint delivers cloud transcription with AI enrichment and editing tools for audio and video. | editor-workflow | 7.8/10 | 8.3/10 | 8.0/10 | 6.9/10 |
| 7 | Sonix Sonix offers cloud transcription with automated timestamps, captions, and searchable outputs. | automated-transcription | 8.1/10 | 8.4/10 | 8.7/10 | 7.5/10 |
| 8 | Speechmatics Speechmatics provides cloud-ready speech recognition and transcription for voice data and subtitles. | API-first | 8.1/10 | 8.8/10 | 7.6/10 | 7.3/10 |
| 9 | Deepgram Deepgram supplies cloud speech recognition APIs for real-time and batch transcription use cases. | API-first | 8.1/10 | 8.8/10 | 7.4/10 | 7.6/10 |
| 10 | AssemblyAI AssemblyAI provides cloud transcription and speech intelligence features for developer and enterprise workflows. | developer-platform | 7.2/10 | 8.1/10 | 6.8/10 | 7.4/10 |
Google Meet provides cloud speech-to-text captions and live transcription for meetings.
Microsoft 365 tools support cloud transcription and dictation workflows for documents and meetings.
Zoom offers cloud live transcription for meetings with AI Companion features.
Otter.ai uses cloud speech recognition to generate meeting notes, transcripts, and summaries.
Rev provides cloud transcription services with both AI transcripts and human-assisted options.
Trint delivers cloud transcription with AI enrichment and editing tools for audio and video.
Sonix offers cloud transcription with automated timestamps, captions, and searchable outputs.
Speechmatics provides cloud-ready speech recognition and transcription for voice data and subtitles.
Deepgram supplies cloud speech recognition APIs for real-time and batch transcription use cases.
AssemblyAI provides cloud transcription and speech intelligence features for developer and enterprise workflows.
Google Meet
enterprise-captionsGoogle Meet provides cloud speech-to-text captions and live transcription for meetings.
Live captions and transcripts generated during Google Meet meetings
Google Meet turns live speech into workable transcripts during meetings, which supports cloud-based dictation workflows without extra client software. You can generate captions in real time and use Google Workspace integrations for organizing meeting recordings, transcripts, and related notes. It is strongest for team dictation that happens inside scheduled calls and collaborative documents. Its dictation value drops when you need high-volume, offline, or highly customized transcription pipelines.
Pros
- Real-time captions and meeting transcripts for speech-to-text dictation
- Tight integration with Google Workspace for recordings and searchable outputs
- Reliable browser-based setup with no dedicated dictation app
Cons
- Transcription quality depends on microphone audio and meeting background noise
- Dictation outside meetings needs workarounds and extra capture steps
- Limited customization compared with specialized dictation platforms
Best For
Teams dictating during collaborative meetings with searchable transcripts
Microsoft 365 Speech (Dictate and transcription)
productivity-suiteMicrosoft 365 tools support cloud transcription and dictation workflows for documents and meetings.
Live dictation that writes directly into Microsoft 365 documents and messages.
Microsoft 365 Speech delivers cloud dictation and transcription inside Microsoft 365 apps, with a workflow designed around writing in Teams, Word, and Outlook. Dictation captures live speech to text, while transcription converts recorded audio or meeting content into usable text for review. The experience ties to Microsoft identity and tenant controls, which makes it practical for organizations already standardized on Microsoft 365. It also supports multiple languages and accent scenarios, making it better suited to global business documentation than basic offline dictation tools.
Pros
- Integrated dictation and transcription within Microsoft 365 productivity workflows
- Strong enterprise controls through Microsoft identity and Microsoft 365 administration
- Good language coverage for meeting notes, documentation, and draft writing
- Reliable conversion of spoken audio into editable text
- Uses familiar Microsoft interfaces instead of separate dictation dashboards
Cons
- Requires Microsoft 365 licensing and Microsoft tenant setup to fully realize value
- Advanced transcription customization is limited compared with dedicated transcription platforms
- Punctuation and formatting quality can vary by speaker and environment
Best For
Organizations already using Microsoft 365 for meeting notes and document drafting.
Zoom AI Companion (Live transcription)
meeting-transcriptionZoom offers cloud live transcription for meetings with AI Companion features.
Live transcription from Zoom AI Companion inside ongoing meetings
Zoom AI Companion delivers live transcription inside Zoom meetings, which makes dictation feel like a built-in meeting feature instead of a separate recorder. It provides automatic speech-to-text for spoken content as discussions happen, supporting quick capture of what was said. The solution works best when transcription accuracy and timestamped context matter more than offline batch processing. It is less suited for custom dictation workflows that require standalone client control, custom grammars, or post-processing exports beyond typical meeting artifacts.
Pros
- Live transcription runs during Zoom meetings with minimal setup
- Captures meeting audio continuously for real-time dictation needs
- Easy to activate because transcription is tied to the meeting experience
Cons
- Transcription quality depends on speaker clarity and audio mix
- Dictation workflows are limited compared to dedicated cloud transcription tools
- Value drops for teams that only need transcription outside meetings
Best For
Teams dictating meeting decisions and action items directly in Zoom
Otter.ai
AI-meeting-notesOtter.ai uses cloud speech recognition to generate meeting notes, transcripts, and summaries.
Interactive meeting summaries with key-moment highlights linked to the transcript
Otter.ai distinguishes itself with AI meeting transcription and an interactive summary workflow that links key moments to the transcript. It transcribes live audio in the browser or mobile apps and turns speech into searchable notes with speaker labeling. The workflow supports exporting and sharing transcripts and summaries with teammates for faster review. Accuracy is strongest for meetings and spoken conversation, and it can struggle with highly technical jargon without customization.
Pros
- AI-generated meeting summaries accelerate post-call notes
- Transcript search and highlights make long meetings easy to revisit
- Speaker labeling helps when multiple people talk
- Browser and mobile recording options reduce setup friction
Cons
- Less consistent results with heavy accents or specialized terminology
- Sharing and export options can require higher tiers for teams
- Real-time punctuation and formatting sometimes need cleanup
- Audio from noisy rooms can degrade transcription accuracy
Best For
Teams that need meeting dictation, summaries, and searchable transcripts
Rev
hybrid-transcriptionRev provides cloud transcription services with both AI transcripts and human-assisted options.
Human-powered transcription with speaker identification and downloadable subtitle outputs
Rev focuses on human-quality dictation with cloud delivery, pairing fast transcription turnaround with optional assisted editing workflows. You can submit audio for transcription, generate speaker-separated outputs, and download transcripts and subtitle files for common publishing needs. The Rev ecosystem also supports document-style exports that fit review and playback loops. It is a strong choice when accuracy matters more than DIY automation.
Pros
- Human transcription option delivers high accuracy on complex speech
- Speaker labels help review and attribution in long recordings
- Exports include transcript and subtitle formats for publishing workflows
Cons
- Per-minute pricing can become expensive for large audio libraries
- Workflow customization is limited compared with developer-first dictation tools
- Human turnaround adds delay versus real-time speech-to-text
Best For
Teams needing accurate dictation outputs for review, subtitles, and documents
Trint
editor-workflowTrint delivers cloud transcription with AI enrichment and editing tools for audio and video.
Browser-based transcript editor with word-level confidence and timestamped playback
Trint stands out by turning uploaded audio and video into searchable transcripts with a clean browser-based editor. It provides timestamps, speaker labels, and word-level highlighting so you can verify accuracy while reviewing. Built-in collaboration tools support comments and shared access for review workflows. Cloud processing removes the need for local transcription hardware for most teams.
Pros
- Accurate cloud transcription with a browser-first review workflow
- Word-level highlighting and timestamps speed up verification and editing
- Speaker labeling and formatting tools support newsroom and interview workflows
- Collaboration features enable comments and shared transcript review
Cons
- Pricing scales quickly for frequent transcription volume
- Advanced formatting and automation require setup and plan access
- Export and integration options can feel limited versus transcription-only rivals
Best For
Teams transcribing interviews and meetings with collaborative transcript review
Sonix
automated-transcriptionSonix offers cloud transcription with automated timestamps, captions, and searchable outputs.
Speaker-aware transcripts with editable, timestamped output in the web editor
Sonix is a cloud dictation and transcription service built around fast speaker-aware transcription and reliable formatting. It turns uploaded audio or video into searchable transcripts with word-level timestamps, then exports to common document formats. You can edit transcripts in the browser and manage projects from a single workspace. The product also supports automation features like custom glossary terms to improve recognition quality on domain-specific language.
Pros
- Browser-based editing with word-level timestamps speeds corrections
- Speaker labeling helps turn interviews into structured outputs
- Export options support documents and captions workflows
- Custom glossary improves recognition for recurring names and terms
Cons
- Best results rely on clear audio and consistent speaker volume
- Advanced team controls are not as robust as enterprise transcription suites
- Pricing scales with usage, which can strain heavy-volume teams
Best For
Teams transcribing interviews and meetings that need quick edits and exports
Speechmatics
API-firstSpeechmatics provides cloud-ready speech recognition and transcription for voice data and subtitles.
Speaker diarization with real-time or batch dictation across supported languages
Speechmatics stands out for its cloud speech recognition models built for enterprise dictation workflows and multilingual support. It provides browser-based transcription with speaker diarization, custom vocabulary options, and real-time or batch processing for audio and video inputs. The platform emphasizes accuracy and customization for domain-specific terminology through user-managed settings and model tuning. Output can be delivered in structured formats that integrate with downstream documentation and QA processes.
Pros
- High transcription accuracy for enterprise dictation and multilingual content
- Speaker diarization helps separate multiple talkers in one recording
- Custom vocabulary improves recognition of domain terminology
Cons
- Workflow setup and customization can feel complex for small teams
- Cost can rise with higher transcription volumes and advanced use
- Best results require careful configuration and input quality control
Best For
Teams needing accurate cloud dictation with diarization and vocabulary control
Deepgram
API-firstDeepgram supplies cloud speech recognition APIs for real-time and batch transcription use cases.
Real-time streaming transcription with word-level timestamps for interactive dictation
Deepgram delivers cloud dictation with fast, streaming transcription designed for low-latency voice-to-text workflows. It supports accuracy features like diarization, endpointing, and custom vocabulary options that help convert speech into cleaner transcripts. The platform exposes transcription through APIs and SDKs, which makes it well-suited for teams integrating dictation into applications rather than using a standalone desktop tool. It also offers search-oriented outputs such as timestamps and word-level results for navigating and correcting transcripts.
Pros
- Streaming transcription supports low-latency dictation workflows
- Word-level timestamps improve transcript navigation and editing
- Speaker diarization helps distinguish multiple voices in recordings
- API-first integration enables dictation inside custom applications
Cons
- API-centric setup adds complexity for non-developers
- Advanced accuracy features require configuration effort
- Pricing scales with usage, which can raise costs for heavy dictation
Best For
Teams building low-latency, integrated dictation into products via APIs
AssemblyAI
developer-platformAssemblyAI provides cloud transcription and speech intelligence features for developer and enterprise workflows.
Real-time streaming transcription endpoint with diarization and punctuated output
AssemblyAI stands out for cloud-based transcription delivered through an API-centric workflow that supports both batch and streaming use cases. It offers high-quality speech-to-text features such as speaker labels, punctuation, and language detection for practical dictation scenarios. Developers can configure models and ingest audio from common sources, then retrieve structured transcripts for downstream applications. The product is strongest when dictation is embedded into an app or service rather than handled through a purely offline or desktop-first editor.
Pros
- Streaming transcription via API supports near real-time dictation workflows
- Speaker diarization helps separate multiple voices in recordings
- Punctuation and formatting improve readability for long transcripts
- Language detection reduces setup friction for multilingual audio
- Batch and streaming endpoints fit both sync and async processing
Cons
- API-first setup adds complexity for non-technical dictation users
- Pricing can become expensive for high-volume transcription usage
- Editing and review tools are limited compared with dictation-focused apps
- Integration effort is required to store, search, and act on transcripts
- Audio cleanup and device-side guidance are not part of the product
Best For
Teams building dictation into applications via API-driven transcription
Conclusion
After evaluating 10 technology digital media, Google Meet 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.
How to Choose the Right Cloud Based Dictation Software
This buyer’s guide helps you choose Cloud Based Dictation Software for meetings, documents, interviews, subtitles, and developer integrations. It covers Google Meet, Microsoft 365 Speech, Zoom AI Companion, Otter.ai, Rev, Trint, Sonix, Speechmatics, Deepgram, and AssemblyAI. You will learn which capabilities matter most, who each tool fits, and which pitfalls to avoid before you commit to a workflow.
What Is Cloud Based Dictation Software?
Cloud Based Dictation Software converts spoken audio into editable text using cloud speech recognition. It solves the workflow problem of turning meetings, interviews, and voice notes into searchable transcripts without manual typing. Some tools focus on live in-meeting captions like Google Meet and Zoom AI Companion. Other tools focus on transcription and transcript editing with speaker labels and timestamps like Trint and Sonix.
Key Features to Look For
The right feature set determines whether dictation output is usable immediately or only after heavy cleanup and reruns.
Real-time captions and live transcripts inside meetings
If your core workflow is capturing what is said while a call is happening, look for live captioning. Google Meet generates live captions and meeting transcripts during the meeting experience. Zoom AI Companion provides live transcription inside ongoing Zoom meetings so action items get captured immediately.
Direct write-back into productivity documents and messages
If your team drafts directly in Microsoft apps, choose tooling that writes into the same workspace. Microsoft 365 Speech delivers live dictation that writes directly into Microsoft 365 documents and messages. This reduces the handoff step between transcription and editing compared with tools that only produce exports.
Speaker labeling and diarization for multi-talkers
For interviews, panel meetings, and recordings with multiple speakers, speaker-aware output makes transcripts reviewable. Rev provides speaker identification so you can attribute long recordings correctly. Speechmatics adds speaker diarization with real-time or batch processing across supported languages.
Timestamped transcripts with word-level navigation for editing
When you need to find errors quickly, prioritize word-level or timestamped playback. Trint includes timestamps and word-level highlighting in a browser-based editor. Deepgram provides word-level timestamps for interactive correction workflows during streaming transcription.
Browser-first editing and review workflows
If you want to correct transcripts without installing client software, choose a web editor designed for transcription review. Sonix supports browser-based editing with word-level timestamps inside one workspace. Trint also provides a clean browser-based transcript editor with collaboration-ready review features.
API-first streaming for app-embedded dictation
If you are building dictation into a product or internal service, select an API-oriented platform. Deepgram supplies streaming transcription designed for low-latency workflows and exposes it through APIs and SDKs. AssemblyAI also delivers real-time streaming transcription endpoints with diarization and punctuated output suitable for downstream automation.
How to Choose the Right Cloud Based Dictation Software
Pick the tool that matches your input type, your required output format, and how your team wants to capture and correct text.
Start with the recording moment you need to capture
If you need dictation inside a live meeting window, use Google Meet or Zoom AI Companion because both generate live captions or live transcription during the call. If you need dictation after the recording exists, choose a transcription and editor workflow like Trint or Sonix because both support browser-first transcript review for uploaded audio and video.
Match output usability to your editing workflow
If your priority is quick correction and review, choose word-level timestamps and highlighting features like Trint and Deepgram. If your priority is interactive meeting note creation after the call, Otter.ai provides interactive meeting summaries with key-moment highlights linked to the transcript.
Decide how much speaker structure your content needs
If your recordings include multiple speakers, prioritize speaker-aware transcripts using diarization or speaker labels like Speechmatics, Rev, and Sonix. Speechmatics uses speaker diarization to separate multiple talkers, while Rev includes speaker labels for attribution in long recordings.
Choose the ecosystem where your team already works
If your teams draft in Microsoft tools, Microsoft 365 Speech delivers live dictation directly into Microsoft 365 documents and messages. If your meetings run in Google Meet, Google Meet keeps dictation inside scheduled calls with searchable meeting transcript outputs.
Select between DIY editor tools and developer API services
If non-developers will create and correct transcripts in a web interface, choose Trint or Sonix for browser editing with timestamps and speaker labeling. If developers will embed dictation into an application with low-latency streaming, choose Deepgram or AssemblyAI because both provide streaming transcription endpoints and punctuated, diarized output.
Who Needs Cloud Based Dictation Software?
Cloud Based Dictation Software benefits teams that need searchable transcripts, faster review, and structured text captured from speech rather than manual typing.
Teams dictating during collaborative meetings with searchable transcripts
Google Meet fits teams that want live captions and meeting transcripts generated during the meeting experience with tight Google Workspace integration for organizing outputs. Zoom AI Companion fits teams that dictate meeting decisions and action items directly inside Zoom with minimal setup.
Organizations standardized on Microsoft 365 for drafting and meeting notes
Microsoft 365 Speech fits organizations that want live dictation written directly into Microsoft 365 documents and messages with Microsoft identity and tenant controls. It also supports multiple languages for global documentation and meeting note workflows.
Teams that need meeting dictation plus post-call summaries and transcript navigation
Otter.ai fits teams that want interactive meeting summaries with key-moment highlights linked to the transcript and speaker labeling for multi-person calls. Its browser and mobile recording options reduce friction when capturing spoken notes across devices.
Teams transcribing interviews, panels, and recordings that require collaborative transcript editing
Trint fits teams that need a browser-based transcript editor with timestamps, word-level highlighting, and collaboration features like comments and shared transcript review. Sonix fits teams that want browser-based editing with speaker-aware, timestamped outputs plus a custom glossary to improve recognition for recurring names and terms.
Common Mistakes to Avoid
These mistakes show up when teams choose dictation tools based on surface accuracy instead of workflow fit and output structure.
Choosing a meeting tool for offline or high-volume transcription
Google Meet and Zoom AI Companion focus on dictation inside scheduled meeting experiences, so offline or high-volume capture often needs workarounds. For offline transcription and repeatable transcript review, use Trint, Sonix, or Rev with downloadable subtitle outputs and browser editing.
Assuming speaker labeling will be consistent without diarization
Recording panels and multi-speaker interviews without speaker-aware output leads to attribution mistakes during review. Speechmatics provides speaker diarization and domain-tuned vocabulary controls, and Rev provides speaker labels designed for review and attribution.
Ignoring timestamped navigation when correction time matters
Transcripts that lack word-level timestamps make it slower to correct errors and verify context. Trint includes word-level highlighting and timestamps in a browser editor, while Deepgram and Sonix provide word-level timestamps that speed targeted fixes.
Selecting an editor tool when you actually need streaming API dictation
API-centric streaming requirements are not well served by standalone meeting or editor workflows. Deepgram and AssemblyAI deliver real-time streaming transcription endpoints with diarization and punctuated output for embedding dictation into applications.
How We Selected and Ranked These Tools
We evaluated Google Meet, Microsoft 365 Speech, Zoom AI Companion, Otter.ai, Rev, Trint, Sonix, Speechmatics, Deepgram, and AssemblyAI across overall capability, feature depth, ease of use, and value for real dictation workflows. We prioritized how well each tool turns speech into usable text with the exact workflow the product is built for, like live meeting captions for Google Meet and live dictation write-back inside Microsoft 365 for Microsoft 365 Speech. We also separated tools that focus on transcript review and editing, like Trint and Sonix, from tools built for streaming dictation into applications, like Deepgram and AssemblyAI. Google Meet ranked highest in this set because it delivers live captions and searchable meeting transcripts directly during meetings without dedicated dictation app steps, which reduces friction for team capture.
Frequently Asked Questions About Cloud Based Dictation Software
Which cloud dictation tool gives the most reliable live transcription inside an existing meeting workflow?
Google Meet generates live captions and transcripts while you are in the meeting, which keeps dictation close to the conversation. Zoom AI Companion delivers live transcription directly within Zoom meetings, so teams capture spoken decisions and action items without switching tools.
If my team writes in Microsoft 365 daily, which dictation option should I standardize on?
Microsoft 365 Speech (Dictate and transcription) is designed to write dictation output directly into Microsoft 365 apps like Teams, Word, and Outlook. That workflow uses Microsoft identity and tenant controls, which reduces friction for orgs that already manage access inside Microsoft 365.
What should I choose if I need accurate dictation with speaker-separated outputs and subtitle files?
Rev focuses on high-quality dictation with human-powered transcription and speaker identification. It also supports downloadable subtitle files and document-style exports for review and publishing loops.
Which platform is best for collaborative transcript review with word-level confidence and timestamped playback?
Trint provides a browser-based editor with word-level highlighting, timestamps, and speaker labels. Teams can comment on transcripts and use shared access to validate accuracy during review.
Which tool is strongest for searchable meeting notes that link highlights to the transcript?
Otter.ai turns meeting audio into searchable notes with speaker labeling. Its interactive summary workflow links key moments back to the transcript, which helps reviewers jump to what mattered.
Which cloud dictation option supports custom vocabulary so domain terms are recognized more consistently?
Sonix includes automation features like a custom glossary to improve recognition for domain-specific language. Speechmatics also supports user-managed vocabulary and model tuning for enterprise dictation workflows.
If I need streaming, low-latency transcription for an application feature, which API-first tool fits best?
Deepgram provides fast, streaming transcription with diarization and endpointing for low-latency voice-to-text. AssemblyAI also supports streaming transcription through an API-centric workflow and returns punctuated, structured transcripts.
Which option is most suitable for interviews or meetings where I must keep the speaker timeline straight?
Speechmatics offers speaker diarization and supports both real-time and batch processing for audio and video. Trint also includes speaker labels and timestamped navigation, which helps verify who said what during playback.
What’s the best way to start if you mainly want transcripts from uploaded recordings without installing transcription hardware?
Trint and Sonix both process uploaded audio and video in the cloud and provide browser-based editing so you can verify text with timestamps and word-level views. Rev similarly delivers cloud transcription outputs and supports downloads for transcripts and subtitles.
Tools reviewed
Referenced in the comparison table and product reviews above.
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