
GITNUXSOFTWARE ADVICE
Facilities Property ServicesTop 10 Best Edrms Software of 2026
Top 10 edrms software ranked for records management needs, with quick notes on OpenText Content Suite, Microsoft Purview, and IBM FileNet.
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
iManage Records Manager is the best fit for enterprise teams already deep in iManage workflows that must enforce governed retention and disposition, while DocuWare is a strong mid-market alternative if you need capture, indexing, and configurable records governance in one system.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
iManage Records Manager
Records declaration and registration that transitions content into governed retention handling within iManage workflows.
Built for fits when enterprise teams need governed retention and disposition tied to existing iManage document workflows..
ELO ECM Suite
Editor pickRecords management workflows that tie disposition steps to declared records and retention triggers.
Built for fits when mid-size enterprises need workflow automation and retention governance in one EDRMS..
SharePoint Premium
Editor pickPurview eDiscovery holds scoped to SharePoint items keep collaboration history under legal preservation.
Built for fits when cloud-first teams need EDRM controls on collaborative SharePoint libraries..
Related reading
Comparison Table
This ranked list targets records managers, IT administrators, and compliance operators who need end-to-end EDMS and ERM controls rather than document search alone. Tools are compared on retention and disposition governance, audit log integrity, RBAC and permissions models, and automation extensibility via APIs, with notes on how OpenText Content Suite, Microsoft Purview, and IBM FileNet fit common enterprise workflows.
iManage Records Manager
enterpriseRecords management module for controlled retention, disposition, and governance within iManage deployments.
Records declaration and registration that transitions content into governed retention handling within iManage workflows.
Records Manager centers records declaration and registration tied to a records taxonomy, so declared content can be moved into a governed records state without manual reclassification. It manages retention schedules and disposition processing through configurable policy logic, and it supports legal hold handling for records under restraint. The administration model includes audit trail visibility and configurable permissions for records operations, which helps compliance auditors trace who changed what and when.
A tradeoff is that value depends on accurate taxonomy setup and consistent metadata entry, because retention triggers and declaration depend on field quality. iManage Records Manager fits teams that already run iManage DMS and need enterprise-grade records governance across active workspaces and declared records.
- +Records declaration ties into an iManage DMS workflow
- +Retention and disposition policies follow configurable metadata triggers
- +Audit trails cover records actions for governance review
- +Legal hold support tracks constrained records behavior
- –Taxonomy and metadata quality heavily affect automation outcomes
- –Operational setup takes governance discipline to run consistently
- –Custom workflow logic may require iManage administrator expertise
- –External capture and OCR paths can require additional integration work
Legal operations teams
Manage legal hold across declared records
Reduced hold exceptions
Compliance and RIM managers
Enforce retention schedules by taxonomy
Consistent disposition processing
Show 2 more scenarios
IT governance and admins
Audit records actions and access changes
Faster compliance investigations
Provides audit trail coverage for records lifecycle events and related permission changes.
Records custodian teams
Register and manage records at scale
Lower manual registration load
Uses records registration workflows to move content into declared records state with governance controls.
Best for: Fits when enterprise teams need governed retention and disposition tied to existing iManage document workflows.
More related reading
ELO ECM Suite
enterpriseEnterprise content management suite with document, archive, and records-related governance features.
Records management workflows that tie disposition steps to declared records and retention triggers.
ELO ECM Suite supports document capture and indexing workflows with OCR that populate fields for search and downstream classification. Content lifecycle actions include version control and controlled file handling that creates an audit trail for key operations. Records management features support retention-driven handling, including disposition steps and records declarations aligned to an organization’s file plan and taxonomy.
A key tradeoff is that effective governance depends on deliberate setup of metadata schemas, classification rules, and user roles across repositories. ELO fits organizations that need end-to-end routing and record handling tied to business processes, such as AP invoice ingestion into controlled retention workflows.
- +OCR indexing populates metadata for faster, consistent discovery
- +Version control and audit trails cover day-to-day change accountability
- +Workflow automation links ingestion, review, and filing actions
- +Records retention workflows support structured disposition steps
- –Metadata schema design requires governance discipline to avoid drift
- –Advanced automation typically needs deeper configuration work
- –Hybrid deployment patterns can increase admin overhead
Records management teams
Run retention and disposition processes
Fewer manual disposition activities
Compliance and FOI officers
Manage legal holds and access control
Lower risk of improper deletion
Show 2 more scenarios
Accounts payable operations
Automate invoice capture and filing
Reduced rework and faster retrieval
OCR indexing and routing file invoices into versioned records with searchable metadata fields.
IT integration teams
Automate repository actions via API
Fewer manual repository operations
An automation-focused integration layer supports custom actions across ingest, filing, and lifecycle steps.
Best for: Fits when mid-size enterprises need workflow automation and retention governance in one EDRMS.
SharePoint Premium
enterpriseMicrosoft content and records capabilities for retention, labeling, and governed document collaboration.
Purview eDiscovery holds scoped to SharePoint items keep collaboration history under legal preservation.
SharePoint Premium is strongest when records management and case work need to share the same file locations, version history, and RBAC model that users already use. Retention policy settings, including retention and deletion behaviors, can be applied to SharePoint content and then reflected in compliance searches. Legal hold and eDiscovery workflows run through the Microsoft Purview compliance layer, which keeps hold scope linked to SharePoint items rather than requiring a separate capture pipeline.
The main tradeoff is that SharePoint-centric records custody depends on SharePoint site and library configuration, so governance fails faster when taxonomy and retention settings are inconsistent. It fits situations where a department wants cloud-hosted document repositories with built-in collaboration and wants EDRM workflows to target those same SharePoint locations.
- +Retention and legal hold workflows connect directly to SharePoint content
- +Audit trail from SharePoint document activity feeds compliance investigations
- +Records declaration works with Microsoft Purview classification and policy controls
- +RBAC controls stay aligned with day-to-day collaboration permissions
- –Library and site configuration errors can undermine records custody
- –Advanced capture and indexing workflows rely on Microsoft ecosystem components
Legal operations teams
Place legal holds on SharePoint collections
Faster case collection with preserved versions
Records management teams
Declare records using SharePoint libraries
Consistent lifecycle controls for records
Show 2 more scenarios
Compliance auditors
Review audit trail for retention actions
Clear evidence of governance actions
SharePoint activity signals support compliance review during retention and discovery processes.
IT governance teams
Standardize RBAC and retention policy scope
Lower risk of unmanaged content
Centralized policy configuration aligns access permissions with retention enforcement.
Best for: Fits when cloud-first teams need EDRM controls on collaborative SharePoint libraries.
Hyland OnBase
enterpriseEnterprise content services platform with document control, retention support, and compliance workflows.
OnBase workflow routing with document-bound metadata that drives both operational cases and records governance.
Hyland OnBase pairs document capture, case workflow, and repository-backed records management for organizations running transaction-heavy processes. Its OnBase configuration supports capture with OCR indexing, workflow routing, and retention automation aligned to records declarations.
Administrators can govern access and audit trails across business processes by combining user permissions, document metadata, and workflow state. OnBase also offers integration options for content and enterprise systems, which matters when records must stay consistent with operational systems.
- +Capture-to-workflow automation reduces manual indexing and rekeying
- +Repository documents stay tied to metadata used by workflow and governance
- +Audit trails support traceability across workflow actions and document changes
- +Workflow configuration supports many department-specific processes
- –Advanced governance requires careful configuration across permissions and metadata
- –Records management capabilities can feel separate from case workflow
Best for: Fits when departments need capture and workflow tied to repository content with strong audit traceability.
DocuWare
SMBCloud and on-premises document management with automated workflow and intelligent indexing.
Retention controls combined with legal hold processing inside the document lifecycle workflow.
DocuWare captures documents, classifies them with index data, and routes them through configurable approval and processing workflows tied to the stored records. The system supports retention-driven records behavior with policies, legal hold workflows, and audit trail logs across the lifecycle of a document.
DocuWare also connects to enterprise systems through integrations and an automation surface that can drive ingest, indexing, and downstream actions. Admin governance centers on user roles, folder and application configuration, and monitoring for operational compliance.
- +Configurable workflow routing tied to stored records and status history
- +Retention and legal hold workflows support lifecycle governance and auditability
- +Document indexing and OCR support capture-to-search paths for large volumes
- +Integration options support ingest and processing with enterprise applications
- –Workflow design can become complex when many approval paths and exceptions exist
- –Metadata schema governance needs disciplined configuration to avoid inconsistent indexing
- –Bulk operations and migrations can require careful planning for throughput targets
- –Advanced classification and extraction results depend on capture quality and training
Best for: Fits when mid-market teams need capture, indexing, workflow, and records governance in one configurable system.
LogicalDOC
SMBOpen-source and commercial document management system with version control and audit trails.
Configurable workflow plus metadata rules lets document state changes drive approvals and repository actions.
LogicalDOC is an open content and records document management system used when teams want document lifecycle controls plus search and collaboration in one repository. It combines repository features like version control, full-text indexing, and configurable metadata with workflow-driven routing for ingestion, review, and approvals.
LogicalDOC also supports retention-oriented behaviors through repository rules and classification patterns, which helps align stored content with governance workflows. Integration options focus on directory services and external systems through APIs, connectors, and import paths for operational data flows.
- +Metadata-driven indexing supports practical retrieval across large file sets
- +Workflow routing covers approvals and review stages with configurable task steps
- +Audit-focused history per document and activity tracking supports basic governance
- +Extensibility through APIs supports integration into existing enterprise processes
- –Deep records declarations, retention schedules, and disposition automation need careful design
- –Role and permission configuration can become complex across many document states
- –Enterprise search tuning requires admin attention for consistent relevance
- –Some compliance workflows depend on integrations or custom automation rather than built-ins
Best for: Fits when mid-market teams need workflow-controlled document lifecycles and integration-friendly DMS behavior.
Mayan EDMS
enterpriseOpen-source electronic document management system with OCR, versioning, and fine-grained permissions.
Event-driven workflows that tie intake, OCR indexing, and metadata collection to automated routing steps.
Mayan EDMS centers on configurable document workflows, with actions tied to repository items and user roles so teams can enforce process steps for capture and review.
OCR indexing and metadata-based search support day-to-day retrieval using extracted text and structured fields rather than manual tagging alone.
An application API supports automation such as creating documents, updating metadata, triggering workflow actions, and syncing with external systems that manage capture sources.
- +Workflow engine supports staged intake, review, and outcome transitions
- +OCR indexing improves findability using extracted text and document metadata
- +API enables programmatic capture, metadata updates, and workflow actions
- +On-premises deployment supports controlled repository placement
- –Enterprise-scale governance tooling is lighter than dedicated records suites
- –Advanced retention and disposition logic needs careful configuration
- –Integration depth with Microsoft-native stacks can require custom connectors
- –Complex classification taxonomies can increase metadata maintenance effort
Best for: Fits when teams need configurable document workflows and API-driven capture on-premises.
Dokmee
SMBDocument management software with capture, indexing, retrieval, and workflow automation.
OCR indexing tied to workflow intake so documents are declared and routed based on extracted fields.
Dokmee is an EDRMS focused on document capture, OCR indexing, and lifecycle workflows for organizations that manage high volumes of incoming and business documents. Core capabilities include indexing-driven search, configurable retention and disposition processes, and audit trails tied to user actions.
It also supports integrations with common enterprise systems so records can be declared and managed in-context rather than in a standalone repository. Administration centers on metadata configuration, access permissions, and workflow controls that govern how documents move from intake to final disposition.
- +Document capture and OCR indexing designed for high-throughput intake
- +Workflow-driven lifecycle control with auditable user actions
- +Metadata-based search supports fast retrieval during operations
- +Enterprise integration options for records management in existing systems
- –Governance requires careful metadata and workflow configuration discipline
- –Advanced records administration features need deliberate design to fit complex file plans
- –Hybrid control depth depends on how capture and repository components are deployed
- –Some automation paths rely on configured workflow steps rather than broad scripting
Best for: Fits when records teams need capture-heavy EDRMS workflows with OCR indexing and controlled retention processes.
FileHold
enterpriseEnterprise document and records management with library administration and compliance retention.
Disposition workflow management that ties approvals to disposition evidence while coordinating legal hold and retention states.
FileHold provides electronic records management for managing physical and digital records in a controlled repository with retention and disposal workflows. The system centers on file plan-based organization, audit trails, and document lifecycle actions that support legal hold and defensible retention practices.
It supports records declaration and batch-oriented workflows for capture, indexing, and ongoing management across cases and repositories. FileHold also offers administration tools for access control, retention policy application, and reporting on disposition status.
- +File plan taxonomy supports structured record series management.
- +Disposition workflows track approvals and capture disposition certificate evidence.
- +Audit trail logging covers key actions across retention and holds.
- +Batch capture and OCR indexing help scale metadata creation.
- –Complex retention models need careful configuration to avoid policy drift.
- –Advanced governance reporting requires setup of metadata and workflows.
- –Deep integration into external DMS tools may rely on add-ons.
- –High-volume capture tuning needs IT attention for throughput.
Best for: Fits when governance teams need file plan structure, disposition workflow control, and auditable lifecycle actions.
Sohodox
SMBDocument management software for small businesses with scanning, indexing, and search.
Workflow-driven document routing that enforces approval steps before documents are treated as record-ready.
Sohodox is an EDRMS focused on document management with records-oriented controls rather than purely collaborative storage. Its core capabilities center on document capture, metadata handling, access rules, and audit visibility across document lifecycle actions.
Sohodox also supports workflow-driven routing for approvals and standard operating procedures, which helps keep record creation consistent. For teams comparing the top EDRMS options, Sohodox is a mid to low rank choice when deep records declarations, tight retention automation, and broad enterprise integrations are the deciding requirements.
- +Workflow routing for approvals keeps record creation steps consistent
- +Central metadata fields support predictable search and filing
- +Audit trail visibility covers key document events
- +Access control rules apply per document and folder scope
- –Records retention automation and disposition support lag compared to top suites
- –Limited public detail on API surface and records management integration endpoints
- –Advanced taxonomy control is less granular than enterprise EDRMS expectations
- –Admin configuration requires governance discipline to avoid inconsistent metadata
Best for: Fits when mid-size teams need structured document workflows and basic records controls, not deep retention automation.
Conclusion
After evaluating 10 facilities property services, iManage Records Manager 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 edrms software
This buyer's guide covers 10 EDRMS platforms, including iManage Records Manager, ELO ECM Suite, SharePoint Premium, and Hyland OnBase. It also includes DocuWare, LogicalDOC, Mayan EDMS, Dokmee, FileHold, and Sohodox.
The selection focus stays on how each EDRMS connects capture, routing, and records governance inside the same workflow. Each tool review emphasizes retention and disposition handling mechanics plus the configuration and governance effort those mechanics require.
EDRMS software for retention, disposition, and governance-controlled record filing
EDRMS software manages documents as governed records by tying classification and retention actions to the lifecycle events that happen inside the repository workflow. iManage Records Manager uses records declaration and registration that transitions content into governed retention handling inside iManage workflows.
EDRM controls also show up in how legal hold and workflow history are preserved alongside collaborative activity. SharePoint Premium drives retention and legal hold workflows directly from SharePoint content and feeds an audit trail from SharePoint document activity into compliance investigations.
EDRMS feature checklist for retention, disposition, and governance workflow control
Retention and disposition control must attach to the moment documents become records, not just store files for later review. iManage Records Manager leads with records declaration and registration that transitions content into governed retention handling inside iManage workflows.
Automation needs to drive lifecycle outcomes from metadata that the system already captures during routing, approvals, and intake. ELO ECM Suite connects disposition steps to declared records and retention triggers, and ELO’s OCR indexing populates metadata for consistent downstream automation.
Records declaration and registration inside repository workflows
iManage Records Manager turns content into governed retention handling through records declaration and registration within iManage workflows. This design keeps retention and disposition tied to the same operational lifecycle events users experience inside iManage.
Disposition automation bound to retention triggers and declared records
ELO ECM Suite links disposition steps to declared records and retention triggers in its records management workflows. The workflow result depends on correctly populated metadata and the retention trigger logic.
Legal hold and eDiscovery holds scoped to the collaboration surface
SharePoint Premium keeps Purview eDiscovery holds scoped to SharePoint items so collaboration history remains under legal preservation. The retention and legal hold workflows attach directly to SharePoint content and feed an audit trail from SharePoint document activity.
Capture-to-workflow automation that preserves document-to-metadata linkage
Hyland OnBase uses workflow routing with document-bound metadata so captured documents stay tied to the metadata used by both workflow and governance. This reduces manual rekeying while keeping audit traceability aligned to operational cases and governance actions.
Retention and legal hold processing inside the document lifecycle workflow
DocuWare combines retention controls with legal hold processing inside its document lifecycle workflow. Retention and legal hold outcomes follow the configured routing and stored record status history.
File plan structure with auditable disposition certificate evidence
FileHold ties disposition workflow approvals to disposition evidence while coordinating legal hold and retention states. Its file plan taxonomy supports structured records series management and its disposition workflows track approval evidence including a disposition certificate.
Decision framework for matching workflow mechanics, governance control depth, and integration targets
EDRMS selection should start with where records governance must live in the workflow, because each platform binds governance outcomes to different lifecycle points. iManage Records Manager binds records declaration and retention handling inside iManage workflow execution, while SharePoint Premium binds legal hold and retention workflows to SharePoint content activity.
After the governance attachment point is chosen, the next decision is how much governance configuration discipline the organization can sustain. iManage and ELO tie automation performance to metadata and taxonomy quality, while Mayan EDMS and Dokmee focus more on event-driven capture and OCR indexing that still require retention and disposition logic configuration.
Pick the governing lifecycle attachment point
Choose iManage Records Manager when records declaration and registration must transition content into governed retention handling inside iManage workflows. Choose SharePoint Premium when legal hold and retention workflows must originate from SharePoint item activity and stay scoped to SharePoint libraries and sites.
Match retention and disposition automation style to configuration capacity
Choose ELO ECM Suite when disposition steps must follow declared records and retention triggers and the metadata schema can be maintained without drift. Choose DocuWare when retention controls and legal hold processing must run inside a configurable document lifecycle workflow where exceptions may add complexity to approval paths.
Verify document-to-metadata binding survives capture-to-governance routing
Choose Hyland OnBase when capture-to-workflow automation must reduce manual indexing and preserve linkage between repository documents and the metadata used by workflow and governance. Choose Mayan EDMS when event-driven intake must coordinate OCR indexing and metadata collection into automated routing steps.
Ensure disposition governance includes evidence you can audit
Choose FileHold when governance teams need file plan structure and disposition workflows that capture disposition certificate evidence tied to approval steps. Choose Sohodox when the primary goal is workflow routing that enforces approval steps before documents are treated as record-ready, not deep retention automation.
Assess metadata and taxonomy maturity as a hard dependency
Choose iManage Records Manager or ELO ECM Suite when the organization can maintain taxonomy and metadata quality because automation outcomes depend on those inputs. Choose LogicalDOC when workflow-controlled document lifecycles and metadata-driven indexing are the priority, with retention schedules and disposition automation still requiring careful design.
Teams that benefit from each EDRMS governance mechanic
Different EDRMS platforms shift governance effort across records declaration, metadata design, capture automation, and disposition evidence collection. The best fit depends on where content originates and how records declaration must work inside real document workflows.
Organizations with high document variety usually need stronger capture and indexing automation, while organizations with stable file plans usually get more value from strict records series structure and disposition workflow evidence.
Enterprise legal and records teams running iManage document workflows
iManage Records Manager fits when records declaration and registration must transition content into governed retention handling inside iManage workflows. The approach keeps retention and disposition aligned to iManage workflow execution and configurable metadata triggers.
Cloud-first organizations standardizing on SharePoint libraries for collaboration and storage
SharePoint Premium fits when Purview eDiscovery holds must be scoped to SharePoint items while preservation follows collaboration activity. Retention and legal hold workflows connect directly to SharePoint content and feed an audit trail from SharePoint document activity.
Departments that run case workflows tied to captured documents and metadata
Hyland OnBase fits when workflow routing must be driven by document-bound metadata so capture-to-workflow automation reduces manual indexing. Repository documents stay tied to the metadata used by workflow and governance, keeping audit traceability aligned.
Mid-size teams that need retention and legal hold workflows inside a single configurable document lifecycle
DocuWare fits when teams want retention controls combined with legal hold processing inside the document lifecycle workflow. Configurable workflow routing tied to stored records and status history supports lifecycle governance and auditability.
Governance teams that require disposition evidence tied to file plan structure
FileHold fits when file plan taxonomy and disposition workflow approvals must capture disposition certificate evidence. The platform coordinates legal hold and retention states with auditable lifecycle actions.
Common EDRMS buying and rollout pitfalls that break retention and disposition automation
EDRMS implementations fail most often when metadata rules and taxonomy quality do not match how automation is expected to trigger records declarations, retention actions, and disposition outcomes. iManage Records Manager and ELO ECM Suite both make automation outcomes depend heavily on taxonomy and metadata quality.
Another failure pattern is underestimating how workflow complexity multiplies governance configuration time. DocuWare’s retention and legal hold logic can become complex when approval paths and exceptions expand, while Sohodox limits deep retention automation and public API clarity for records management integration.
Designing automation triggers without enforcing metadata and taxonomy quality upfront
iManage Records Manager explicitly ties automation outcomes to taxonomy and metadata quality, so weak metadata produces inconsistent records declaration and retention behavior. ELO ECM Suite also depends on metadata schema governance discipline to avoid schema drift.
Treating SharePoint configuration errors as an edge case instead of a custody risk
SharePoint Premium can undermine records custody when library and site configuration errors occur. Governance teams should align SharePoint library structure and retention settings so legal preservation and audit trail generation remain accurate.
Assuming disposition workflow complexity will scale linearly with the number of approval variants
DocuWare can require significant workflow design work when many approval paths and exceptions exist. Governance leaders should model approval variants early so retention and legal hold outcomes remain auditable.
Ignoring the gap between approval routing and deep retention automation
Sohodox focuses on workflow-driven document routing that enforces approval steps before records are treated as record-ready. Records retention automation and disposition support lag compared to top suites, so critical retention logic may need an additional capability.
Separating case workflow and records governance into different models
Hyland OnBase documentation emphasizes document-bound metadata for workflow and governance, so separating permission and metadata design can weaken governance consistency. Organizations should configure permissions and metadata so audit traceability stays aligned to both workflow routing and governance actions.
How We Selected and Ranked These Tools
We evaluated iManage Records Manager, ELO ECM Suite, SharePoint Premium, Hyland OnBase, DocuWare, LogicalDOC, Mayan EDMS, Dokmee, FileHold, and Sohodox for how retention and disposition handling attach to real repository workflow events. Features drove 40% of the ranking because records declaration, disposition triggers, and legal hold workflows must produce traceable lifecycle outcomes inside the document lifecycle flow.
Ease and value each drove 30% of the ranking because governance configuration must fit how administrators actually maintain metadata and workflow rules. iManage Records Manager set the top position because records declaration and registration transition content into governed retention handling inside iManage workflows, and configurable metadata triggers drive retention and disposition outcomes within the same workflow context.
Frequently Asked Questions About edrms software
How do OpenText Content Suite, Microsoft Purview, and IBM FileNet differ in EDRM-style retention workflows?
Which EDRMS tools provide an API surface for automating ingestion, metadata capture, and workflow actions?
How does SharePoint Premium handle records declaration and legal hold inside the SharePoint environment?
What breaks if records declaration metadata is incomplete when using iManage Records Manager or ELO ECM Suite?
Which products support legal hold workflows as part of the document lifecycle rather than a separate process?
When does on-premises deployment matter more than cloud-hosted archive for teams evaluating EDRMS options?
How do admin controls and audit trails differ between Hyland OnBase and LogicalDOC?
Which EDRMS tools best match capture-heavy environments with OCR indexing tied to workflow routing?
What tradeoff appears when choosing an EDRMS with deep file plan and disposition evidence versus a more lightweight records workflow?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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