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Technology Digital MediaTop 10 Best Electronic Records Software of 2026
Ranked roundup of electronic records software for data management teams, comparing iManage, Hyland OnBase, and Laserfiche feature tradeoffs.
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 when governance teams need retention and hold workflows tightly tied to declared legal records, whereas FileHold suits records teams that want retention-driven disposition and holds built around declared content and metadata.
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 drives retention and disposition execution from the point documents become governed records.
Built for fits when governance teams need retention and hold workflows tied to records declaration..
Hyland OnBase
Editor pickUnity Connection workflow design ties automated processing stages to metadata capture and lifecycle actions.
Built for fits when data management teams need automated lifecycle workflows plus enterprise integration for high document volumes..
M-Files
Editor pickMetadata-driven records declaration turns existing content into records without relocating it.
Built for fits when metadata-first classification must drive declared records and retention across shared repositories..
Comparison Table
iManage Records Manager
enterpriseRecords management software integrated with iManage Work product for legal electronic records.
Records declaration drives retention and disposition execution from the point documents become governed records.
iManage Records Manager is designed for records programs that need end-to-end governance across capture, classification into records series, and declared disposition. The integration model supports coordinating retention rules with enterprise content flows so records can be moved to archive or disposition states based on policy triggers. For administration, role-based access controls and audit log reporting support traceability for records declaration, hold actions, and disposition outcomes.
A key tradeoff is implementation depth, since effective retention and disposition depends on correct taxonomy alignment, metadata quality, and mapping of business retention rules to the system’s policy configuration. iManage Records Manager fits best for legal and records teams standardizing hold and disposition processes across many departments where audit trail requirements and consistent disposition authority handling matter.
- +Tight coupling between retention policies and records declaration workflows
- +Legal hold and preservation actions keep audit visibility across lifecycle events
- +Disposition and transfer operations support controlled outcomes for governed records
- +RBAC and audit log coverage support governance reporting for records actions
- –Strong dependency on records taxonomy and retention rule mapping
- –Automation and integrations require administrator-level configuration effort
- –Workflow tuning can be time-consuming when metadata is inconsistent
- –Cross-system governance needs careful design when multiple repositories exist
Legal operations teams
Manage hold notices and preservation scope
Lower risk during litigation events
Records governance teams
Enforce retention and disposition across departments
Consistent disposal decisions
Show 2 more scenarios
Compliance and audit teams
Prove records actions with event trails
Faster evidence collection
Audit logs capture records declaration, hold changes, and disposition status transitions.
IT records integration teams
Coordinate records governance with ECM content flows
Fewer manual governance handoffs
Integration patterns align governed lifecycle steps with existing enterprise document handling.
Best for: Fits when governance teams need retention and hold workflows tied to records declaration.
Hyland OnBase
enterpriseEnterprise information platform combining document management with electronic records retention.
Unity Connection workflow design ties automated processing stages to metadata capture and lifecycle actions.
Hyland OnBase fits teams that manage large volumes of incoming documents and require consistent routing, indexing, and lifecycle actions. Records handling is supported through configurable document types, metadata-driven indexing, and workflow steps that move items through review, classification, and retention actions. Audit trails and permissioning controls attach to user actions across capture, storage, and workflow states. Its integration approach favors system-to-system automation via APIs and service interfaces instead of only user-driven screens.
A key tradeoff is implementation effort, because accurate metadata, workflow design, and retention logic depend on upfront configuration and ongoing governance. OnBase works well when records processes span multiple departments and when the organization needs automated approvals, hold enforcement, and records center storage coordination. It is also a strong match when integration requirements include bidirectional workflow triggers with upstream and downstream enterprise applications.
- +Workflow automation supports records lifecycle steps tied to document metadata
- +API and integration options support system-triggered workflow actions
- +Configurable indexing and document type definitions reduce manual data entry
- +Governance controls include audit history across capture and workflow
- –Accurate metadata setup and workflow design require disciplined administration
- –Advanced lifecycle configuration can be slow to adjust without developer support
Records governance teams
Automate retention and disposition routing
Fewer manual disposition errors
Compliance and legal ops
Enforce holds during document workflows
Lower hold noncompliance risk
Show 2 more scenarios
IT integration teams
Trigger record workflows from enterprise systems
Reduced manual triage work
API access enables external applications to create, update, and route documents through workflow.
Shared services operations
Route incoming documents to queues
Faster document processing
Capture and indexing feed automated classification and assignment to the right reviewers.
Best for: Fits when data management teams need automated lifecycle workflows plus enterprise integration for high document volumes.
M-Files
enterpriseInformation management platform that organizes documents by metadata rather than folder structures.
Metadata-driven records declaration turns existing content into records without relocating it.
M-Files treats records as objects with metadata, which enables classification and file plan alignment without relying on rigid folder structures. Records declaration can mark content as a document of record inside existing document locations, which supports in-place records management for teams that need to keep operational workflows intact. Retention policies can be evaluated against metadata-driven conditions, and disposition steps can be coordinated through workflow configuration.
A tradeoff is that metadata governance becomes the main design activity, because correct records classification depends on consistent property setup and enforcement. M-Files fits situations where multiple business units share one operational repository but need consistent records series and auditability across document types, including declared records and hold-driven exceptions.
- +Metadata-driven records declaration supports in-place records management
- +Configurable workflows tie classification to retention and disposition steps
- +Audit logging supports traceability for declared records changes
- +Integration options reduce friction when records live in existing systems
- –Correct classification depends on disciplined metadata design and enforcement
- –Complex multi-team governance can require dedicated administration effort
Records management teams
Declare records using metadata properties
Fewer manual declarations
Information governance leads
Run retention from classification logic
Consistent retention decisions
Show 2 more scenarios
Compliance and legal operations
Coordinate disposition with workflow approvals
Audit-ready disposition trail
Configured workflows manage disposition steps with logged actions for declared records.
IT administrators
Integrate records capture into repositories
Centralized records controls
Integration paths support governance around where content is created and stored.
Best for: Fits when metadata-first classification must drive declared records and retention across shared repositories.
Gimmal Records
enterpriseElectronic records management software focusing on information governance and compliance.
Records declaration tied to retention outcomes, with workflowed disposition approvals for every series decision.
Gimmal Records is an electronic records repository focused on records lifecycle management with configurable capture and retention controls. It supports records declaration workflows that route content into retention with metadata-driven rules, plus disposition workflows that track approvals and outcomes.
Admin control centers on roles, case-level holds, and audit-friendly change history across records activities. Integration work typically centers on connecting records capture to existing document and collaboration systems through available API and automation surfaces.
- +Records declaration workflows route content into retention based on configurable criteria
- +Retention controls and disposition steps support approval tracking and closure
- +Case-level hold workflows fit investigations and litigation response use
- +Audit-friendly activity tracking supports governance reviews and internal checks
- –Advanced taxonomy and metadata setups require governance time to stay consistent
- –Complex capture automation depends on integration patterns with upstream systems
- –Granular per-field automation is limited compared with document-centric ECM suites
- –Reporting depth for niche compliance programs can require custom process design
Best for: Fits when governance teams need declarative records capture, retention-driven disposition, and hold tracking with controlled roles.
Collabware ECM
enterpriseCloud content management system with native electronic records management capabilities.
Matter-linked legal hold built around preserved record containers, not just document-level flags.
Collabware ECM captures and manages electronic records inside a configurable workflow for classification, metadata, and retention-driven handling. It pairs ECM document management with records lifecycle controls such as declaration and disposition routing, plus legal hold support for preserved matter documents.
Admins can govern access through role-based permissions and audit trails tied to record events. Automation is driven through configurable rules and system integrations that connect ECM objects to business applications.
- +Records declaration and disposition routing are built into the workflow layer
- +Legal hold preserves records tied to specific matters and case containers
- +Role-based permissions map access policies to record folders and objects
- +Audit trails record key capture, change, and disposition actions
- –Complex governance requires careful records configuration and ongoing admin oversight
- –Some advanced lifecycle behaviors depend on workflow and integration build-out
- –Bulk migration tooling for large legacy estates is not as prominent as workflow tooling
- –Metadata schema design work is still needed to match retention and classification rules
Best for: Fits when governance teams need retention workflows with legal hold tied to case containers.
FileHold
SMBDocument management software with retention schedules, version control, audit trails, and records workflows.
Holds tied to selected records with preservation controls managed through workflow and audit evidence.
FileHold is an electronic records repository built for records teams that need enforceable retention and disposition workflow around file-based content. It pairs records declaration and folder or taxonomy-driven classification with an audit trail that tracks changes through the lifecycle.
FileHold also supports holds for preserving records for legal and compliance cases and can integrate with enterprise systems via an API and connector options for capture and movement. Across governance use cases, it focuses on configuration-driven workflows rather than custom development for routine record handling.
- +Configurable records declaration workflow with auditable changes
- +Retention and disposition workflows map to standard records lifecycles
- +Hold management supports legal preservation on selected material
- +API supports integration for capture, metadata, and lifecycle actions
- –Advanced governance scenarios can require careful metadata modeling
- –FOIA-style workflows are not a native end to end case module
- –Large-scale migration may need staged cutovers and validation
- –API coverage for every capture path depends on the selected integration method
Best for: Fits when records teams need retention, disposition, and holds tied to declared content and metadata.
RecordPoint
Microsoft 365 specialistCloud records management software built around Microsoft 365, SharePoint, and enterprise information governance.
Records declaration workflow that routes documents into retention and disposition based on configurable taxonomy mappings.
RecordPoint is an electronic records repository that focuses on retention automation, records declaration, and disposition workflow. It supports a configurable taxonomy so teams can map document content and metadata to records series and retention rules.
Administrators get governance controls centered on retention schedules, disposition authority, and audit trail reporting. The product also supports integration for capture, migration, and system handoffs so records can be managed across business applications.
- +Retention automation ties records classification to disposition steps
- +Records declaration workflows reduce ambiguity in what becomes a record
- +Audit trail reporting supports review of capture, changes, and disposition
- +Configurable file plan taxonomy maps metadata to retention rules
- –Metadata and taxonomy setup requires dedicated governance work
- –Complex cross-system capture scenarios need careful integration planning
Best for: Fits when data management teams need retention automation tied to declaration and disposition workflows.
Objective ECM
vertical specialistInformation governance and records management software for public sector and regulated organizations.
Rules-driven disposition workflow that ties metadata classification to records retention actions.
Objective ECM provides electronic records repository capabilities focused on structured document management and retention-oriented workflow. It supports classification and metadata-driven organization so teams can capture records with consistent fields and route them through review and disposition steps.
The system also provides admin controls for user access and audit visibility across repository activity. Objective ECM’s differentiation is its approach to rules-driven records handling that connects metadata, workflow states, and retention actions.
- +Metadata-first classification supports consistent records capture and retrieval
- +Workflow-driven records handling connects review states to disposition actions
- +Role-based access controls restrict repository operations by permission sets
- +Audit-oriented activity logs provide traceability for repository changes
- –Automation rules require design effort to keep metadata complete and consistent
- –Some records lifecycle configurations can become complex at scale
Best for: Fits when records teams want metadata-guided workflows and governance controls for retention-driven handling.
AODocs Records Management
SMBCloud document and records management software integrated with Google Workspace and enterprise repositories.
Records declaration workflow ties metadata input to record status so retention and disposition start from a declared record event.
AODocs Records Management performs electronic records repository capture, retention policy enforcement, and disposition actions for records lifecycle management. It supports records declaration workflows with metadata collection so documents can be treated as records with consistent classification inputs.
Retention logic and disposition steps run as configured processes with audit trail visibility for declared records over time. Admin controls focus on configuration of records handling rules and oversight of records-related actions for governance.
- +Records declaration workflow captures metadata at the moment of record creation
- +Retention and disposition steps are driven by configurable policy actions
- +Audit trail coverage links records decisions to user actions and timestamps
- +Configuration supports consistent classification inputs for declared records
- –Advanced governance requires upfront configuration of records handling rules
- –Complex capture routes can be harder to standardize across varied document sources
Best for: Fits when teams need configurable records declaration and retention-driven disposition with audit traceability.
Google Vault
enterpriseGoogle Workspace governance software for retention rules, legal holds, searches, and exports.
Legal hold enforcement that persists across searches and exports for affected users and content in Google data stores.
Google Vault is an email and collaboration archiving and eDiscovery service built for Google Workspace and Google Workspace data. It delivers retention policies, legal holds, and search across Gmail, Drive, and Chat in one retention and discovery workflow.
Core capabilities include audit logs for administrators, export of archived content for legal and compliance workflows, and matter-focused legal holds tied to search scopes. It is distinct because it is tightly integrated with Google data stores rather than managing records through a separate records repository.
- +Native search and holds across Gmail, Drive, and Chat
- +Retention rules and legal holds with admin-visible audit history
- +Admin controls for export handling and eDiscovery workflows
- +Matter-oriented search results for repeated legal investigations
- –Primarily optimized for Google Workspace content, not broad file repositories
- –Less suitable for granular records lifecycle taxonomy than ECM-native records modules
- –Disposition automation options are limited to Vault retention and legal hold patterns
- –Complex retention strategies require careful scoping across data sources
Best for: Fits when governance teams need eDiscovery and retention for Google Workspace content with audit visibility.
Conclusion
After evaluating 10 technology digital media, 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 electronic records software
Electronic records software governs when content becomes a record, how retention is applied, and how disposition and holds get executed with traceable workflow decisions. This buyer’s guide compares iManage Records Manager, Hyland OnBase, and Laserfiche alongside nine other tools so data management teams can match automation depth and governance control to their capture and lifecycle patterns.
iManage Records Manager is positioned for records declaration that directly drives retention and disposition execution. Hyland OnBase focuses on automated lifecycle workflow design anchored to metadata capture via Unity Connection, while Laserfiche is assessed later in the roundup against workflowed records handling needs across repositories.
Electronic records software for records declaration, retention-driven disposition, and governed holds
Electronic records software manages records lifecycle management by routing documents into retention and disposition processes based on records declaration and configurable taxonomy mappings. It also tracks legal hold and preservation actions through auditable workflow states tied to governed record identifiers.
iManage Records Manager uses records declaration to drive retention and disposition execution from the point documents become governed records, with Legal hold and preservation actions keeping audit visibility across lifecycle events. Hyland OnBase ties automated processing stages to metadata capture and lifecycle actions through Unity Connection workflow design, then exposes API and integration options for system-triggered workflow actions.
Electronic records governance features that change retention and hold outcomes
Records declaration must drive retention and disposition decisions from the moment content becomes governed, or the workflow ends up enforcing rules after the fact. iManage Records Manager is built around that direct records declaration to retention and disposition execution coupling.
Automation depth matters most when capture and lifecycle steps need consistent metadata and audit-ready transitions across series decisions. Hyland OnBase uses Unity Connection workflow design to tie automated processing stages to metadata capture and lifecycle actions.
In-place and metadata-first handling can be the difference between moving content into a records center site and keeping it where it lives. M-Files supports metadata-driven records declaration that can declare records without relocating them, which changes how teams manage repository layout.
Records declaration to retention and disposition execution
iManage Records Manager routes retention and disposition directly from records declaration so governance decisions follow content into workflowed outcomes. Gimmal Records ties records declaration to retention outcomes with workflowed disposition approvals for every series decision.
Metadata-first and in-place records management behaviors
M-Files declares records based on metadata without relocating content, which supports in-place records management patterns across shared repositories. Objective ECM drives records handling through rules that connect metadata classification to retention actions.
Automated lifecycle workflow design anchored to metadata capture
Hyland OnBase uses Unity Connection workflow design to attach automated processing stages to metadata capture and lifecycle actions. RecordPoint uses a records declaration workflow that routes documents into retention and disposition based on configurable taxonomy mappings.
Legal hold model tied to record scope, not just document flags
Collabware ECM links legal hold to matter-linked legal hold built around preserved record containers instead of document-level flags. Google Vault persists legal holds across searches and exports for affected users and content in Google data stores.
Extensibility and system-triggered workflow integration
Hyland OnBase exposes API and integration options designed for system-triggered workflow actions for high document volumes. iManage Records Manager can integrate, but administration-level configuration effort is typically required for automation and integrations.
Audit-ready workflow evidence for governed lifecycle changes
FileHold provides auditable changes managed through workflow and preservation controls tied to selected records. iManage Records Manager keeps audit visibility across lifecycle events by aligning legal hold and preservation actions with records declaration driven events.
Choose governance depth by matching records declaration model to lifecycle workflows
Teams that need retention and disposition to originate at the records declaration step should prioritize products where declaration explicitly drives downstream disposition execution and hold behavior. iManage Records Manager is designed for that direct declaration to retention and disposition coupling.
Teams with heavy automation requirements should compare how each system binds automated processing stages to metadata capture and lifecycle actions. Hyland OnBase ties Unity Connection workflow stages to metadata capture and lifecycle actions, while M-Files shifts the center of gravity to metadata-driven declaration that can preserve in-place content patterns.
Map the moment content becomes a governed record to the product’s declaration engine
If declaration must be the single source for retention and disposition outcomes, select iManage Records Manager or Gimmal Records based on how their records declaration drives retention and disposition execution. If records should be declared from existing content location using metadata-first rules, select M-Files based on its metadata-driven declaration without relocation.
Decide whether lifecycle automation is workflow-first or rules-first
If lifecycle steps must be composed as automated workflow stages tied to metadata capture, use Hyland OnBase with Unity Connection workflow design. If retention and disposition must be driven by rules that connect metadata classification to disposition actions, use Objective ECM.
Validate how legal hold scope is represented in case work
If holds must attach to matter-linked preserved record containers, select Collabware ECM because its legal hold model is built around preserved record containers. If holds need to persist across Google searches and exports for affected users and content, select Google Vault for Google Workspace content governance.
Stress-test metadata and taxonomy governance workload against real administration capacity
If the organization can staff disciplined administration to keep metadata complete and accurate, Hyland OnBase and RecordPoint can support automated lifecycle routing. If governance teams need less tolerance for ongoing taxonomy drift, iManage Records Manager can reduce ambiguity by tying declaration workflows to governed outcomes but still requires strong taxonomy and rule mapping.
Plan integration paths based on automation and configuration depth
If automation must be triggered by system events, verify Hyland OnBase API and integration options for system-triggered workflow actions. If automation depends on administrator-level configuration effort, confirm that internal governance can support iManage Records Manager integration and automation configuration.
Confirm disposition and hold lifecycle evidence aligns with audit expectations
If audit-ready evidence needs to be tied to retention, disposition, and preservation controls through workflow, evaluate FileHold for auditable changes and retention and disposition workflow mapping. If teams need audit visibility across lifecycle events aligned to records declaration driven events, prioritize iManage Records Manager based on its lifecycle audit visibility tied to legal hold and preservation actions.
Which teams should shortlist each electronic records governance approach
Electronic records software selection should start from how retention authority decisions get executed in lifecycle workflow, not from interface preferences. The most frequent differentiators in this roundup are records declaration coupling, workflow automation design, and legal hold scope representation.
Data management teams can reduce implementation risk by aligning product governance mechanics to existing taxonomy discipline and integration patterns. iManage Records Manager favors records declaration rule mapping, while Hyland OnBase favors workflow design tied to metadata capture and metadata-driven lifecycle actions.
Records governance teams with retention execution tied to records declaration
iManage Records Manager fits because records declaration drives retention and disposition execution and keeps audit visibility across legal hold and preservation actions. Gimmal Records fits when series-level disposition approvals must be routed through retention-driven records declaration workflows.
Data management teams building automated lifecycle flows across high-volume capture
Hyland OnBase fits because Unity Connection workflow design ties automated processing stages to metadata capture and lifecycle actions. This category also aligns with using API and integration options for system-triggered workflow actions.
Organizations that need in-place records management across shared repositories
M-Files fits because metadata-driven records declaration can declare records without relocating them. This approach supports teams that want retention and disposition without changing repository layout.
Legal and governance teams that require matter-linked container holds
Collabware ECM fits because its matter-linked legal hold is built around preserved record containers rather than document-level flags. This supports case container governance where holds attach to matter scopes.
Google Workspace governance teams focused on holds across search and export
Google Vault fits because legal hold enforcement persists across searches and exports for affected users and content in Gmail, Drive, and Chat. It prioritizes Google data stores over granular ECM-native lifecycle taxonomy.
Common electronic records software pitfalls that break retention and hold integrity
Errors usually come from mismatched governance workload to product behavior, or from treating metadata and taxonomy as a one-time setup. Multiple products in this set depend on disciplined metadata or taxonomy design to keep records declaration and lifecycle routing accurate.
Another frequent failure is assuming legal hold behavior is document-only when governance requirements require container or scope-based holds. Teams also misjudge how fast governance teams can adjust advanced lifecycle behaviors without developer support.
Selecting a records declaration-centric product without mapping taxonomy and retention rule coverage early
iManage Records Manager requires strong dependency on records taxonomy and retention rule mapping, so a late taxonomy gap can block correct declaration to disposition execution. Plan governance mapping work before running capture automation or series routing.
Treating lifecycle workflows as configuration-only when metadata completeness drives routing correctness
Hyland OnBase expects accurate metadata setup and workflow design discipline, which slows down advanced lifecycle configuration when adjustments require developer support. RecordPoint also requires dedicated governance work for metadata and taxonomy setup to keep routing unambiguous.
Using document-level hold expectations when case governance requires container scope
Collabware ECM implements matter-linked legal hold tied to preserved record containers, so document-only hold assumptions will misalign scope. Google Vault focuses on Google Workspace content searches and exports, which is not equivalent to container-based matter holds.
Overlooking the integration and administration effort required for automation triggers
iManage Records Manager can require administrator-level configuration effort for automation and integrations, which can increase time-to-governed workflow changes. Hyland OnBase provides API and integration options, but advanced lifecycle configuration can still be slow to adjust without developer support.
Assuming FOIA-style case workflows exist end to end without additional modules
FileHold has retention, disposition, and holds tied to declared content and metadata, but FOIA-style workflows are not a native end to end case module. Teams should avoid planning FOIA case operations around FileHold without confirming the additional workflow coverage.
How We Selected and Ranked These Tools
We evaluated electronic records governance tools by weighting features at 40%, ease at 30%, and value at 30%. We prioritized products with explicit linkage between records declaration and downstream retention and disposition execution because that connection determines how often governance decisions occur at the correct lifecycle moment.
iManage Records Manager separated itself with records declaration that directly drives retention and disposition execution and with legal hold and preservation actions that keep audit visibility across lifecycle events. Hyland OnBase ranked strongly by tying automated lifecycle workflow stages to metadata capture through Unity Connection and by exposing API and integration options for system-triggered workflow actions.
Frequently Asked Questions About electronic records software
How do iManage Records Manager and M-Files differ in how documents become governed records?
Which products use legal holds that stay connected to the right container or search scope?
How does Hyland OnBase handle high-volume capture workflows without forcing custom development for every retention rule?
What tradeoff appears when organizations rely on API integrations versus connector-based capture for electronic records ingestion?
How do retention schedules and disposition authority get enforced across iManage Records Manager and RecordPoint?
What breaks if records declaration metadata is incomplete or inconsistent across FileHold and AODocs Records Management?
How do admin controls differ between Objective ECM and Gimmal Records when multiple governance roles must approve disposition?
When teams need in-place records management without reorganizing file locations, which tools fit the requirement?
How do audit logs differ in scope between iManage Records Manager and Google Vault for governance and investigations?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
- Technology Digital MediaTop 10 Best Electronic Logs Software of 2026
- Healthcare MedicineTop 10 Best Electronic Health Records Software of 2026
- Technology Digital MediaTop 10 Best Electronic Research Administration Software of 2026
- Manufacturing EngineeringTop 10 Best Electronic Batch Record Software of 2026
- Technology Digital MediaTop 10 Best Electronic Filing System Software of 2026
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