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Manufacturing EngineeringTop 10 Best Printing Management Software of 2026
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’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
PaperCut MF
Secure pull printing with configurable release policies and job release controls
Built for organizations standardizing print costs with secure release, quotas, and strong reporting.
PrinterLogic
Follow-me printing with secure release based on user authentication
Built for mid-size and enterprise IT teams standardizing secure printing across offices.
Xerox CentreWare Internet Services with Xerox print accounting
Per-device print accounting and usage reporting inside Xerox CentreWare Internet Services
Built for teams managing Xerox print usage with device-level accounting and basic reporting.
Comparison Table
This comparison table evaluates printing management software used to control print access, track usage, and route jobs across devices. You will see how PaperCut MF, uniFLOW Online, PrinterLogic, Printix, and Xerox CentreWare Internet Services with Xerox print accounting handle reporting, driver management, user authentication, and administrative workflows.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | PaperCut MF Centralized print management with secure release, cost tracking, quotas, and follow-me printing for organizations of all sizes. | enterprise print control | 9.2/10 | 9.4/10 | 8.6/10 | 8.8/10 |
| 2 | uniFLOW Online Cloud-connected print management that enables user authentication, device accounting, policy controls, and secure pull printing across fleets. | cloud print management | 8.2/10 | 8.8/10 | 7.6/10 | 7.7/10 |
| 3 | PrinterLogic Print infrastructure and driver management with automated deployment, user-based printing policies, and centralized reporting. | print deployment automation | 8.2/10 | 8.7/10 | 7.6/10 | 7.9/10 |
| 4 | Printix Streamlined cloud print management that delivers device-agnostic setup, policy-based access, and real-time print visibility. | cloud print management | 7.6/10 | 8.1/10 | 7.2/10 | 7.4/10 |
| 5 | Xerox CentreWare Internet Services with Xerox print accounting Device-level print control and reporting using Xerox managed print and embedded services to track usage and apply access policies. | vendor MFP management | 7.3/10 | 7.1/10 | 8.0/10 | 6.9/10 |
| 6 | Kofax ControlSuite Document and print release workflow management that enforces authentication, tracks print jobs, and supports secure output delivery. | secure output workflow | 7.2/10 | 8.1/10 | 6.8/10 | 6.9/10 |
| 7 | Pharos Systems Document Print Management Print management and secure release for multi-vendor environments with quotas, job auditing, and chargeback reporting. | secure print release | 7.4/10 | 7.7/10 | 6.9/10 | 7.2/10 |
| 8 | Equitrac Print Print security and accounting with badge-based access, job tracking, and cost allocation for enterprise print environments. | enterprise print accounting | 7.9/10 | 8.6/10 | 7.2/10 | 7.3/10 |
| 9 | BilltoBe Print management and cost recovery for small to mid-sized organizations using user-based tracking, quotas, and billing. | SMB print accounting | 7.2/10 | 7.6/10 | 7.0/10 | 7.4/10 |
| 10 | PaperCut NG/MF trial deployments alternatives using PaperCut client tools Lightweight print accounting and control using PaperCut components for smaller setups with authentication and job monitoring. | limited-scope control | 6.8/10 | 7.4/10 | 6.3/10 | 6.6/10 |
Centralized print management with secure release, cost tracking, quotas, and follow-me printing for organizations of all sizes.
Cloud-connected print management that enables user authentication, device accounting, policy controls, and secure pull printing across fleets.
Print infrastructure and driver management with automated deployment, user-based printing policies, and centralized reporting.
Streamlined cloud print management that delivers device-agnostic setup, policy-based access, and real-time print visibility.
Device-level print control and reporting using Xerox managed print and embedded services to track usage and apply access policies.
Document and print release workflow management that enforces authentication, tracks print jobs, and supports secure output delivery.
Print management and secure release for multi-vendor environments with quotas, job auditing, and chargeback reporting.
Print security and accounting with badge-based access, job tracking, and cost allocation for enterprise print environments.
Print management and cost recovery for small to mid-sized organizations using user-based tracking, quotas, and billing.
Lightweight print accounting and control using PaperCut components for smaller setups with authentication and job monitoring.
PaperCut MF
enterprise print controlCentralized print management with secure release, cost tracking, quotas, and follow-me printing for organizations of all sizes.
Secure pull printing with configurable release policies and job release controls
PaperCut MF stands out for its mature print release, monitoring, and cost-control capabilities across mixed printer fleets. It centralizes driver-based accounting, user and group quotas, and configurable print rules that cover color, duplex, and device models. The solution adds secure pull printing with release controls and integrates with common identity sources for consistent enforcement. Reporting and dashboards support finance and operations teams with chargeback and usage trends tied to real print activity.
Pros
- Strong print accounting with job-level auditing and chargeback reports
- Secure pull printing with user authentication and controlled job release
- Granular policies for quotas and rules by user, group, and device
Cons
- Best results require careful configuration of print rules and accounting drivers
- Advanced deployments need dedicated server planning and ongoing administration
Best For
Organizations standardizing print costs with secure release, quotas, and strong reporting
uniFLOW Online
cloud print managementCloud-connected print management that enables user authentication, device accounting, policy controls, and secure pull printing across fleets.
Serverless job control with secure pull printing and tracked release across managed devices
uniFLOW Online stands out for connecting printing, scanning, and secure release workflows through one web-managed control plane. It supports driver-based and mobile printing, user authentication, and policy rules that govern who can print and what devices they can use. The platform centralizes print accounting and reporting so finance teams can track usage across sites. It also handles pull printing and job release to reduce misprints and document exposure on shared printers.
Pros
- Secure pull printing ties job release to user authentication
- Central print accounting and reporting across fleets and sites
- Policy controls limit device access and printing behavior per user
Cons
- Setup and integration require careful device and directory configuration
- Mobile printing features depend on correct app and authentication alignment
- UI workflows can feel heavy for small teams with few printers
Best For
Organizations standardizing secure printing and cost tracking across many office devices
PrinterLogic
print deployment automationPrint infrastructure and driver management with automated deployment, user-based printing policies, and centralized reporting.
Follow-me printing with secure release based on user authentication
PrinterLogic stands out for its browser-based administration of complex print policies across Windows, macOS, and mixed environments. The platform combines pull printing, follow-me behavior, and driver management with detailed print accounting and security controls. It supports queue setup and user authentication through existing directory services, making it practical for centralized printing governance in managed networks. Reporting and usage analytics help departments track print volume by user, device, and destination.
Pros
- Centralized print policy management with authentication-based access
- Strong print accounting and usage reporting by user and queue
- Driver and print queue automation reduces manual endpoint work
Cons
- Setup requires careful server and directory integration planning
- Admin workflows can feel complex for organizations with simple needs
- Automation depth can increase training requirements for IT teams
Best For
Mid-size and enterprise IT teams standardizing secure printing across offices
Printix
cloud print managementStreamlined cloud print management that delivers device-agnostic setup, policy-based access, and real-time print visibility.
Visual job previews and secure print release at the printer
Printix distinguishes itself with visual, job-based print release that centralizes approval and tracking in one workflow. It supports multi-tenant print management for organizations that need controlled access to printers and consistent driver-free printing. Admins can apply policies by user, printer, or group and gain reporting on usage, spend, and job outcomes.
Pros
- Visual print release reduces failed jobs and speeds up approvals
- Driverless printing setup simplifies onboarding across mixed devices
- Granular access controls limit printing by user group and printer
- Usage and job reporting supports cost tracking and operational review
Cons
- Onboarding can require careful network and print queue configuration
- Some advanced workflows need administrator tuning to match policies
- User adoption depends on training for the release workflow
- Integrations are strongest within managed print environments
Best For
Organizations needing visual print release, policy control, and usage reporting
Xerox CentreWare Internet Services with Xerox print accounting
vendor MFP managementDevice-level print control and reporting using Xerox managed print and embedded services to track usage and apply access policies.
Per-device print accounting and usage reporting inside Xerox CentreWare Internet Services
Xerox CentreWare Internet Services stands out by combining per-device visibility with Xerox-specific print accounting features for supported multifunction printers. It lets administrators review print activity, track usage over time, and manage settings through the same web interface used to monitor device health. Xerox print accounting focuses on cost and volume reporting rather than enterprise document workflow automation. It is best aligned to organizations standardizing on Xerox devices and centralizing reporting without adding a separate heavy management stack.
Pros
- Web-based device monitoring and usage reporting in one interface
- Print accounting reports show per-printer activity and trends
- Works smoothly with Xerox multifunction printers and their settings
Cons
- Primarily targets Xerox hardware so mixed fleets get limited coverage
- Reporting depth and automation options are narrower than full print management suites
- Admin workflows depend on device support and correct accounting configuration
Best For
Teams managing Xerox print usage with device-level accounting and basic reporting
Kofax ControlSuite
secure output workflowDocument and print release workflow management that enforces authentication, tracks print jobs, and supports secure output delivery.
Centralized policy-based print output routing with detailed document audit tracking
Kofax ControlSuite stands out for managing print output and automating document workflows with centralized governance. It supports server-based printing orchestration, output routing, and policy-driven control across devices and environments. It also emphasizes compliance and auditing features that help track who generated and delivered documents. For teams that run high-volume print and need tighter control than basic print management tools, it focuses on workflow standardization and operational visibility.
Pros
- Centralized print routing with policy-based governance across printers and outputs
- Strong audit trails for document generation and delivery activities
- Workflow automation helps reduce manual print handling and exceptions
Cons
- Administration complexity increases with multi-site print and workflow configurations
- Cost can be high for teams that only need basic printer management
- Setup and tuning require experienced IT and document process design
Best For
Enterprises needing audited print governance and automated output workflows
Pharos Systems Document Print Management
secure print releasePrint management and secure release for multi-vendor environments with quotas, job auditing, and chargeback reporting.
Rules-based print routing and governance for managing document flows to specific printers and schedules
Pharos Systems Document Print Management focuses on controlling how documents are printed and distributed across managed printers. It provides print routing, scheduling, and rules-based handling that reduce manual setup for recurring print jobs. It also supports document formats and workflows typical of office and production print environments. The system is geared toward organizations that need consistent print governance rather than ad hoc printing.
Pros
- Rules-based print routing reduces manual printer selection errors
- Scheduling helps standardize recurring batch document runs
- Centralized governance improves consistency across printer fleets
Cons
- Setup and rule configuration can feel complex for small teams
- Workflow customization depth may require printer and network knowledge
- User-facing administration tools feel less streamlined than consumer-focused print apps
Best For
Mid-size organizations standardizing document printing across multiple locations and printer models
Equitrac Print
enterprise print accountingPrint security and accounting with badge-based access, job tracking, and cost allocation for enterprise print environments.
Secure Print Release that requires authentication before output prints
Equitrac Print stands out for centrally enforcing print security and user-based controls across managed printers. It delivers secure release of print jobs, detailed reporting, and quota policies tied to users or groups. The solution supports rule-based management for cost control and compliance, with integration options designed for enterprise print environments. Administration focuses on scalable policy assignment across many devices rather than ad hoc printer management.
Pros
- Secure print release reduces data leakage from unattended printers.
- User and group quotas support predictable print spending control.
- Granular reporting enables chargeback and visibility by department.
- Central policy management scales across large printer fleets.
Cons
- Initial setup can be complex for networks with many printer models.
- Admin workflows feel heavy compared with simpler print tracking tools.
- Cost can be high for smaller teams needing basic reporting only.
Best For
Enterprise environments needing secure print release, quotas, and centralized device governance
BilltoBe
SMB print accountingPrint management and cost recovery for small to mid-sized organizations using user-based tracking, quotas, and billing.
Approval workflow for print requests with trackable status throughout fulfillment
BilltoBe focuses on streamlining print ordering and approvals with workflow and ticket-style routing instead of basic purchase tracking. It supports managing print requests end-to-end, including submission, review, and fulfillment coordination for teams. The platform centers on visibility into request status and ownership, which reduces back-and-forth across departments. It also ties print activity to billing workflows to help control costs across recurring jobs.
Pros
- Request workflow supports approval routing and clearer ownership
- Status visibility helps teams track print jobs from request to completion
- Billing alignment ties printing activity to cost control workflows
Cons
- Setup overhead can be high for teams with complex approval rules
- Reporting depth for granular print analytics feels limited
- Printer and vendor integrations are not as broad as top print-management suites
Best For
Teams managing print approvals and billing workflows without heavy customization
PaperCut NG/MF trial deployments alternatives using PaperCut client tools
limited-scope controlLightweight print accounting and control using PaperCut components for smaller setups with authentication and job monitoring.
Centralized quota enforcement with detailed print accounting and reporting
PaperCut NG/MF trial deployments stand out because the PaperCut client includes agent components that integrate with Windows printing to control print behavior across Managed and Mixed environments. It centralizes server-side print management features like user authentication, quotas, reporting, and print rules that can be applied at printer or user scope. The trial setup is strongest for organizations evaluating PaperCut’s print workflow controls before committing to full deployment of Print Management. It also supports administrator visibility with activity logs and dashboards that map to accountability goals for departments and cost centers.
Pros
- Granular print release and policy controls per user, group, and printer
- Strong reporting for chargeback, auditing, and usage visibility
- Quotas and limits reduce runaway printing and improve cost control
- Trial deployments validate core client integration with existing printers
Cons
- Trial evaluation setup requires careful server and agent configuration
- Advanced policy tuning can be complex across printer fleets
- Mobile printing workflows may require add-on approaches for some environments
- User experience depends on endpoint agent behavior and print driver compatibility
Best For
Teams trialing centralized print controls without building custom workflows
Conclusion
After evaluating 10 manufacturing engineering, PaperCut MF 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 Printing Management Software
This buyer's guide helps you choose Printing Management Software by mapping must-have capabilities to real deployment outcomes across PaperCut MF, uniFLOW Online, PrinterLogic, Printix, Xerox CentreWare Internet Services with Xerox print accounting, Kofax ControlSuite, Pharos Systems Document Print Management, Equitrac Print, BilltoBe, and PaperCut NG/MF trial deployments alternatives using PaperCut client tools. You will learn which features drive secure release, cost control, and operational visibility. You will also avoid common setup traps that show up across these tools.
What Is Printing Management Software?
Printing Management Software centralizes how users authenticate, how print jobs move to devices, and how administrators apply policies like quotas and access rules. It solves cost leakage from unmanaged printing by tying job activity to users and devices, then enforcing limits before output is released. Many organizations also use these tools for secure pull printing to stop unattended documents on shared printers. Tools like PaperCut MF and Equitrac Print represent enterprise-grade print security plus accounting and reporting with authentication-gated release.
Key Features to Look For
The features below determine whether your printing rollout delivers secure output, measurable cost control, and manageable administration across your printer fleet.
Secure pull printing with authentication-gated job release
Look for a release workflow that requires user authentication before a queued job prints. PaperCut MF and Equitrac Print excel at secure pull printing with controlled job release based on who submitted the job.
Granular quotas and policy rules by user, group, and device model
Choose software that can apply limits and print behavior rules across the identities and devices that create real cost variance. PaperCut MF supports configurable print rules and quotas by user, group, and device, while uniFLOW Online and PrinterLogic apply policy controls that govern printing behavior per user and device.
Driver-based and driverless printing support for mixed printer fleets
Evaluate whether onboarding works across mixed device types without breaking your release and accounting model. Printix emphasizes driverless printing setup for onboarding across mixed devices, while uniFLOW Online and PaperCut MF focus on managed release and accounting with platform controls that work in larger fleets.
Job-level auditing and chargeback-ready reporting
Strong print management ties each output event back to the user and environment so finance can track spend and usage trends. PaperCut MF delivers job-level auditing and chargeback reporting, and Equitrac Print provides chargeback and departmental visibility through granular reporting tied to secure release.
Centralized administration across devices and sites with consistent enforcement
If you support multiple locations, pick a central control plane that enforces policies uniformly. uniFLOW Online provides a web-managed control plane for secure release and print accounting across fleets and sites, while PrinterLogic and PaperCut MF support centralized governance that scales across office environments.
Approval and workflow orchestration for printing requests
For teams that need more than printer access control, choose a tool that manages print requests end-to-end. BilltoBe centers on approval workflow for print requests with trackable status through fulfillment, while Kofax ControlSuite focuses on policy-driven routing plus document workflow automation with auditing of who delivered output.
How to Choose the Right Printing Management Software
Pick the tool that matches your primary risk and workflow, then validate that its release, accounting, and administration model fit your identity sources and device mix.
Start with your secure release requirement and define how jobs should be held
If you need to stop unattended output on shared printers, require secure pull printing where jobs wait for authentication before release. PaperCut MF and Equitrac Print both gate output on authenticated users with controlled job release, while Printix adds a visual job preview workflow at the printer for easier release handling.
Map cost control to the policy granularity you actually need
Define whether you must control costs by individual users, user groups, specific printers, or device classes. PaperCut MF supports granular quotas and rules by user, group, and device, while uniFLOW Online and PrinterLogic provide policy controls that restrict who can print and what devices users can use.
Match your reporting depth to your finance and operations targets
If you need chargeback-level visibility with job auditing, prioritize tools built for job-level accounting. PaperCut MF delivers job-level auditing and chargeback reports, and Equitrac Print provides granular reporting for chargeback and department-level visibility tied to secure release.
Choose the right admin model for your team size and integration maturity
Assess whether you can handle directory integration and policy tuning without slowing your rollout. PaperCut MF can require careful configuration of print rules and accounting drivers for best results, while PrinterLogic and uniFLOW Online require careful device and directory configuration to align identity, authentication, and accounting.
Select for fleet coverage and workflow automation beyond basic printing
If your environment uses a mix of devices and you want driverless onboarding, verify Printix workflow readiness for your print queues. If you need rules-based document routing and scheduling, Pharos Systems Document Print Management focuses on rules-based print routing to printers and schedules, and Kofax ControlSuite targets audited workflow routing and document delivery control.
Who Needs Printing Management Software?
Printing Management Software fits organizations that want centralized enforcement of who prints, what prints, and when output is released and measured.
Organizations standardizing print costs with secure release, quotas, and strong reporting
These teams need secure pull printing plus chargeback-ready reporting for cost governance. PaperCut MF is a strong fit because it delivers secure pull printing, configurable policy rules, user and group quotas, and job-level auditing tied to chargeback reports.
Enterprises rolling out secure print release and centralized device governance across many printers
These environments typically need badge or authentication-based release, scalable policy assignment, and department-level visibility. Equitrac Print is designed for secure print release tied to authentication, quotas by user or group, and granular reporting for chargeback.
Mid-size to enterprise IT teams standardizing secure printing across offices with mixed environments
Central IT teams need admin tooling that applies policies consistently across different OS environments and printer queues. PrinterLogic supports browser-based administration of complex print policies with follow-me secure release, centralized print accounting, and driver and queue automation.
Organizations that need visual release workflows and driverless onboarding across mixed devices
Teams that want easier job handling and fewer endpoint friction points benefit from visual and driverless approaches. Printix delivers visual job previews at the printer, secure print release workflow, and driverless printing setup for onboarding.
Common Mistakes to Avoid
These pitfalls show up when teams adopt printing management without aligning release workflows, identity configuration, and printer fleet reality.
Underestimating the configuration effort for reliable secure release and accounting
PaperCut MF can require careful configuration of print rules and accounting drivers to deliver the best results. uniFLOW Online and PrinterLogic also require careful device and directory configuration so authentication, policy enforcement, and print accounting behave consistently.
Choosing device-only reporting when you need user and job accountability
Xerox CentreWare Internet Services with Xerox print accounting emphasizes per-device visibility and usage reporting inside Xerox device monitoring. PaperCut MF and Equitrac Print provide user-based quotas and secure release tied to authentication plus reporting that supports chargeback and job auditing.
Assuming secure release exists without planning the release workflow users will follow
Secure pull printing depends on how users see and release jobs at the printer. Printix reduces friction with visual print release and job previews, while PaperCut MF relies on configurable release policies and controlled job release that must match how users operate.
Buying print routing automation when you actually need document workflow governance and audit trails
Pharos Systems Document Print Management focuses on rules-based print routing and scheduling for recurring document flows. Kofax ControlSuite is built around centralized policy-based print output routing with detailed document audit tracking and document workflow automation, which fits compliance-heavy output governance.
How We Selected and Ranked These Tools
We evaluated each tool on four dimensions that map directly to printing management outcomes: overall capability, feature depth, ease of administration, and value for the operational work required. PaperCut MF separated itself by combining secure pull printing with configurable release policies, granular quotas by user and group, and job-level auditing that supports chargeback-style reporting tied to real print activity. uniFLOW Online and PrinterLogic followed with strong fleet-wide policy control and authentication-gated release, while Printix emphasized visual job previews and driverless setup to reduce onboarding friction. Lower-ranked tools such as Xerox CentreWare Internet Services with Xerox print accounting focused on device-level reporting inside Xerox monitoring rather than enterprise-wide document workflow automation.
Frequently Asked Questions About Printing Management Software
How do PaperCut MF and uniFLOW Online differ in secure pull printing and print release control?
PaperCut MF provides secure pull printing with configurable print rules and job release controls tied to user and group quotas. uniFLOW Online centralizes pull printing and secure release in a web-managed control plane that also governs mobile and driver-based printing policies across devices.
Which tool is best for browser-based administration of print policies across Windows and macOS?
PrinterLogic supports browser-based administration for Windows, macOS, and mixed environments with follow-me printing and driver management. It combines queue setup, directory-based authentication, and detailed print accounting so IT can apply policy centrally.
What should a finance team look for when comparing reporting and chargeback workflows?
PaperCut MF links reporting to actual print activity and supports dashboards for chargeback and usage trends by user and device. uniFLOW Online also centralizes print accounting and reporting across sites so finance teams can track usage consistently across managed devices.
How does Printix handle job approval and visual verification compared with text-only release workflows?
Printix uses visual, job-based print release that shows a job preview at release time so approvers can confirm content before output prints. PaperCut MF and Equitrac Print focus on secure pull printing and authenticated release without providing the same visual preview workflow at the printer.
Which solution is most suitable for Xerox-focused environments that need device-level reporting inside existing device tooling?
Xerox CentreWare Internet Services with Xerox print accounting emphasizes per-device visibility and cost and volume reporting for supported multifunction printers. It manages settings and monitors print activity through the same web interface used for device health, rather than implementing enterprise document workflow automation.
What does Kofax ControlSuite add when printing must feed into compliance-grade document workflows and audits?
Kofax ControlSuite emphasizes policy-driven print output routing and includes compliance and auditing features that track who generated and delivered documents. It is designed for tighter governance and operational visibility when print output is part of broader workflow and compliance requirements.
How do Equitrac Print and PaperCut MF implement quota enforcement and secure release tied to identity?
Equitrac Print enforces secure print release that requires user authentication before output prints and applies quota policies by user or group. PaperCut MF centralizes driver-based accounting and quota enforcement with configurable print rules that can restrict color, duplex, and device models.
Which tool fits teams that need rules-based print routing and scheduling for recurring documents?
Pharos Systems Document Print Management focuses on rules-based print routing and scheduling so recurring print jobs go to the correct printers without manual queue setup. It applies governance across documents and formats typical of office and production print environments.
How do BilltoBe and other print management tools differ for organizations that need approvals and fulfillment tracking?
BilltoBe centers on print requests with workflow and ticket-style routing that track submission, review, and fulfillment coordination. Tools like PaperCut MF and uniFLOW Online manage print release and accounting, while BilltoBe emphasizes approval ownership and request status visibility for print ordering.
What is the practical use of PaperCut NG/MF client components during an evaluation for centralized print controls?
PaperCut NG/MF trial deployments using PaperCut client tools use agent components that integrate with Windows printing to control print behavior in Managed and Mixed environments. This evaluation path helps organizations validate authentication, quotas, reporting, and print rules before committing to a full PaperCut NG/MF deployment.
Tools reviewed
Referenced in the comparison table and product reviews above.
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