GITNUXSOFTWARE ADVICE
Non Profit Public SectorTop 10 Best Public Records Management Software of 2026
Discover top public records management software to streamline workflows. Compare features, get insights, and choose the best fit for your needs today.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
OnBase
Retention and disposition management with legal hold style controls
Built for large public agencies needing compliant records workflows with audit-ready controls.
M-Files
Metadata-driven records classification with built-in retention policies and audit history
Built for governance-heavy public agencies needing metadata workflows and retention automation.
OpenText Content Suite
Records management retention and disposition workflows integrated with enterprise content repositories
Built for government or regulated enterprises standardizing records retention and governed content workflows.
Comparison Table
This comparison table evaluates public records management software options such as OnBase, M-Files, OpenText Content Suite, iManage Work, and DocuWare alongside other leading platforms. Readers can scan feature coverage, document and records workflows, retention and legal hold support, integration paths, and deployment patterns to match software capabilities to public sector record management requirements.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | OnBase Provides records and document management with configurable workflows for capturing, storing, indexing, and retrieving public-sector records. | enterprise records | 8.6/10 | 9.0/10 | 7.8/10 | 8.8/10 |
| 2 | M-Files Manages records using metadata, automated classification, and workflow approvals to support retention and controlled document access. | metadata-driven | 8.0/10 | 8.5/10 | 7.6/10 | 7.6/10 |
| 3 | OpenText Content Suite Offers an enterprise content and records management platform with retention policies, governance workflows, and audit-ready controls. | enterprise governance | 8.0/10 | 8.6/10 | 7.0/10 | 8.2/10 |
| 4 | iManage Work Delivers document and records management with strong information governance, access controls, and retention support. | legal-grade governance | 8.2/10 | 8.7/10 | 7.6/10 | 8.0/10 |
| 5 | DocuWare Automates records intake and document workflows with configurable indexing, retention handling, and role-based access. | automation workflows | 8.1/10 | 8.6/10 | 7.4/10 | 8.0/10 |
| 6 | Laserfiche Supports public-sector records management with capture, indexing, retention-ready repositories, and search across stored content. | capture and repository | 8.0/10 | 8.6/10 | 7.4/10 | 7.8/10 |
| 7 | IBM FileNet Provides enterprise records and content management with workflow, governance controls, and audit capabilities for regulated organizations. | enterprise ECM | 7.8/10 | 8.6/10 | 6.9/10 | 7.8/10 |
| 8 | LogicalDOC Implements document and records management with folder plans, metadata indexing, retention workflows, and access controls. | self-hostable ECM | 7.3/10 | 7.6/10 | 6.8/10 | 7.4/10 |
| 9 | Confluence Supports records documentation and controlled collaboration with space permissions, audit logs, and structured retention approaches. | collaboration records | 7.4/10 | 7.5/10 | 7.8/10 | 6.8/10 |
| 10 | SharePoint Supports records management capabilities through document libraries, retention policies, and audit logging for organizational governance. | enterprise collaboration | 7.0/10 | 7.1/10 | 6.8/10 | 7.2/10 |
Provides records and document management with configurable workflows for capturing, storing, indexing, and retrieving public-sector records.
Manages records using metadata, automated classification, and workflow approvals to support retention and controlled document access.
Offers an enterprise content and records management platform with retention policies, governance workflows, and audit-ready controls.
Delivers document and records management with strong information governance, access controls, and retention support.
Automates records intake and document workflows with configurable indexing, retention handling, and role-based access.
Supports public-sector records management with capture, indexing, retention-ready repositories, and search across stored content.
Provides enterprise records and content management with workflow, governance controls, and audit capabilities for regulated organizations.
Implements document and records management with folder plans, metadata indexing, retention workflows, and access controls.
Supports records documentation and controlled collaboration with space permissions, audit logs, and structured retention approaches.
Supports records management capabilities through document libraries, retention policies, and audit logging for organizational governance.
OnBase
enterprise recordsProvides records and document management with configurable workflows for capturing, storing, indexing, and retrieving public-sector records.
Retention and disposition management with legal hold style controls
OnBase stands out for deep records-centric workflow automation that connects intake, classification, retention, and audit trails in one place. It supports document capture with OCR, flexible indexing, and high-volume retrieval tied to case and retention requirements. Public records teams can configure approval workflows, disposition controls, and reporting to demonstrate defensible processes across agencies and departments. The platform’s strength is enterprise-grade content management plus structured records governance rather than simple document storage.
Pros
- Strong records retention and disposition controls for defensible governance
- Workflow automation links capture, indexing, approvals, and routing
- Scales for high document volumes with fast search and retrieval
- Detailed audit trails support compliance reviews and investigations
- Configurable indexing and forms for consistent records metadata
Cons
- Configuration and administration require specialized implementation expertise
- User experience can feel complex due to many enterprise options
- Advanced reporting often needs careful model design and maintenance
- Integrations can increase project effort in multi-system environments
Best For
Large public agencies needing compliant records workflows with audit-ready controls
M-Files
metadata-drivenManages records using metadata, automated classification, and workflow approvals to support retention and controlled document access.
Metadata-driven records classification with built-in retention policies and audit history
M-Files stands out for metadata-first records management that drives consistent classification across public records lifecycles. Core capabilities include electronic document and records management with configurable workflows, retention policies, and audit trails. The platform supports role-based security and search tuned for governed information retrieval across distributed teams. Integration options connect M-Files to existing systems for case work, collaboration, and document capture.
Pros
- Metadata-driven organization improves classification consistency across records series
- Configurable retention rules and audit trails support defensible governance
- Role-based permissions and workflow automation reduce manual handling of records
Cons
- Initial configuration of metadata models can require strong administrator skills
- Advanced workflow and governance setups can feel complex for small teams
- Admin-heavy governance may slow changes compared with simpler record repositories
Best For
Governance-heavy public agencies needing metadata workflows and retention automation
OpenText Content Suite
enterprise governanceOffers an enterprise content and records management platform with retention policies, governance workflows, and audit-ready controls.
Records management retention and disposition workflows integrated with enterprise content repositories
OpenText Content Suite stands out for deep enterprise content management capabilities built around governance, lifecycle, and records-centric controls. It supports classification, retention, and disposition workflows tied to content repositories and capture pipelines for documents and unstructured records. The suite also includes search and audit-oriented administration that helps organizations manage records across systems and users. For public records management, it is strongest when requirements emphasize formal retention rules, chain-of-custody style governance, and centralized compliance controls.
Pros
- Strong retention and disposition management aligned to records governance needs
- Enterprise-grade classification and content lifecycle controls for policy-driven records
- Audit trails and administrative governance support compliance reporting workflows
Cons
- Implementation complexity increases effort for configuration and policy tuning
- User experience can feel heavy without role-based simplification and training
- Integrations and migrations require careful planning for existing records estates
Best For
Government or regulated enterprises standardizing records retention and governed content workflows
iManage Work
legal-grade governanceDelivers document and records management with strong information governance, access controls, and retention support.
Retention and disposition policies with defensible disposition workflow governance
iManage Work stands out for its records-first information management model paired with strong governance controls for document-centric environments. Core capabilities include enterprise content management, role-based access, retention and disposition workflows, and eDiscovery-ready matter document handling. It integrates with email and document sources to keep records synced across collaboration and case work systems.
Pros
- Granular permissions and governance controls support audit-ready records access
- Retention and disposition workflows align document lifecycles to policy
- Strong integration with document and email sources reduces off-system records
Cons
- Admin setup and configuration complexity can slow initial rollout
- User workflows can feel heavy without tailored templates and training
- Advanced records governance depends on consistent metadata capture
Best For
Public agencies and law firms managing retention, access controls, and case documents
DocuWare
automation workflowsAutomates records intake and document workflows with configurable indexing, retention handling, and role-based access.
DocuWare Retention and Disposition with audit-tracked lifecycle management
DocuWare stands out with enterprise-grade document processing that ties capture, indexing, and routing into configurable workflows. For public records management, it supports retention and disposition through rules, along with audit trails for records activities. It also provides search and document lifecycle controls that help agencies handle high volumes across shared drives and incoming mail. Integrations and automation features support collaboration between records staff and operational teams.
Pros
- Configurable records workflows for intake, classification, and routing
- Retention and disposition rules with traceable records actions
- Robust full-text search across managed content
- Audit trails that support compliance reporting
- Automation capabilities reduce manual processing steps
Cons
- Workflow configuration requires strong process-definition discipline
- Advanced setup can be time-consuming for records teams
- Some administration tasks depend on experienced system owners
- Usability can feel complex when managing large content volumes
- Tailoring governance processes may need design support
Best For
Government agencies needing configurable records workflows and retention automation
Laserfiche
capture and repositorySupports public-sector records management with capture, indexing, retention-ready repositories, and search across stored content.
Retention and disposition controls driven by metadata and workflow rules
Laserfiche stands out with strong records management around automated capture, classification, and workflow routing tied to document content. The platform supports records retention and disposition concepts through structured metadata, audit trails, and configurable policies used to manage records through their lifecycle. It also emphasizes integration with enterprise systems and business processes using configurable workflows rather than manual index-and-file practices. Public records programs benefit from centralized repositories, granular access controls, and search features tuned for large, mixed media archives.
Pros
- Configurable records retention workflows built on metadata and policy controls
- Robust audit trails and access controls for government compliance needs
- Powerful search and indexing for large volumes of scanned and electronic records
- Workflow automation supports consistent filing and routing without manual steps
Cons
- Advanced configuration requires specialist attention for complex retention rules
- User experience can feel enterprise-heavy for small teams and simple use cases
- Implementation effort rises with integration and metadata mapping requirements
Best For
Public agencies managing retention-heavy records with workflow automation at scale
IBM FileNet
enterprise ECMProvides enterprise records and content management with workflow, governance controls, and audit capabilities for regulated organizations.
Retention management with legal holds enforced through FileNet content and workflow states
IBM FileNet stands out for enterprise-grade case and content management built around IBM’s ECM stack and workflow tooling. It supports records-centric governance with retention and legal holds, tying documents to controlled lifecycle states. Public records programs benefit from integration with content capture, search, and audit-ready operations across large repositories. Implementation typically relies on IBM platform components and system integration work to align records schedules with business processes.
Pros
- Robust retention and legal hold controls for records lifecycle governance
- Strong workflow automation for case handling tied to managed content
- Enterprise audit trails and permissions aligned to document and record state
- Scales well for large repositories and high document volumes
- Integrates with capture, search, and enterprise systems for end-to-end flows
Cons
- Administration and configuration require significant platform expertise
- User experience can feel complex for non-technical records teams
- Record classification depends heavily on upfront modeling and policy design
- Project delivery often needs integration and change management effort
- Customization can increase maintenance overhead in long-running deployments
Best For
Government or regulated enterprises needing compliant records governance and workflow at scale
LogicalDOC
self-hostable ECMImplements document and records management with folder plans, metadata indexing, retention workflows, and access controls.
Retention and legal-hold capabilities with audit trail support in the records lifecycle
LogicalDOC stands out with an enterprise-grade document management core that supports records-focused retention and audit trails. It provides configurable workflows for routing approvals and managing document states across the records lifecycle. Core capabilities include metadata-driven filing, full-text search, and controls for access permissions and versioning. It also supports integrations with common enterprise systems to connect records processes to existing business tools.
Pros
- Strong retention-oriented records controls with audit-friendly tracking
- Metadata and permissions model supports structured filing and controlled access
- Workflow engine enables approval routing tied to document states
- Versioning and full-text search support traceable, retrievable records
Cons
- Administration and workflow configuration require sustained configuration effort
- Records-centric reporting and analytics need more out-of-the-box breadth
- Complex permission schemes can add setup overhead for large repositories
Best For
Organizations building records lifecycles with workflows, retention, and strict access
Confluence
collaboration recordsSupports records documentation and controlled collaboration with space permissions, audit logs, and structured retention approaches.
Page version history with granular permissions and audit-friendly change records
Confluence stands out with page-centric collaboration and strong governance for structured knowledge. It supports document versioning, permissions, and approval workflows, which can map to public records lifecycle needs. Search, indexing, and cross-linking help teams keep records discoverable. It also integrates with Jira and automation to route reviews, retain audit trails, and standardize intake through templates.
Pros
- Robust permission controls at space and page levels
- Workflow-driven approvals using Jira integrations
- Strong version history and audit-friendly change tracking
- Templates and page properties support consistent record formats
- Enterprise search and cross-linking improve record discoverability
Cons
- Records retention and legal holds require careful configuration
- Long-term archival and e-discovery need supplemental processes
- Automation and governance can become complex at scale
Best For
Government teams managing public-facing documentation with approval trails
SharePoint
enterprise collaborationSupports records management capabilities through document libraries, retention policies, and audit logging for organizational governance.
Retention labels and policies from Microsoft Purview enforce retention on SharePoint content
SharePoint stands out as a public records repository when paired with Microsoft Purview for retention and defensible disposition. It provides document libraries, metadata, versioning, and access controls that support records lifecycle management and audit readiness. Content can be organized with content types and managed metadata, then governed through retention labels and policies that target sites and content. Common public records workflows rely on approvals, Microsoft 365 integrations, and compliance features rather than a records-specific workflow engine.
Pros
- Strong retention and disposition controls via Microsoft Purview retention policies
- Granular permissions and audit trails for document libraries and sites
- Versioning and metadata support traceability and records classification
- Works across devices with Office integration for everyday document handling
Cons
- Records management depends on configuring Purview labels and policies correctly
- Native public records workflows are limited compared to purpose-built systems
- Complex governance can require significant admin effort for large deployments
Best For
Government teams needing secure records storage with Purview retention governance
Conclusion
After evaluating 10 non profit public sector, OnBase 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 Public Records Management Software
This buyer’s guide explains how to select Public Records Management Software using concrete capabilities found in OnBase, M-Files, OpenText Content Suite, iManage Work, DocuWare, Laserfiche, IBM FileNet, LogicalDOC, Confluence, and SharePoint. The guide maps records governance requirements to tool strengths like legal hold workflows, metadata-first classification, and audit-ready retention disposition. It also highlights common implementation and configuration pitfalls that slow adoption in record-centric environments.
What Is Public Records Management Software?
Public Records Management Software captures, classifies, retains, and disposes public-sector records with workflows that keep evidence of what happened and when. It solves problems like inconsistent indexing, manual filing, and weak defensible disposition because it ties document handling to retention rules, approvals, and audit trails. Tools like OnBase and OpenText Content Suite implement retention and disposition workflows that connect intake, metadata, and governed lifecycle actions in one platform. In practice, this category is used by agencies and regulated organizations that must produce compliance-ready audit histories for records and cases.
Key Features to Look For
The features below determine whether records teams can enforce defensible governance, automate lifecycle steps, and retrieve the right records quickly under audit pressure.
Retention and disposition workflows with audit-ready controls
Retention and disposition workflows should produce traceable lifecycle actions that support defensible governance. OnBase delivers retention and disposition management with legal hold style controls, and DocuWare provides retention and disposition with audit-tracked lifecycle management.
Legal hold capabilities enforced through workflow or records lifecycle state
Legal holds must stay attached to records so teams can prove what was preserved and why. IBM FileNet enforces retention management with legal holds through FileNet content and workflow states, and LogicalDOC includes retention and legal-hold capabilities with audit trail support in the records lifecycle.
Metadata-first classification and automated filing
Metadata-first classification improves consistency across records series and reduces manual errors when indexing and filing documents. M-Files is built around metadata-driven records classification with built-in retention policies and audit history, and Laserfiche drives retention and disposition controls driven by metadata and workflow rules.
Configurable capture, indexing, and routing for intake-to-lifecycle automation
Intake automation is what turns records governance into daily operations instead of a post-facto cleanup. OnBase connects intake, indexing, approvals, and routing with workflow automation, and DocuWare ties capture, indexing, and routing into configurable workflows.
Granular access control aligned to governance and audit requirements
Records management must restrict access so governed content remains discoverable internally while controlled for sensitive categories. iManage Work emphasizes granular permissions and governance controls for audit-ready records access, and SharePoint provides granular permissions and audit trails for document libraries and sites when paired with Microsoft Purview.
Enterprise search and retrieval tied to records governance
Search must find governed content fast across large repositories while respecting records organization and metadata. OnBase scales for high document volumes with fast search and retrieval tied to case and retention requirements, and Laserfiche offers powerful search and indexing across large, mixed media archives.
How to Choose the Right Public Records Management Software
The selection framework matches retention and audit requirements, workflow complexity, and admin capacity to a tool’s records model.
Start with retention, disposition, and legal hold enforcement needs
Map each record type to retention and disposition rules and require the system to enforce those rules with traceable governance actions. OnBase and iManage Work support retention and disposition policies with defensible workflow governance, and IBM FileNet and LogicalDOC provide legal hold enforcement through workflow and lifecycle audit trails.
Choose the classification model that matches how metadata is currently created
If classification is inconsistent today, prioritize metadata-first systems that reduce manual indexing variance. M-Files improves classification consistency with metadata-driven records classification and built-in retention policies, and Laserfiche supports structured metadata that powers retention workflows.
Validate intake automation and routing for the full records lifecycle
Confirm that capture, indexing, approval routing, and disposition actions run as one governed workflow path instead of separate manual steps. OnBase links capture, indexing, approvals, and routing, and DocuWare configures intake workflows that connect records actions to audit trails.
Assess admin workload for metadata models, governance design, and configuration
Plan for specialized implementation expertise when governance complexity requires strong metadata and policy modeling. OnBase, OpenText Content Suite, IBM FileNet, and Laserfiche require advanced configuration effort for complex retention rules, while M-Files and DocuWare can be admin-heavy when workflow and governance setups expand beyond initial use cases.
Confirm retrieval and audit evidence can be produced for compliance reviews
Require search and reporting that connect content retrieval to governance and retention context. OnBase provides detailed audit trails and supports compliance investigations, and OpenText Content Suite includes audit trails and administrative governance workflows for compliance reporting.
Who Needs Public Records Management Software?
Public Records Management Software fits teams that must standardize retention decisions, automate controlled filing, and produce audit-ready evidence across record lifecycles.
Large public agencies with complex retention workflows
OnBase is a strong fit for large public agencies needing compliant records workflows with audit-ready controls because it scales for high document volumes and supports retention and disposition management with legal hold style controls. Laserfiche also fits retention-heavy public agencies by using metadata and workflow rules to automate retention and disposition at scale.
Governance-heavy agencies focused on consistent classification and retention automation
M-Files fits governance-heavy public agencies because it uses metadata-driven records classification with built-in retention policies and audit history. Laserfiche complements this need by driving retention and disposition controls from metadata and workflow rules for consistent lifecycle management.
Government or regulated enterprises standardizing governed content workflows across repositories
OpenText Content Suite fits government and regulated enterprises standardizing records retention and governed content workflows because it integrates retention and disposition workflows with enterprise content repositories. IBM FileNet fits regulated environments that require legal holds enforced through workflow states and enterprise audit trails for large repositories.
Teams managing case documents and needing retention and access governance
iManage Work fits public agencies and law firms managing retention, access controls, and case documents because it supports retention and disposition workflows tied to defensible governance with granular permissions. DocuWare fits government agencies needing configurable records workflows and retention automation with audit-tracked lifecycle management.
Common Mistakes to Avoid
Common pitfalls come from underestimating governance design work, misaligning the tool to the classification model, and expecting basic repository workflows to replace records-specific lifecycle controls.
Buying a tool that relies on correct configuration without assigning records specialists to governance design
Enterprise records tools like OnBase, OpenText Content Suite, IBM FileNet, and Laserfiche require specialist attention for complex retention rules and policy tuning. Allocating time for metadata modeling and workflow definition reduces the risk of slow adoption and governance drift in iManage Work and DocuWare setups.
Trying to replicate records lifecycle controls using general collaboration workflows
Confluence can deliver approval trails with Jira integrations and page version history, but records retention and legal holds require careful configuration for defensible outcomes. SharePoint can enforce retention through Microsoft Purview retention labels and policies, but it has limited records-specific workflow capabilities compared with purpose-built systems like OnBase and DocuWare.
Underbuilding metadata standards and expecting indexing to stay consistent
M-Files needs strong administrator skills to configure metadata models, and LogicalDOC requires sustained configuration effort for records-centric workflows. Laserfiche also increases implementation effort when metadata mapping is incomplete, so standardized metadata definitions must be established before rollout.
Ignoring the operational burden of integrating intake systems and migration paths
OnBase and OpenText Content Suite can increase project effort in multi-system environments because integrations and migrations require careful planning. IBM FileNet similarly relies on IBM platform components and integration work to align records schedules with business processes, which can extend delivery time if integration scope is unclear.
How We Selected and Ranked These Tools
we evaluated every tool on three sub-dimensions with features weighted at 0.40, ease of use weighted at 0.30, and value weighted at 0.30. the overall rating is computed as the weighted average where overall equals 0.40 × features plus 0.30 × ease of use plus 0.30 × value. OnBase separated itself from lower-ranked tools because its records-centric workflow automation ties retention and disposition management with legal hold style controls to capture, indexing, approvals, routing, and audit trails, which strengthens the features dimension for public-sector governance. This approach rewards platforms that can operationalize records governance in one governed workflow path instead of requiring separate systems and manual steps.
Frequently Asked Questions About Public Records Management Software
What differentiates records-first management tools like OnBase, iManage Work, and M-Files from general document management systems?
OnBase and iManage Work focus on defensible records workflows tied to retention, disposition, and audit trails, not just file storage. M-Files enforces consistent classification through metadata-first filing, then applies retention policies and audit history to governed records.
Which platforms best handle retention and disposition workflows for high-volume public records intake?
OnBase supports retention and disposition management with workflow controls that keep audit trails tied to case and retention requirements. DocuWare provides configurable retention and disposition rules with lifecycle activity tracked for incoming mail and high-volume shared drive content.
How do these tools support legal hold and suspension of disposition actions?
OnBase enables retention and disposition with legal hold style controls that prevent improper destruction and maintain defensible process evidence. IBM FileNet enforces retention management with legal holds through content lifecycle states and workflow-driven governance.
Which solution provides metadata-driven classification and automated filing across distributed teams?
M-Files is built around metadata-first records management, using configurable metadata structures to standardize classification. Laserfiche applies retention and disposition concepts through structured metadata combined with automated capture, classification, and workflow routing.
What integration and synchronization capabilities matter most for government casework and email-driven records capture?
iManage Work integrates with email and document sources to keep matter and records documents synced across collaboration and case work systems. OpenText Content Suite connects classification and retention workflows to enterprise content repositories and capture pipelines, aligning records governance with existing systems.
Which platform is strongest when centralized compliance controls must span multiple repositories and content sources?
OpenText Content Suite is designed for centralized, governance-oriented records controls across enterprise repositories with administration built around audit-oriented operations. OnBase also centralizes records-centric workflow automation by tying intake, indexing, retention, and audit trails in a single configured environment.
How do eDiscovery and matter-centric workflows affect public records management options like iManage Work and IBM FileNet?
iManage Work supports eDiscovery-ready matter document handling alongside retention and disposition workflows, which helps teams manage litigation and public records requests within the same governance model. IBM FileNet ties retention and legal holds to controlled lifecycle states enforced through IBM workflow tooling and content management.
Can collaboration tools such as Confluence and SharePoint support defensible public records lifecycles?
Confluence supports document versioning, permissions, and approval workflows that can map to records lifecycle needs through structured change trails and search. SharePoint becomes a records management platform when paired with Microsoft Purview, using retention labels and policies to enforce defensible disposition on SharePoint content.
What common implementation challenge should teams plan for when moving from manual indexing to governed records workflows?
DocuWare and Laserfiche rely on capture, indexing, and workflow routing rules, so teams must define metadata fields, classification logic, and routing steps that match retention and disposition requirements. OnBase and OpenText Content Suite require structured configuration that ties document capture and classification to lifecycle governance and audit trails so records behavior stays consistent across departments.
Tools reviewed
Referenced in the comparison table and product reviews above.
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