GITNUXSOFTWARE ADVICE
Data Science AnalyticsTop 10 Best School Data Management Software of 2026
Ranking of school data management software for districts, weighing PowerSchool SIS, Blackbaud, Clever, and OpenApply, plus criteria and 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
Blackbaud Education Management is the strongest fit for district data teams that need governed, repeatable student workflows across multiple schools, whereas Aeries works better when you want term-based reporting automation and controlled SIS processes without custom builds.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Blackbaud Education Management
Governed district workflow configuration that standardizes student-data handling across term rollover and reporting outputs.
Built for fits when district data teams need governed, repeatable student data workflows across schools..
Aeries
Editor pickDistrict reporting templates and export workflows for attendance processing and report-card generation from the same data entry cycle.
Built for fits when district teams need term-based reporting automation and controlled SIS workflows without custom app builds..
OpenApply
Editor pickWorkflow-based student lifecycle processing that gates exports on defined administrative steps and tracked outcomes.
Built for fits when districts need controlled rostering and enrollment workflows with audit visibility across multiple schools..
Comparison Table
Blackbaud Education Management
enterpriseUnified education management system for independent and private schools covering academics, admissions, and billing.
Governed district workflow configuration that standardizes student-data handling across term rollover and reporting outputs.
Blackbaud Education Management is built for district-level coordination of student data across reporting periods, with configuration for recurring workflows like term rollover and report generation readiness. The product’s integration surface supports automated data movement so districts can reduce manual roster handling and repeat exports. It also supports identity and access patterns needed for data stewardship roles across district teams.
A practical tradeoff is that strong outcomes depend on disciplined setup of mappings and governance rules before districts scale automation across schools. Blackbaud Education Management fits best in districts that run recurring operational reporting cycles and need consistent student data outputs across multiple systems.
- +District-focused workflow configuration for repeat term and reporting cycles
- +Integration patterns support automated student data movement across systems
- +Role-based access patterns support data stewardship across district teams
- +Operational reporting outputs reduce ad hoc exports for recurring needs
- –Advanced configuration requires governance discipline across mappings
- –USability can lag SIS-native screens for frontline day-to-day updates
- –Some cross-system scenarios rely on integration partners for full coverage
- –Automation tuning can take time when changing roster rules midyear
District data governance teams
Standardize student data workflows across schools
Fewer inconsistent roster operations
Operations reporting teams
Generate recurring reporting-ready extracts
Lower manual export workload
Show 2 more scenarios
Integration administrators
Automate cross-system student data exchange
More consistent system sync
Integration-oriented workflows reduce manual reconciliation between district systems.
IEP and student services coordinators
Coordinate student records across operations
Improved record continuity
Managed student records support controlled updates and downstream reporting needs.
Best for: Fits when district data teams need governed, repeatable student data workflows across schools.
Aeries
vertical specialistStudent information system with strong California state reporting, gradebook, and parent portal features.
District reporting templates and export workflows for attendance processing and report-card generation from the same data entry cycle.
Aeries supports core SIS workflows like student information maintenance, attendance processing, grading and gradebook views, and section enrollment management tied to terms. Districts can use its reporting templates and export formats to generate recurring state reporting outputs and district operational reports without rebuilding workflows each cycle. Administration supports role-based access patterns for staff, alongside configuration settings that control how data entry screens and outputs behave by site and district rules.
A tradeoff appears in integration depth when districts need near-real-time roster provisioning across many downstream systems, because many workflows still center on batch schedules and export-driven syncing. Aeries fits best for districts that already operate around term-based roster cycles and rely on scheduled exports for LMS sync and family-facing portals rather than event-driven provisioning.
- +Reporting automation supports recurring attendance and report-card cycles
- +District configuration controls grading and attendance workflows by site and term
- +Exports align gradebook outputs with downstream district reporting needs
- +Administration workflows cover staff access patterns across roles and sites
- –Near-real-time roster provisioning across many systems can require scheduling discipline
- –Some integrations depend on district-managed mapping and workflow coordination
- –Complex districts may need specialist admin time for configuration tuning
- –Custom automation often requires external tooling around exports
District data coordinators
Run attendance and grading through reporting cycles
Fewer manual report rebuilds
School site administrators
Maintain section enrollment and term rollover
Cleaner enrollment transitions
Show 2 more scenarios
Integration and SIS administrators
Sync gradebook exports to downstream tools
Consistent student performance data
Use export-driven gradebook and roster outputs to feed LMS sync and district reporting systems.
Student services teams
Track student records for compliance workflows
More reliable documentation trails
Maintain student demographics and program records used during reporting and operational audits.
Best for: Fits when district teams need term-based reporting automation and controlled SIS workflows without custom app builds.
OpenApply
vertical specialistAdmissions and enrollment management system for international and independent schools.
Workflow-based student lifecycle processing that gates exports on defined administrative steps and tracked outcomes.
OpenApply is a school data management system that routes student and section updates through defined administrative workflows before exports and integrations run. It supports district-grade operational patterns such as nightly roster provisioning style refreshes and term rollover handling for enrollment changes. Teams can configure which fields flow into downstream outputs and how edits propagate across linked student records.
A key tradeoff is that workflow configuration requires clear ownership of data definitions, because field mapping decisions affect downstream reports and exports. OpenApply fits best when districts need consistent, auditable handling of enrollment and attendance-related changes across multiple schools rather than ad hoc CSV uploads. It also works well for district data governance groups that want controlled edits with visibility into what changed and when.
- +Configurable enrollment workflows that reduce manual spreadsheet reconciliation
- +Integration-oriented exports designed around district operational refresh cycles
- +Role-based controls for limiting who can change rostering and section data
- +Audit-style traceability for administrative actions on student records
- –Field mapping and workflow setup takes time for district-specific definitions
- –Some downstream reporting formats depend on configured data preparation steps
- –Complex edits across linked records can require careful workflow sequencing
District SIS integration teams
Nightly roster refresh with controlled edits
Fewer mismatches across systems
School data stewards
Section enrollment corrections during term
Cleaner section rosters
Show 1 more scenario
District data governance teams
Auditable changes with access limits
Stronger change accountability
Governance teams restrict edits by role and review an administrative action trail after processing.
Best for: Fits when districts need controlled rostering and enrollment workflows with audit visibility across multiple schools.
openSIS
SMBopenSIS provides student information management, enrollment, attendance, scheduling, and reporting.
Granular permission controls for record editing and viewing across staff roles without relying on external middleware.
openSIS centers on school records management with a modular data pipeline for student information workflows like enrollment, attendance, and grade reporting. It is configured around district-defined fields and processes, which supports local governance for day-to-day record edits and term rollover.
Integration is handled through structured imports and exports plus an API surface for systems like LMS sync and roster automation. For districts that need controlled data exchange rather than only a SIS user interface, openSIS fits workflows that depend on repeatable batch and targeted synchronization.
- +Configurable enrollment and attendance workflows match district data rules
- +API and import-export patterns support roster and grade synchronization
- +Role-based access supports separation of duties across staff functions
- +Auditable change trails help trace record edits during term cycles
- –Deep customization needs consistent governance of local fields and codes
- –State reporting templates can require integration effort for each jurisdiction
Best for: Fits when districts need SIS record control and repeatable data exchange for reporting and syncing.
ThinkWave
SMBThinkWave provides online school administration, attendance, grading, scheduling, billing, and parent access.
Configurable multi-step approval workflows with change history to route operational data updates through district governance.
ThinkWave centralizes school operations data and turns it into scheduled workflows for district data managers and school staff. It supports district integrations for rostering, attendance, enrollment, and grade workflows, then routes changes through configurable steps and role-based approvals.
Automation is built around recurring jobs like nightly imports and term rollover, with audit-friendly records of what changed and when. Extensibility is delivered through an API surface for pulling and pushing operational data to district systems.
- +Workflow automation handles nightly imports and term rollover without manual rework
- +API supports integration patterns for feeding and syncing operational school data
- +Configurable approval steps add governance for school and district-level changes
- +Audit-friendly change tracking helps trace updates across operational workflows
- –Advanced configuration and governance discipline is required to prevent workflow drift
- –Some reporting output depends on mapping effort rather than turnkey templates
- –Real-time provisioning workflows can require careful dependency planning
- –Large districts may need tuning to maintain throughput during batch jobs
Best for: Fits when district data teams need automated, governed workflows across rostering and attendance data flows.
Alma SIS
vertical specialistAlma SIS manages student records, standards-based grading, attendance, scheduling, and family communication.
Term and section enrollment workflows drive report card generation tied to attendance and grades input.
Alma SIS is a school data management system from the Alma Project that centers on district-to-school workflow coverage rather than only core student records. It handles enrollment and attendance workflows, then routes data into reporting workflows for grades and report cards.
Alma SIS also supports integration through standard roster and grade transfer patterns so districts can sync with downstream tools. Governance is handled through configurable roles and district controls rather than ad hoc spreadsheets.
- +Workflow coverage spans enrollment, attendance entry, and grade-related reporting
- +Configurable roles support district RBAC patterns for day-to-day operations
- +Integration supports roster and grade transfer needs for downstream systems
- +Report generation is structured around term and section enrollment workflows
- –Integration depth depends on the specific downstream connector set used
- –District governance requires consistent data steward processes across schools
- –Bulk operations can require careful planning around term rollover timelines
- –Some statewide reporting mappings take more configuration than batch-only approaches
Best for: Fits when districts need workflow-driven SIS records plus structured reporting synchronization.
Otus
vertical specialistOtus combines student data, assessment results, learning standards, and instructional dashboards.
Otus captures operational changes as event records that support audit trails and controlled term rollover.
Otus focuses on school data workflows around attendance, grading, and rostering with automation designed for day-to-day operations.
It provides staff configuration tools that map school processes to exported and shared data for reporting and downstream systems.
The core differentiator is how Otus packages operational events into structured records for monitoring, auditability, and term-to-term rollover handling.
- +Workflow automation reduces manual re-keying for attendance and grades
- +Operational events are captured in structured audit-ready records
- +Rollover handling helps keep term transitions consistent
- +Configurable export and integration paths support common district pipelines
- –Automation depends on correct setup of district and school data flows
- –Deep SIS-level parity can require custom mapping work
- –Complex reporting scenarios may need repeated template maintenance
- –Extensibility beyond standard workflows is limited without engineering help
Best for: Fits when districts need operational workflow automation and structured audit trails across attendance and grading cycles.
Fedena
SMBFedena provides school administration, student records, attendance, examinations, fees, and communication.
Exam and grade workflows with configurable term handling and report generation inside school operations.
Fedena serves school leaders with student information workflows that span admissions, attendance, exams, and reports in one administrative system. The product’s scheduling, fee management, and exam grade workflows reduce manual spreadsheet handling across common district tasks.
Fedena’s integration surface centers on exports, CSV roster templates, and SIS-style data flows for moving student and section data between systems. Governance relies on role-based access and audit-focused operational trails inside the school administration workflows.
- +Built-in admissions to exam workflows reduces cross-system data re-entry
- +Attendance and exam processes are organized around staff operational steps
- +Exports and CSV roster templates support roster movement into other systems
- +Role-based access supports separation between admin, staff, and school users
- –Integrations rely more on exports than on transaction-grade API depth
- –Rostering and scheduling setup can require careful configuration across terms
- –Advanced district reporting templates may take additional build-out
- –Complex data governance needs can exceed what basic admin controls cover
Best for: Fits when small to mid-size districts need school admin workflows plus roster export support.
Classter
vertical specialistClasster manages student information, admissions, academics, billing, attendance, and institution reporting.
Configurable workflow automation that reacts to enrollment and term changes to keep downstream attendance and gradebook handoffs consistent.
Classter manages student data and district workflows through a centralized system designed for day-to-day operations and reporting readiness. The product emphasizes integration with SIS feeds for rostering inputs and structured exports for downstream systems like gradebooks and attendance workflows.
Administrators can configure rule-based automation for tasks tied to enrollment changes, term rollover, and data updates. The governance layer focuses on controlled access for school and district roles so sensitive records stay scoped to operational need.
- +Rule-based automation reduces manual work during enrollment and term updates
- +Structured SIS integration supports consistent rostering inputs for downstream processes
- +Role-scoped access supports district workflows across school and central teams
- +Export formats support attendance and gradebook oriented operational handoffs
- –Integration and automation require careful configuration to prevent data mismatches
- –Some district-specific reporting templates need extra setup work
- –Large district deployments can increase operational overhead for governance review
- –Workflow customization depends on how the district models sections and terms
Best for: Fits when districts need automated roster-driven workflows with controlled access across schools and central office.
RosarioSIS
API-firstRosarioSIS is an open-source student information system for records, scheduling, attendance, and grades.
Term rollover and section-based grade setups reduce manual rebuild work when classes change between scheduling cycles.
RosarioSIS is a school data management system that targets rostered classroom workflows and gradebook-style operations for K-12 schools. It includes attendance capture, section enrollment, grade entry, and report card generation with term rollover support for ongoing scheduling cycles.
Integration work centers on CSV-style imports and exports plus standards-oriented data exchange patterns rather than deep, always-on SIS-to-LMS mirroring. Administration focuses on staff roles within the school setup and on keeping student records consistent across classes and terms.
- +Attendance and grading workflows match common classroom operations
- +Term rollover supports recurring schedules without rebuilding structure
- +CSV-based imports and exports fit district data correction cycles
- +School-level administration keeps day-to-day processes inside the product
- –Integration surface is lighter than PowerSchool and Blackbaud ecosystems
- –Standards-based interoperability needs more planning for consistent syncing
- –Audit trail depth can feel limited for districts with strict compliance workflows
- –Advanced governance controls are less granular than large enterprise SIS deployments
Best for: Fits when small districts need a workflow-driven SIS with classroom-grade operations and CSV-based data movement.
Conclusion
After evaluating 10 data science analytics, Blackbaud Education Management 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 school data management software
Districts buying school data management software usually need governance over recurring cycles like term rollover, attendance processing, and report-card generation. This buyer’s guide covers Blackbaud Education Management, Aeries, OpenApply, openSIS, ThinkWave, Alma SIS, Otus, Fedena, Classter, and RosarioSIS.
The evaluations emphasize integration depth, automation and API surface, and admin controls that affect how student records and operational changes move across schools. The coverage also accounts for the practical tradeoffs that appear when districts standardize mappings for repeat reporting outputs or schedule synchronization work across systems.
School Data Management Software for governed student records, rostering workflows, and recurring reporting cycles
School data management software coordinates student and operational records across enrollment, attendance, grading, and report generation workflows. The core requirement is repeatable district operations, where governance over student-data handling shapes how term rollover and reporting outputs stay consistent across schools. Blackbaud Education Management leads with district-focused workflow configuration that standardizes student-data handling across term rollover and reporting outputs.
Other tools in this guide also focus on controlled SIS workflows, and Aeries supports district reporting templates and export workflows for attendance processing and report-card generation from the same data entry cycle. The differences show up in how automation runs, what the integration surface can do without manual mapping work, and how admin controls manage record editing and audit-ready operational changes.
What to evaluate in school data management software for governed operations
School data management software should control how student and operational records change across term rollover, attendance processing, and report-card generation. The tools differ most in how they standardize district workflows and how much configuration is required to keep those workflows consistent across schools.
Automation and integration surface also determine how quickly districts can move roster, grading, and attendance data between systems without re-keying. The strongest options support governed workflow configuration and export or API patterns that reduce spreadsheet reconciliation during recurring cycles.
Governed district workflow configuration for term and reporting cycles
Blackbaud Education Management supports district-focused workflow configuration that standardizes student-data handling across term rollover and reporting outputs. Aeries also supports district configuration that controls grading and attendance workflows by site and term.
Reporting automation tied to the same operational data entry cycle
Aeries provides district reporting templates and export workflows that generate attendance processing and report-card outputs from the same data entry cycle. OpenApply also gates exports on defined administrative steps and tracked outcomes, which keeps reporting aligned to workflow completion.
Enrollment and rostering workflows with audit visibility
OpenApply uses workflow-based student lifecycle processing that gates exports on defined administrative steps and tracked outcomes. ThinkWave provides configurable multi-step approval workflows with change history to route operational data updates through district governance.
Admin controls and permissioning that reduce record editing sprawl
openSIS offers granular permission controls for record editing and viewing across staff roles without relying on external middleware. Alma SIS provides configurable roles that support district RBAC patterns for day-to-day operations.
Workflow-driven nightly imports and change routing across recurring cycles
ThinkWave automates nightly imports and term rollover workflows so district teams avoid manual rework after operational refreshes. Otus captures operational changes as event records that support audit trails and structured term rollover.
Integration and data movement patterns for multi-system synchronization
Blackbaud Education Management supports integration patterns designed for automated student data movement across systems. openSIS combines API and import-export patterns for roster and grade synchronization, while Fedena relies more on exports than on transaction-grade API depth.
How to choose based on workflow control depth and data movement fit
Districts typically succeed when workflow governance matches the cadence of operational work and when integration patterns match how data moves across the district stack. The choice narrows quickly when districts decide whether they want template-driven reporting cycles or workflow-gated export controls.
The decision framework also separates tools that require governance discipline for mappings from tools that focus on scheduling and export workflows. The differences below reflect how the software routes updates, what it automates, and where configuration effort concentrates.
Choose the governance model that matches district change-control needs
If district teams need repeatable student-data handling across term rollover and reporting outputs, start with Blackbaud Education Management. If the district needs multi-step approval routing with change history for rostering and attendance data flows, prioritize ThinkWave.
Pick the reporting approach that matches the operational editing workflow
If attendance and report-card generation should come from the same data entry cycle with recurring templates, use Aeries. If reporting outputs must be gated by defined administrative steps with tracked outcomes, select OpenApply.
Decide how rosters and operational updates get synchronized to downstream systems
If districts require strong API and import-export patterns for roster and grade synchronization, evaluate openSIS alongside Blackbaud Education Management. If the district can rely on workflow automation plus integration patterns that fit operational refresh cycles, evaluate OpenApply and ThinkWave for export readiness.
Match permissioning controls to the expected staff edit patterns
If staff roles need fine-grained record editing and viewing without extra middleware, choose openSIS. If day-to-day operations require configurable roles aligned to district RBAC patterns, evaluate Alma SIS.
Plan for configuration effort concentration and scheduling discipline
If district governance discipline can cover advanced configuration and mapping work, Blackbaud Education Management fits governed repeat cycles. If roster provisioning timing must be handled carefully and districts must schedule workflow coordination, Aeries may require scheduling discipline for near-real-time roster provisioning across many systems.
Select the tool that fits district scale and integration surface tolerance
If the district needs lighter integration surface and can accept export-driven interoperability, Fedena can match school admin workflows with roster export support. If the district prioritizes classroom-grade operations with CSV-based data movement and term rollover rebuild reduction, RosarioSIS fits smaller districts.
Who should buy school data management software from this shortlist
District teams benefit most when the tool’s workflow control matches how student records change and when reporting outputs need predictable repeat cycles. The strongest fit also depends on whether district leadership wants audit-ready operational change records or governed workflow configuration across term rollover.
The segments below map buying intent to the software capabilities that appear in the tool cards, including workflow automation, export gating, permission controls, and operational audit trails.
Districts standardizing student-data handling across schools
Blackbaud Education Management supports governed district workflow configuration that standardizes student-data handling across term rollover and reporting outputs. This fit also matches districts that need controlled student-data movement across systems with automated patterns.
Districts running recurring attendance and report-card cycles from a single operational entry cycle
Aeries is built around district reporting templates and export workflows for attendance processing and report-card generation from the same data entry cycle. The district configuration controls grading and attendance workflows by site and term.
Districts that want enrollment workflows that gate exports on administrative steps
OpenApply uses configurable enrollment workflows that reduce manual spreadsheet reconciliation and gates exports on defined administrative steps with tracked outcomes. The workflow-based approach keeps rostering tied to controlled completion.
Districts that must route roster and attendance changes through approvals with change history
ThinkWave provides configurable multi-step approval workflows with change history for operational data updates. Otus complements this operational governance with event records that support audit trails across attendance and grading cycles.
Small to mid-size districts seeking school admin workflows with manageable integration effort
Fedena includes exam and grade workflows with configurable term handling and report generation inside school operations. RosarioSIS offers term rollover and section-based grade setups that reduce manual rebuild work and supports CSV-based data movement.
Common buying and implementation mistakes in school data management projects
Buying mistakes usually appear when districts underestimate the configuration and mapping effort needed to keep workflows aligned across terms, sites, and reporting outputs. Another common failure happens when districts assume near-real-time synchronization without scheduling discipline or when permissioning controls are not mapped to actual staff edit responsibilities.
These pitfalls reflect where the tool cards call out advanced configuration requirements, workflow drift risk, or thinner integration surfaces that depend on exports rather than transaction-grade synchronization.
Assuming advanced district governance configuration is turnkey across term rollover cycles
Blackbaud Education Management requires governance discipline across mappings for advanced configuration, which can increase setup and ongoing governance overhead. Plan governance ownership for workflow configuration before term rollover and reporting cycles begin.
Treating report outputs as independent from the operational workflow that feeds them
Aeries ties reporting automation to recurring attendance and report-card cycles, so misalignment in grading or attendance workflows by site and term can cause output inconsistency. OpenApply gates exports on defined administrative steps, so skipping workflow completion steps breaks downstream report readiness.
Overlooking scheduling discipline needed for roster provisioning timing across many systems
Aeries can require scheduling discipline for near-real-time roster provisioning across many systems. ThinkWave reduces manual rework by automating nightly imports and term rollover, so it can reduce timing risk when district import windows are planned.
Failing to prevent workflow drift in multi-step approval configurations
ThinkWave advanced configuration and governance discipline can be required to prevent workflow drift, which can silently change operational routing over time. Establish configuration review checkpoints when workflows cover nightly imports and term rollover.
Choosing an export-driven interoperability approach without planning for downstream mapping work
Fedena relies more on exports than on transaction-grade API depth, which shifts interoperability work to export formats and downstream ingestion. openSIS needs consistent governance of local fields and codes and can require integration effort for state reporting templates by jurisdiction.
How We Selected and Ranked These Tools
We evaluated Blackbaud Education Management, Aeries, OpenApply, openSIS, ThinkWave, Alma SIS, Otus, Fedena, Classter, and RosarioSIS using features and workflow coverage that map to governed school operations. Features received 40% weight because workflow configuration, export readiness, audit-ready records, and admin control depth affect day-to-day term rollover and reporting cycles.
Ease and value each received 30% weight because districts must configure mappings, maintain workflow timing, and run recurring attendance and grade processes with predictable outcomes. Blackbaud Education Management ranked highest because district-focused workflow configuration standardizes student-data handling across term rollover and reporting outputs and because its integration patterns support automated student data movement across systems.
Frequently Asked Questions About school data management software
How do PowerSchool SIS and Blackbaud Education Management differ in governing student data movement across systems?
Which tool supports API-first data exchange for LMS sync and roster automation?
How does Clever handle authentication for parent portal access compared with SSO options in these systems?
What breaks if a district skips data model alignment before importing attendance batch files into Aeries or Otus?
When do districts typically use controlled rostering workflows in OpenApply versus batch and targeted synchronization in openSIS?
Where does district-level reporting configuration fall short in RosarioSIS compared with Alma SIS or Aeries?
How should administrators plan RBAC and audit logs when multiple school data stewards edit records in OpenApply, openSIS, or Classter?
What is the tradeoff between workflow gating in ThinkWave and configuration-driven sync in Alma SIS?
How does Fedena support data migration compared with CSV-based import and export patterns in RosarioSIS or Classter?
When does Otus outperform spreadsheet-based processes for term rollover and audit trails?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
- Data Science AnalyticsTop 10 Best School Data Analysis Software of 2026
- Education LearningTop 10 Best School Data Entry Software of 2026
- Social Issues Societal TrendsTop 10 Best School Community Software of 2026
- Data Science AnalyticsTop 10 Best Educational Data Services of 2026
- Marketing AdvertisingTop 10 Best School Marketing Services of 2026
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