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					       Bailey Library Disaster/Recovery Plan

Table of Contents

I.      Purpose and scope
II.     Accounting for College Personnel
III.    Systems Librarian
IV.     Disaster Response Action Team (DRAT)
V.      Reaction to Emergency Situations
VI.     Recovery
VII.    Guidelines for packing and in-house recovery

Appendices -

           A.   Sources of Supplies
           B.   Restoration Companies
           C.   Consultants
           D.   Copies & Distribution of Plan
           E.   Accounting Information
           F.   DRAT members information
           G.   Priority List
           H.   Safe/Unsafe Buildings
           I.   Fact Sheet for an Emergency
           J.   Map of Bailey Library - Fire Alarms & Fire Extinguishers

Bailey Library Disaster Plan                   Page 1                      4/27/2010
I. Purpose and scope

The purpose of this disaster preparedness and recovery plan is to reduce the risk of material loss
to the collections held by the Bailey Library due to a disaster such as fire or flood. It is
substantially concerned with the library's collections and its associated paper-based records and
concentrates on water-related dangers because these are the most commonly encountered type
of disaster in libraries. It does not specifically address issues of human safety, of major database
(i.e. Innovative) recovery, or electronic equipment recovery.

It aims to establish a well-prepared strategy for avoiding potential threats, for promptly responding
to situations immediately threatening the collections, and by identifying resources and strategies
for recovery. Instructions include reports that need to be made to other, outside the library.


The following priorities are recognized as governing the general framework of decision making in
the event of an impending or a large scale disaster in the library or at the College. Procedures
within this plan are to be viewed in this context.

   Priority 1      Human safety issues including evacuation of buildings

   Priority 2      Collections and essential records protection and recovery

   Priority 3      Electronic equipment protection and recovery

   Priority 4      Fittings and furniture protection and recovery

II. Accounting for College Personnel
  Faculty and Staff

         After an evacuation of the building, report to the Circulation Assistant who will have the
master list. The Circulation Assistant will then report to the Library Director. The Library Director
will report to the Office of the Provost, accounting for all full time personnel of the library. In the
absence of the Library Director, the Circulation Assistant will report directly to the Office of the

  Student Workers

         Student workers will also report to the Circulation Assistant, who will have a master list of
workers and will determine who is working at the time of the emergency. When the "all clear" is
sounded, students will be dismissed to report to their dorm’s resident assistant, or non-resident
students to the Student Center. Under no circumstances should a student leave campus without
first checking in with the Student Services Office. In less devastating emergencies, students may
return to the Library if deemed appropriate by the Library Director or Chief of the Disaster
Response Action Team.

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  Building Evacuation

        If evacuation of the Bailey Library is necessary, each person designated will follow the
guidelines adopted (Appendix A)

        First floor -
        Center of the building to the front exit (to center of campus).
        Southwest end of building exit through fire escape doors on southwest of building, facing
        the Mills Center.
        Northeast end of building exit through fire escape doors on northeast side of building
        facing Rainey Hall.
        Offices are to exit the service door on the northwest side of the building facing the
        Public Safety.

        Second floor -
        Center of the building use center stairwell then use the front exit to the center of campus.
        Southwest end of the building use the southwest stairwell exit toward the Mills Center.
        Northeast end of the building use the northeast stairwell exit toward Rainey Hall.

                                 DO NOT USE THE ELEVATOR!!!

III. Systems Librarian
   Purpose and Goal

           The goal of the Systems Librarian is to minimize the loss of, or damage to, library
materials and essential records, in the event of a disaster, whether limited to a few volumes or a
more catastrophic event.


           In order to achieve this goal, the Systems Librarian is charged with the following

                          1. Review and up-dating of this plan. The entire plan will be reviewed
                             at least annually.

                          2. Recommending to the Director of the Library any needed remedial
                             actions in relation to the building and its infrastructure posing
                             potential threats to the collections.

                          3. Ensuring that in-house capabilities for small scale recovery
                             procedures and treatments are in place.

                          4. Periodic consultation with the Hendrix Physical Plant Staff and the
                             Conway Fire Department (pre-fire plan)to insure that needs are
                             being represented.

                          5. Promoting disaster prevention awareness among library staff.

                          6. Keeping up to date with and maintaining a collection of information
                             on handling and recovery techniques for all types of materials in the

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                          7. Touring the library monthly to scope out mildew, insect, or other
                             damage before it progresses to a disaster scale.

IV. Disaster Response Action Team (DRAT)
   Purpose and Goal

   The goal of the Disaster Response Action Team is to provide the leadership and immediate
action (including the commitment of financial resources) required during a crisis situation so that
losses to the collections are minimized and a return to normal operations affected as soon as


    Responsibilities and actions will vary depending on the nature and extent of the disaster. The
following questions are intended to serve as a checklist of issues that may need to be addressed,
depending on the nature and extent of the situation.

   1. Who should be notified first?

   2. Who assesses the situation? Has the source of the trouble been eliminated, eg. water
      turned off, fire controlled, windows boarded?

   3. If this is not a minor incident, who is notified next?

   4. Where is the command post?

   5. How are necessary staff and disaster team members and volunteers notified? Where do
      they convene?

   6. Who activates the plans for supplies, equipment and services? Are consultants required?

   7. Where are deliveries to be made?

   8. How are things to be paid for?

   9. Is the area safe to enter?

   10. What will be done with damaged materials?

   11. How will communication, both internal and external be handled?

   12. How is the activity being documented (including photographs) and who is responsible for
       writing it up.


            The Systems Librarian shall be the Chief of the Disaster Response Action Team.

      Other members shall be the Librarians of Bailey as well as other people the Chief
designates as appropriate to the nature and extent of the specific disaster. (See Appendix F)

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Call 911 and report the fire. Person closest to the door should be sure doors are opened quickly
and to the widest extent.

Librarian on Reference Duty and Circulation Assistant
           Open front doors and gates
           Clear bathrooms (front)
           Clear Reference Area and lobby

Circulation or Public Services Librarian
           Clear upstairs and check stairwells (to the right of the

Systems Librarian
          Clear upstairs and check stairwells (to the left of the     stairs).

Coordinator of Instructional Technology
          Clear Media Center area, computer lab

Other full time people should help clear specific areas. The following areas should exit through
the Service Door.

Technical Services Area
          Cataloging Assistant.

Periodicals area and workroom
           Acquisitions Assistant

Interlibrary Loan and classroom
            Acquisitions Assistant

Archives Area and Staff Lounge/Bathrooms
          Periodicals/Archives Assistant

The Library Director will be free to make appropriate phone calls and help in areas not covered by
the absence of a full time person.

Everyone will meet outside at the Northeast corner of the Mills Center. Students and Staff must
report to the Circulation Assistant who will have the master list of staff and students.

Evening and Weekend Fire Procedure

Circulation Desk Worker
           Go immediately to front doors and open to the widest extent.
           Clear bathrooms and downstairs area.

Librarian on Duty
           Notify Fire Department and clear upstairs area
           Coordinate student workers' efforts to clear the building.
           When all have reported clear, exit the building with workers. Meet at Northeast corner
           of the Mills Center and check. All student workers must report to the librarian on duty
           and remain together until the "all clear" is given.

Bailey Library Disaster Plan                    Page 5                                    4/27/2010

Request all people upstairs to come down to the hall outside the classroom.
Keep radio going for warning and movement of tornadoes.


Flashlights are located at the Circulation Desk, at the Reference Desk, in the Tech Services area,
and in the Bibliographic Lab.


A Librarian should go to the area with a master key. After closing the door securely, insert key
and turn until red indicator shows on the lock. Reset at Circulation Desk.

General Operations

Recovery operations are likely to be based on a mix of commercial services, College services
and in-house capabilities. The following section is intended to provide guidance for the quick
decisions that must be made by the Disaster Recovery Action Team.

Whether the disaster is large or small, the following steps are required for an effective recovery

              Assess the damage

           1. How much damage has occurred?
           2. What kind of damage is it (fire, smoke, soot, clean water, dirty water, heat,
           3. How much of the building is affected?
           4. What is the nature and extent of damage to the collections?
           5. Are the damaged items easily replaced, or are they irreplaceable?
           6. Can they be salvaged by the in-house recovery team, or will outside help be
           7. Photographs should be taken to document the damage.

              Stabilize the environment

           The environment must be stabilized to prevent the growth of mold. Mold can develop
           within 48-72 hours in an environment where the temperature is over 75 degrees and
           the relative humidity is over 60%. Aim to bring the temperature to 65 degrees and the
           RH to 50%. Air should be circulated.

              Activate the in-house disaster recovery team or commercial service

                 A clear plan of action and priorities must be established by the team leader.
           Disaster and recovery areas should not be accessible to the public.

            The Systems Librarian and Disaster Response Action Team will develop a plan of
           action, based on the priority list. The plan of action will be clearly communicated to the
           Library Director, and the Library Director will keep the Provost, Director of the Physical
           Plant, and other relevant parties on campus informed. They will (in the case of water

Bailey Library Disaster Plan                   Page 6                                      4/27/2010
         a. Determine if damaged volumes should be recovered or discarded.
         b. Decide if items to be saved should be packed for freezing, packed for removal to a
            drying area, or moved to a near-by drying area.
         c. Determine the extent of water damage (dry, slightly wet, soaked) and which areas need
            immediate attention.
         d. Assemble any additional supplies, and initiate procedures to acquire and/or purchase
            necessary items.

               Restore the area

                After the damaged items have been removed and the environment has been
         stabilized, the area must be thoroughly cleaned. Walls, floors, ceilings, and all furniture
         and equipment must be scrubbed with soap and water (or other appropriate cleaners)
         and a fungicide. Carpeting, and especially the padding under it, should be carefully
         examined, as mold can develop quickly. Removal of smoke odor and fogging with
         fungicides or insecticides should be performed only by professionals.

Be extremely careful when handling wet materials, they are very fragile. Fill cartons and crates
only three-quarters full. Keep identification labels with objects. Do not mark wet paper, but picture
frames and reels can be marked with a grease pencil. To avoid further damage, do not stack
materials in piles or on the floor.


   *     Single sheets of paper: Do not try to separate, but
        interleave the folders every 2 inches with freezer paper.

   *    Watercolors, maps, and manuscripts with soluble media:
        Do not blot the surface. Quickly freeze.

   *    Coated papers: Keep wet by packing in boxes lined with
        garbage bags, then freeze.

   *    Framed prints and drawings: If time and space permit,
        remove from frame and pack as for single sheets.

   *    Maps, plans and oversize prints: Sponge standing water
        out of map drawers. Remove the drawers from the cabi-
        net and freeze them stacked up with 1" x 2" strips of
        wood between each drawer.


   Do not open or close wet books or remove wet book covers.
   If the water is dirty, closed books may be washed before
   freezing, but time and facilities may limit this treatment.
   If time permits wash the books in tubs of cold running water
   and dab away (do not rub) mud with a sponge.

Bailey Library Disaster Plan                    Page 7                                     4/27/2010
   Lay a sheet of freezer paper around the cover and pack spine
   down in a milk crate or cardboard box.

   Books with coated papers should be kept wet by packing
   inside boxes lined with garbage bags, then frozen.

Microfilm in rolls

   Do not remove the film from their boxes. Hold cardboard
   boxes and their labels together with rubber bands. Fill
   boxes with water, then stack five boxes of film into a block
   and wrap with plastic. Pack the blocks into a heavy card-
   board box lined with garbage bags. Ship to a film processor
   for rewashing and drying.


   Pack, freeze and make arrangements to air dry. Mechanical
   reprocessing is not possible as with rolled microfilm. Air
   drying is labor intensive and probably not cost effective
   for fiche that can be commercially replaced.

Tapes (audio, video, computer)

   Water is especially damaging to magnetic materials. The
   longer they have been wet, the greater the damage will be.
   Do not attempt to play any damaged tapes or disks as they
   can damage the equipment on which they are being played.
   Tapes should be removed from cassettes and washed in clean
   or distilled water and then air-dried or dried with a lint
   free cloth. Tape may be washed in a mild detergent if it is
   very dirty.

Sound recordings

   Vinyl disk sound recordings will probably not be damaged by
   clean water, but water with particles in it may scratch a
   disk. Disks should be washed with clean water and dried
   with cheesecloth or a lint-free cloth. If dirt has been
   deposited on the disks, they may be washed in a 10% solution
   of Kodak Photo Flo in distilled water. Record jackets or
   paper protective sleeves should be thoroughly dried like
   other paper or discarded to prevent mold.

Bailey Library Disaster Plan                 Page 8               4/27/2010
Appendix A - Sources of Supplies

This section identifies supplies and small equipment, which might be needed for protecting
collections and/or in recovery efforts. It identifies sources for their quick rental or purchase. The
emphasis is on sources of acquisition rather than establishing stockpiles of the wide range of
items that might be required.


Alcohol is used to remove mold from the covers of books, as it not only kills the spores, but also
wets down any powdery substances, so that these may be wiped off without spores flying into the
air to contaminate other materials. Denatured or isopropyl alcohols are the least toxic and most
readily available. Clean rags may be dampened with it and wiped carefully over book covers.

Alcohol will dissolve some dyes, and may also affect library buckram. Mold found in textblocks
should be referred to the Systems Librarian. Some sources suggest the use of thymol or
orthophenylphenol in alcohol as a fungicide, but because there are serious health questions
about both chemicals, they should be used only after careful review of the Materials Safety Data
Sheet for the specific product.

Sources: Wal-Mart, Kroger, Walgreens

Chemical Sponges

Chemical sponges or industrial cleaning sponges may be used for removal of soot, smoke and
odors from books or other materials in the collections. Absorene may be useful and is available
from the Preservation Department in small quantities. Small hand-size sponges of natural latex
are available for about $2.00 each from:

Sources: Wal-Mart, Kroger, Lowe’s Home Improvement Center, Hiegel Supply (327-7755)

Dry Ice

Dry ice may be used as a temporary measure to refrigerate small numbers of wet books, or to
pack books being sent to be frozen or freeze dried. Dry ice must be handled carefully, and not
with bare hands, as it can cause injury to unprotected skin. Available from:

Sources: Airgas Dry Ice, Little Rock, 501-666-6629


Generators or emergency power may be provided through the College Physical Plant Office.

For rental: Action Equipment Rental, 1150 Harkrider, 513-9898; Home Choice Rentals, 607 Oak
Street, 327-0777; Hugg & Hall Equipment Inc, 55 Nabco Avenue, 450-9500; Pay-Less Rentals,
2105-B Harkrider, 329-2300; Rentwise, 895 Oak Street, 505-8181

Milk Crates

Plastic milk crates are the best containers for transporting, freezing, and freeze drying wet books

Bailey Library Disaster Plan                   Page 9                                      4/27/2010
(although some freeze drying companies prefer that their customers use cardboard boxes). They
may be bought or borrowed when needed.

Possible sources include: Wal-Mart, Kroger


Unprinted newsprint is useful in an air drying operation. It is an inexpensive and absorbent
material for covering drying tables and for interleaving damp to moderately wet books.

When newsprint or any other material used to absorb water has served its purpose, it must be
removed from the drying area in order to help reduce the amount of moisture in the room.

Log Cabin Democrat
1058 Front Street
P.O. Box 969
Conway AR, 72032

(501) 327-6621
fax: (501) 327-6787

Plastic Sheeting

Plastic sheeting is used to protect bookshelves, card catalogs and other fixtures from water leaks.
It is available in several thicknesses, but the range of 2 mils to 5 mils is most appropriate for this
purpose. Clear polyethylene is recommended over black, because it allows one to see what is

Sources: Stockroom

General supplies

For example: flood lights, buckets, extension cords, sponges, fans, plastic garbage cans, rubber
gloves, scissors, tape, towels, safety helmets, waxed paper, cardboard boxes, water hoses, flash
lights, boots, ponchos, freezer paper, trailer, two-way radios, hand trucks, first aid kits, wet / dry
vacuums, boxes, wheel barrows, batteries, brooms & mops, etc.

Sources: Physical Plant, Wal-Mart (Also check Custodial Closet), Kroger, ACE Hardware, Lowe’s
Home Improvement Center

Bailey Library Disaster Plan                   Page 10                                       4/27/2010
  Airdex (formerly Solex Technologies)
     2700 Post Oak Blvd.
     Houston, TX 77055
       (713) 963-8600
        Don Hartsell, President
          Dries and dehumidifies buildings

  American Freeze-Dry
    411 White Horse Pike
    Audubon, NJ 08106
      (609) 546-0777
        Freeze dries and restores books

  M. F. Bank Restoration Co.
    6659 Peachtree Industrial Blvd., Suite AA
    Norcross, GA 30092
         Recovery Services; dehumidification, drying, smoke
         removal, fumigation

  BMS-Cat (Blackmon Mooring Steamatic)
    1 Summit Ave, Suite 202
    Ft. Worth, Tx 76102
       (817) 332-2770
    Atlanta Office (Branch office)
    Atlanta, GA
       (404) 457-4477
        Linda Perry
         Dries buildings and contents, freeze-dries books

  Document Reprocessors
    41 Sutter St. Suite 1120
    San Francisco, CA 941103
      (415) 362-1290
      800 4-DRYING
        Freeze dries wet books, brings mobil freeze-dry units
        to the site

  Mid-west Freeze-Dry
    Patrick King
    7326 N. Central Park
    Skokie, IL 60076
      (708) 679-4752

  Moisture Control Services
    79 Monroe St.
    Amesbury, MA 01913
      (508) 388-4900
      (617) 388-0600

  Randomex, Inc.
    5448 Hoffner Ave.
    Orlando, FL 32812

Bailey Library Disaster Plan                 Page 11            4/27/2010
        (305) 277-7400
          Computer maintenance service, cleaning disks &
          equipment, data verification

  Re-Oda Chem Engineering Company
    100 Industrial Parkway
    Chagrin Falls, Ohio 44022
      (216) 247-4131
         Cleans smoke-damaged books
         Deodorizes without use of perfumes

Bailey Library Disaster Plan               Page 12         4/27/2010

  AMIGOS Bibliographic Council
        11300 North Central Expressway, Suite 21
        Dallas, TX 75243
        (972) 851-8000
        (800) 843-8482

  Federal Emergency Management Agency
          Office of Disaster Assistance Programs
          Washington, DC
          (800) 462-9029

  FEMA-Region VI
        Federal Regional Center, #206
        800 N. Loop 288
        Denton, TX 76201-3698
        (817) 898-5104

  B.M.S. Catastrophe, Inc.
          Disaster Recovery Division
          Special Technologies Division
          303 Arthur Street
          Fort Worth, TX 76107
          (817) 332-2770
          24 Hour Hotline: (800) 433-2940

  Oklahoma Conservation Congress
         Disaster Preparedness Committee
         McFarland Library, College of Tulsa
         600 South College Drive
         Tulsa, OK 74104
         (918) 631-3800

  Sharon Bennett
    Charleston Museum Library
    360 Meeting Street
    Charleston, SC 29403
      (803) 722-2996

  Wes Boomgaarten
   Head, Preservation Division
   Ohio State College
   106 Main Library
   1858 Neil Avenue
   Columbus, OH 43210
      (614) 292-6151

  Sally Buchanan
    Head, Preservation
    College of Pittsburgh
    Pittsburgh, PA 15260
    (412) 648-7710

  John DePew

Bailey Library Disaster Plan                Page 13   4/27/2010
     School of Library and Information Studies
     Florida State College
     Tallahassee, FL 32306-2048
       (904) 644-5775

  Don Etherington
    ICI (Information Conservation Inc.)
    Conservation Division
    911 B Northridge Street
    Greensborough, NC 27403
      (919) 294-1443

  Lisa Fox, Field Representative
     1438 West Peachtree St., N.W., Suite 200
     Atlanta, GA 30309-2955
        (404) 892-0943

  Erich Kesse
     Preservation Department
     College of Florida
     College Libraries
     7 Library East
     Gainesville, FL 32611
       (904) 392-6962
       SUNCOM: 8 622-6962

  Library of Congress
     Restoration Office
     Washington, D.C. 20540
       (202) 426-5213

  Debra McKern
    Head, Preservation
    Emory College
    Atlanta, GA 30322
       (404) 727-0306

  Carolyn Clark Morrow
    Head, Preservation
    Harvard College
    Cambridge, MA 02138
      (617) 470-1010

  Northeast Document Conservation Center
    Abbot Hall
    24 School Street
    Andover, MA 01810
       (617) 470-1010

  Merrily Smith
    Library of Congress
    Preservation Office
   Washington, D.C. 20540
       (202) 287-1840

Bailey Library Disaster Plan                Page 14   4/27/2010
Appendix D - Copies and Distribution of the Plan

In-house: Library Director's Office
                     Periodical Work Area
                     Interlibrary Loan Work Area
                     Circulation Desk
                     Technical Services Area

Off-Site:   Library Director's Home
                       Disaster Recovery Action Team Chief's Home
                       Hendrix College Human Resources Office

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Appendix E - Accounting Information: funds for disaster recovery

For general services and materials: check with the Physical Plant
          Contact: 450-1348 (Weekends & evenings – 450-7711)

For services and materials beyond what the Physical Plant can provide, special funds and
dispensation will need to be made by Hendrix College's administration.

The Library Director will also need to consult with the Director of the Physical Plant to ensure that
proper procedures are undertaken regarding property and casualty insurance.

Bailey Library Disaster Plan                  Page 16                                      4/27/2010
Appendix F - Disaster Response Action Team
Chief of DRAT - Systems Librarian - Rick Fought ext. 1287
           2150 Wigwam Circle, 908-0183

Sub-chief of DRAT - Director – Amanda Moore ext. 1302
           129 Oaklawn Drive, Conway, AR 72034, 336-0889

Public Services Librarian – Britt Murphy ext. 1288
          1138 Clifton Street, Conway, AR 72034, 505-0616

ILL/Circulation Librarian – Peggy Morrison ext. 4560
           2003 Prince Street, Conway, AR 72034, 327-2492

Coordinator of Instructional Technology – Bobby Engeler-Young ext. 1346
          607 Center Street, Conway, AR 72034, 336-9546

Each member of DRAT will be responsible for their area and employees.

In recovery situations, the Public Services department will assist Systems Librarian and the
Circulation department will assist Director, when and if they have their areas stabilized.

Bailey Library Disaster Plan                 Page 17                                     4/27/2010
Appendix G - Priority List
In case of an emergency situation in the Bailey Library, the following items and areas should be
protected and/or removed first.

1. Special Collections:

           In the archives area
           Stebbins Collection located on the second floor

Once salvage operations begin, the following items should be considered priority.

           1. Microform reader printers
           2. Filing cabinets in Library Director's office

Bailey Library Disaster Plan                   Page 18                                   4/27/2010
Appendix H - Safe/Unsafe Buildings
Most buildings on the Hendrix campus are deemed to be safe for most natural disasters.
However, the following are NOT:

           1. I have been in talks with Loyd Ryan and Rick Sublett to determine which buildings
              on campus are safe and which are not. This list will be updated once we have
              made those determinations.

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Appendix I - Fact Sheet for an Emergency
I.      Know who to call:

           A. Fire                                                9-911
           B. Maintenance
                     1. Day                                       1348
                     2. Night & Weekends                          7711
           C. Campus Security                                     1348
           D. Ambulance                                           9-911
           E. Police                                              9-911
           F. Emergency                                           9-911

II.     Know your escape route. (See II. Accounting for College Personnel and V. Reactions to
        Emergency Situations)
III.    Know where the nearest fire extinguisher is located and how to use it. (See Appendix J)
IV.     Know your checklist for what to do when a natural disaster strikes.

           A. Remain calm - reassure others.
           B. If inside, stay there.
                      If outside, stay there
                      Don't run down stairs
                      Check with the appropriate administrative personnel to
                                  aid in the make-up of the injured/missing
                                  persons' list
           C. Do not light a match or turn on a light switch. Use a flashlight.
           D. Check for injuries. Go to (or call) a first aid station for help.
           E. Check for fires.
           F. Check utilities - shut off if necessary. For authorized personnel only.
           G. Turn on battery-operated radio (or car radio) for emergency bulletins.

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Appendix J – Map of Bailey Library – Fire Alarms & Fire Extinguishers

                       IN PROCESS

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