WHELF Annual Report 2015-16 Wales Higher Education Libraries Forum

Chair's Introduction

As I start my second year as Chair of WHELF, I look back on a year of wonderful achievements and celebration for all of us. The new bilingual shared Library Management System (LMS) has been implemented by all the Welsh Higher Education (HE) libraries, the National Library of Wales, the Royal Welsh College of Music and Drama and the Wales NHS libraries. A library management system is the technology which enables university and other libraries to buy, catalogue, lend and show their holdings.

As a consortium, we introduced Alma and Primo systems, marketed by Ex-Libris across member institutions during a three-year long programme. The final part of the implementation took place at Bangor and Glyndwr Universities this summer. The whole project has been a remarkable achievement which clearly demonstrates the trust, commitment, vision and strength of collaboration within WHELF. Students will benefit immensely from this new library system which provides easier access to resources for teaching, learning and research.

An excellent event on Celebrating Library Cooperation was held at the Senedd in Cardiff on September 22nd where we all celebrated the completion of the WHELF LMS implementation and start of the roll-out of the public library system in Wales. The event was hosted by the Minister for Skills and Science Julie James, who stated that “I’m really pleased to be able to celebrate your collaboration and innovation in Welsh libraries and I’m proud that the Welsh Government has supported both of these partnership projects. Welsh libraries are leading the way in working collaboratively to deliver a better service for all those who use them. The new shared library management systems will also bring significant benefits for all library members across Wales”.

Left to right: Julie James, Minister for Skills & Science; Sue Hodges, Director of Libraries & Archives Bangor University and Chair of WHELF; Mandy Powell, Head of CILIP Cymru, and Hywel James, Principal Librarian of Gwynedd Library Service. [Photograph credit: Mike Hall.]

I would also like to thank Cardiff University for overseeing the project and tender process. I would especially like to thank Gareth Owen the LMS Programme Manager for WHELF for all his hard work in ensuring the implementation across the member institutions kept to time and that earlier cohorts learned from the process and assisted later cohorts. The Project Managers and all staff involved at each institution deserve great credit for all their hard work in ensuring the system and the processes involved were implemented on time. There is still a lot more to do to take advantage of all the possible benefits that the new system can offer and we are looking forward to those developments.

Thanks are also due to JISC and MALD for supporting us and working with us on this project and for the excellent work being carried out under the JISC Benefits Realisation Project which is measuring the success of the project in terms of quantitative and qualitative data.

This year has been a year of change and we have revised the WHELF Action Plan, Strategy and Constitution to reflect changes in the REF, Open Access, Digital Literacy and Employability initiatives. We now have a new “Engagement” strand as well as the strands for “Collections and Research” led by Janet Peters and “Collaboration” led by Mark Hughes. There have also been changes in our membership and I would like to warmly welcome the National Museum of Wales and Natural Resources Wales who joined us this year.

My personal thanks are sent to Emma Adamson Vice Chair, our Treasurer Julie Hart and our wonderful Development Officer, Rachael Whitfield. The following pages will also highlight many of the other activities in which WHELF has been involved throughout the year and I hope you enjoy reading this report.

Sue Hodges, Chair of WHELF, Director of Libraries and Archives Bangor University

The Year in Brief

We were delighted to welcome two new libraries into the membership of WHELF this year; Amgueddfa Cymru – National Museum Wales joined in February 2016 and Natural Resources Wales joined in July of 2016. The WHELF Representatives from these institutions are Kristine Chapman and Tegid Rhys Williams respectively, and we look forward to the collaborative opportunities that this will provide for WHELF in working on areas of shared interest. The University of Wales merger with the University of Wales Trinity Saint David (UWTSD) has entered its final stages and as a result the University of Wales has retired from independent membership of WHELF.

©Amgueddfa Cymru-National Museum Wales
Maes y Ffynnon Library, Bangor, Natural Resources Wales

We appreciated the attendance of several guests to the WHELF meetings during 2015-16. The Programme Manager for the WHELF Shared LMS, Gareth Owen has been an essential attendee as part of the WHELF Shared LMS Steering Group meetings and we also welcomed Tracey Stanley (Deputy University Librarian and Assistant Director, Cardiff University) under this remit as a guest to the October 2015 meeting at Gregynog. At our videoconference meeting in February 2016 we welcomed Sian Williams (Joint Chair of the WHELF Archives & Special Collections group & Librarian, South Wales Miners’ Library) and Kathryn Monk (Principal Advisor for Science, Natural Resources Wales). Alyson Tyler, Senior Libraries Development Adviser for the Museum, Archives and Libraries Division (MALD) of the Welsh Government attended our meeting at Gladstone’s Library in May 2016 and Tom Mowlam, Director of Operations at Ubiquity Press. We were also pleased to be joined by Aimee Jones (Campus Librarian, Cardiff Metropolitan University) and Manon Foster Evans (Published Collections, National Library of Wales) who attended on behalf of their designated WHELF Representative.

WHELF has established a new sub-group for Learning & Teaching. It is chaired by Alison Harding (Executive Head of Library & Learning Resources, UWTSD) and Nicola Watkinson (Deputy University Librarian, Wrexham Glyndwr University) and takes its membership from the nine Wales universities. The role and remit of the group is to establish and develop a community of practice for digital and information literacy practitioners in higher education libraries, building on the foundations of the Welsh Information Literacy Project. Its purpose is also to share good practice, organize events, promote and develop the synergies between employability skills and information literacy and to advocate for information literacy in Welsh higher education institutions. The ALIS (Accessible Library Information Services) Wales group will be retired this year but will reconvene as the WHELF Customer Services group with strands for accessibility and inclusivity, and Walk-in Access. WHELF would like to thank Nia Ellis and Elizabeth Kensler (Customer Services Managers, Information Services, Aberystwyth University) for Chairing the ALIS Wales group and for their contribution to WHELF’s work in this area.

Libraries: Improving the student experience

Our libraries are a key part of the university’s appeal to students and WHELF institutions continued to refurbish, review and develop their physical and digital services during 2015-16. Aberystwyth University launched a Student Success Plan which has several working parties looking at all areas of student satisfaction and enhancement. The Library and Learning Resources strand with academic and student representation on its group has set four high level objectives: ensuring students have access to information; connecting students to information resources; skills development for effectively using information resources; library spaces.

Cardiff Metropolitan University launched a new website for students, staff and the wider community. The main benefits of the new site are an externally accessible library and information services portal with no requirement to authenticate for the majority of library and information services content, a similar look and feel to Cardiff Metropolitan University’s website allowing a consistent experience and an improved mobile device viewing experience. The Learning Centre's at Cyncoed and Llandaff have also seen several improvements over the summer of 2016. The entrance area at Llandaff has been refurbished by carpeting the concourse area and adding a false ceiling and new lighting to make this a more comfortable and relaxing space. New furniture has been purchased for the study areas to include new study booths, powered workspaces and social and group working areas. The ground floor learning lounge will also be refurbished and the area available for study use 24/7, meaning a 50% increase in out of hours space. At the Cyncoed Learning Centre, new study spaces have been developed including bookable study rooms with flexible furniture and video and sound recording equipment.

The Royal Welsh College of Music and Drama (RWCMD) took the opportunity over the summer to refurbish their library entrance. It now has a welcoming new library entrance, issue desk and office space; new carpet has been laid and the study space throughout the library has been rearranged. RWCMD have also launched a new website (www.rwcmd.ac.uk/library) that is clearer and easier to navigate and is part of the main College website.

Library Services at The Open University (OU) have launched a new online environment “OpenTree”, for all OU students and staff. It is designed to help students explore and share resources from the OU online library in the form of a game and is the first project by the OU Library to use gamification (points and badges) to motivate engagement. OpenTree logs the online resources that the user has accessed, and allows them to tag, highlight and recommend them to others. This encourages students to develop critical thinking skills and for tutors and academic staff, is a way to let students know about useful resources.

Cardiff University Library developed four online induction mini-modules which are openly available from YouTube. They form part of a set of online Study Skills on the intranet, and will be used instead of, or alongside, face to face teaching. An evaluation of their effectiveness will be carried out and the findings will help to decide whether to continue to invest in this method of teaching students particularly for the larger cohorts. The “Transforming Libraries” programme at Cardiff University is investigating the options to redesign their library services and to plan for a new Library on the Cathays Campus. Automated storage and retrieval systems are being considered and the proposal for the new library service is due to be put forward in late 2016.

There has been a library refurbishment at the University of South Wales (USW) as part of the £14.7m ATRiuM Cardiff campus extension. As part of this campus development, the Library space has been completely refurbished with the provision of new student learning spaces, an increase in technology, the creation of dedicated silent study space and an integrated frontline service. The University’s Caerleon Library service closed on July 15th 2016, and both the team and the library collections have been integrated into their new respective campus locations. The changes at USW over the summer months resulted in c. 360,000 physical items being either relocated, handled and interfiled.

Planning is well underway for the University of Wales Trinity Saint David new £300 million SA1 Waterfront campus. Phase one of construction will begin in Autumn 2016 and will deliver the library, and the faculty of Architecture, Computing and Engineering to create a new learning neighbourhood connecting education with business, innovation and enterprise. The new site will be operational for the start of the academic year in 2018.

Swansea University Libraries have had a restructuring of their customer services as a result of opening the new Bay Campus library and 24-hour opening being operational across both the Bay and Singleton Park library’s. A new Customer Services Team fronts all ISS services, led by the Customer Services Manager. The restructuring involved a large team of staff from library, IT and other areas of ISS services being reframed into the new service.

Marketing Excellence Awards 2016

Congratulations to Information Services at Aberystwyth University who won the Higher Education category Marketing Excellence Award 2016 for their Haiku competition as part of World Book Night events. The Royal Welsh College of Music and Drama were also delighted to be highly commended in both the areas that they entered for: the general HE libraries category (for work to increase their engagement with the wider College through improved signage, displays and a new Twitter account) and Marketing Champion of the Year (for Rachelle Barlow, Library Assistant). The awards were held at the National Library of Wales on 26th February and are orchestrated by the Audience Development Team at MALD (Museums Archives and Libraries Division, Welsh Government) to celebrate and reward marketing excellence in Welsh libraries, museums and archives.

Swansea University and Bangor University libraries celebrating "National Libraries Day"

Customer Services Excellence

Aberystwyth University, Cardiff University and Swansea University have all been reaccredited this year with the Customer Services Excellence Award. This independent award is given in recognition of individuals or teams who have gone the extra mile to deliver outstanding services. Wrexham Glyndwr University have now started the process of working towards this award.

WHELF Subscriptions

WHELF took the opportunity during 2015-16 to review the subscriptions rates for its members. This was due to membership changes during the year, to address the complexities of continuing to support additional costs of the shared LMS across consortium members (e.g. the funding of the Programme Manager, training etc) and to ensure that WHELF members are experiencing value for money. An open discussion was held at the Gladstone’s meeting in May and this was followed up with a confidential survey to garner any further comments. Subsequently, the WHELF Treasurer modelled several different cost options for WHELF Representatives to consider. For 2016-17 WHELF has agreed its new subscription model and a model to share costs of the LMS for consortium members.

Collaboration and Partnership

The National Library of Wales is the designated library for legal deposit in Wales. In March, the UK Joint Committee on Legal Deposit agreed that an access point for legal deposit material can be opened in the capital city of Cardiff. The premises will be located within the Arts and Social Studies Library of Cardiff University and will provide walk in access to the public. This is the first time in the National Library of Wales's long history that access can be provided to the Library’s legal deposit collections outside of Aberystwyth and is an exciting opportunity to widen access to its collections.

Welsh Collaboration in Action is an annual joint event for librarians supporting higher education in further education. This year’s event was held in June 2016 at Cardiff and Vale College. It is a networking and discussion event and provides an opportunity for librarians to update and share information and news from their sector. There were also two practical workshops; the first session demonstrated how to make a short instructional video to promote the library and the second session looked at the value of good design in promotional materials, and how to design subject guides using the Libguides software.

WHELF Shared Library Management System (LMS)

Credit: Mike Hall

Whilst the implementation phase for WHELF is now complete there is still much more to come. The LMS has provided a platform for building deeper and wider collaboration and for further work in opening up and sharing our collections for the benefit of all. WHELF is now actively working with Jisc (Joint Information Systems Committee) on a benefits realisation study, which will report in 2017. The project will provide a model business case for the development of a shared LMS across a consortium of higher education institutions, and a summary of the key requirements and issues to consider for implementing a shared system and the key benefits and impacts of doing so. For the future, WHELF is committed to building on this initiative, enabling more benefits and to sharing its work with the wider community.

Credit: Mike Hall
Credit: Mike Hall

Supporting Research

The newly formed WHELF Research group has had a productive year. In November the group shared case studies of their current roles in order to identify the scope for future research support roles. This then informed three regional events organized by the group on “Supporting research: the evolving role of the subject librarian” held in South Wales, South West Wales and mid Wales. The feedback from these events was later presented by group members Beth Hall (Bangor University), Susan Glen (Swansea University) and Bronwen Blatchford (Cardiff Metropolitan University) at the Gregynog Colloquium in June 2016. The opportunity to share best practice and discuss current issues was much valued by attendees and it is anticipated that the events will be repeated in 2016-17.

Credit: Samuel Zeller - Unsplash

The WHELF Research Group also benefited from a training session in supporting research data management delivered by Dr Andrew Cox (Senior Lecturer, Information School, University of Sheffield). This training session looked in greater depth at what sort of support researchers need, what the expectations are from researchers, funders and institutions and reflected on the new RCUK (Research Councils UK) Concordat on Open Research Data. The session concluded with a group discussion to identify the areas where WHELF can collaborate further in research data management support and these areas will inform part of the WHELF Action Plan for the forthcoming year.

Cardiff Metropolitan University canvassed researchers at the University as part of a worldwide survey on scholarly communication tool usage. The survey was to find out more on the traditional and innovative tools and web sites that researchers are using in the various phases of their research workflow. The results from the survey will be used to inform, improve and update the training offer for researchers at Cardiff Metropolitan University.

At Bangor University, a Research Data Management Service has been set up by the Library working collaboratively with the Research Office and IT Services. The service will support the University’s strategic aim of increasing the visibility of its research and developing researchers at all stages of their career.

“Moving Beyond Journals and APCs – Innovative Approaches to Open Access” was an afternoon event held at Cardiff University during Academic Book Week. The timely event provided a forum to discuss innovative open access academic publishing ventures.

Archives & Special Collections

In May, nearly 50 delegates attended “The Big Reveal” conference, which was jointly organized by the WHELF Archives and Special Collections group and the Archives and Records Council Wales (ARCW). Since 2008, staff from the Museums, Archives and Libraries Division of Welsh Government have worked together with archivists, conservators and the National Manuscripts and Conservation Trust (NMCT) to preserve and provide access to archival collections. The NMCT scheme provides the opportunity to undertake a fully funded manuscript conservation project and 15 eligible organisations have taken advantage of the scheme, which has provided conservation funding for 35 projects, amounting to over two hundred thousand pounds. The conference was held to celebrate this partnership and to demonstrate the significance and impact of conservation work on users and collections.

Special Collections news

“Penrhyn: Sugar and Slate” is an 18-month project at Bangor University Archives & Special Collections funded by the National Cataloguing Grants Programme to create a multi-level online catalogue for the remainder of the unprocessed Penrhyn Papers. Bangor have also received funding from the National Manuscripts Conservation Trust (NMCT) to conduct vital conservation work on the fragile maps contained within the Penrhyn Estate documents.

Bangor University has also set up two new Research Centres based on its Special Collections. These are the Centre for Arthurian Studies and the Colclough Centre for the History and Culture of the Book. The Shankland series of lectures based on the Archives and Special Collections was very successful and is being continued this year. The lectures are held in the Shankland Reading Room. The Library also received funding from the Bangor Alumni Fund for an overhead book scanner to digitise 50 rare books or parts of books.

Shankland Reading Room, University Library, Bangor.

The Drama Association of Wales (DAW) collection is now housed in the library of the Royal Welsh College of Music and Drama. The collection includes several thousand plays, many of which are sets and are available for loan to drama groups. The Royal Welsh College of Music and Drama has been gradually listing and organizing the collection and have now added over 2500 titles to their online catalogue. A new website of Discovering Welsh Music was launched in partnership between Tŷ Cerdd and the National Library of Wales. The resource currently concentrates on five composers: William Mathias, Dilys Elwyn-Edwards, Grace Williams, Joseph Parry and Alun Hoddinott whose work is included within the Library’s collection. The website is a shop window to the collections and provides a bridge between the unique archives (those which have not been performed or published) and the wider audience of musicians and performers.

Cardiff University Library Special Collections have received a grant from the National Cataloguing Grants Programme for Archives funded by the National Archives for the project, ‘Collingwood Collection: Ruskin and Ransome Rediscovered – a literary, philosophical, and artistic portrait from the Lake District”. The grant will pay for an Archivist to work with the collection and catalogue the letters in the Collingwood Archive over the next two years, with elements of crowd sourcing.

In June 2016, the Survey of the Manors of Crickhowell & Tretower by Robert Johnson (1587), held at the National Library of Wales (NLW) was added to the UNESCO Memory of the World UK Register. The awards were presented and celebrated at the Senedd in Cardiff. The UK Register recognises documentary heritage of outstanding significance and the Survey of the Manors of Crickhowell & Tretower is unique in its creation of hand drawn coloured maps as an integral part of the survey. In addition to this the NLW were also awarded Accredited Status under the Archive Service Accreditation Standard. The Accreditation Panel noted that the Library possessed “many areas of strong practice, particularly the excellence of developments in volunteering in recent years, and the mature, confident approach to the preservation of born-digital records, in which the Library is a leader in a UK-wide context.”

Roderic Bowen Library and Archives, University of Wales Trinity Saint David ©Welsh Government

The Roderic Bowen Library and Archives at University of Wales Trinity Saint David have hosted several student interns as part of the MA in Heritage Practice and have also had six volunteers listing photographs and transcribing registers. The National Library of Wales has been able this year to appoint two trainee conservators have with the support of the Library’s Association of Friends. The post holders will contribute to the essential core activities of the Library by enabling access to collections and receive training in all aspects of conservation work, including preventative and treatment activities. It will take more than a year to become a professional conservator with the ability to treat rare volumes and manuscripts and it is hoped, therefore, to continue with the posts, if circumstances permit. The South Wales Miners’ Library and the Richard Burton Archives have both hosted a two-week placement as part of the Heritage Skills Programme at Swansea University.

Wales Showing Our Metal was a joint cataloguing project between the Richard Burton Archives and Archives and Record Council Wales (ARCW) that included cataloguing steel related records in the Archives at Swansea University. As part of the associated Forging Ahead conservation project, student volunteers have been undertaking cleaning, repackaging and the numbering of records of the Iron and Steel Trades Confederation.

Widening Access and Community Engagement

Working jointly with the Open Media Unit and part-funded by the Higher Education Academy, the Open University have produced a free badged open course (BOC) called “Succeeding in a Digital World”. Aimed at those new to life online, the course enables learners to develop the skills and confidence to use technology effectively to achieve their goals. It covers: digital identity, digital footprint and digital citizenship; e-safety, security, privacy, digital wellbeing and Creative Commons; finding reliable information quickly, judging its trustworthiness and dealing with information overload; making the most of apps.

The University of Wales Trinity Saint David has been appointed to lead the teaching of the Welsh language to adults across Wales. The new role will see the institution set up the Wales-wide strategic direction in Welsh for adults, provide leadership for teaching providers and raise teaching standards. The university will also be responsible for developing a national curriculum for Welsh for adults and producing resources.

As part of the community engagement delivery plan of the National Library of Wales, People’s Collection Wales has worked in partnership with Dysgu Bro, offering the ‘Digitising materials for museums, libraries and archives training in digitisation’ which can lead to an accredited course on the Agored Cymru Qualification and Credit Framework. The National Library of Wales Wikipedian in Residence has also been making inroads in increasing public engagement with the library’s digital collections. Engagement events to create, edit and enrich Wikipedia articles (‘Edit-a-thons’) on several topics have been held across Wales, including a Rugby World Cup event at the Millennium Stadium in Cardiff.

Continuing Professional Development

WHELF/HEWIT Gregynog Colloquium 2016

The annual WHELF/HEWIT Gregynog Colloquium was held on 13th-17th June 2016. The Colloquium is a week-long event held at Gregynog Hall near Newtown, Powys and is an opportunity for delegates from the library and IT sectors to gather for a week of professional development and networking. The library programme runs at the beginning of the week (Mon-Weds morning) and the IT programme from Wednesday afternoon until Friday. The theme of the programme this year was “The Academic Library of the Future” and was organized by the University of South Wales who delivered a varied and thought provoking programme.

Wrexham Glyndwr University hosted the CILIP Cymru/North Wales Libraries Partnership Information Day at the Catrin Finch Centre on 11th November entitled ‘Innovate and Inspire’. The event was free to attend for all CILIP members in Wales and beyond and included an address by both the CILIP President Jan Parry and the new CILIP CEO Nick Poole. The annual CILIP Cymru/Wales (Chartered Institute for Library and Information Professionals) conference was held in Swansea with a theme of “Share, Inspire, Lead”. The winner of the Welsh Librarian of the Year Award 2016 was announced at the conference which went to Dylan Hughes, Leisure and Libraries Manager – Wrexham Library and Information Service. Congratulations to Ann Cross, Assistant Head Librarian, University of South Wales and Elen Wyn Davies, Subject Librarian: Medicine, Human & Health Sciences – Swansea University who were shortlisted nominees from the higher education sector.

The 2016 AberLib TeachMeet “How do libraries make you more employable” held at Aberystwyth University was a great success. The event was organized by library graduate trainee from Aberystwyth University, Ellie Downes. There were attendees from the higher education, further education, public libraries and NHS libraries who were able to discuss and share the similar challenges that they faced in their sectors. The WHELF Learning and Teaching Group will be repeating this highly relevant and informative event during 2016-17 with TeachMeets in North and South Wales. Wrexham Glyndwr University have welcomed ten new students on to the BSc (Hons) Library and Information Management Top Up course. For the first time all sectors are represented including health, HE, FE, public and special libraries. The programme has a strong practical component in modern librarianship and equips students with a variety of professionally relevant skills. It is also anticipated that there will be a new intake of students for the FdSC Library & Information Practice in September 2016.

Workforce Training and Development Fund

Piloted during 2015-16 and ready for roll out in 2016-17 WHELF has established a Workforce Training and Development Fund. An annual budget of £5000 has been set aside from WHELF funds with a maximum of £1000 available per request. The funding is to support: staff development events, activities, or OERs that link to, stimulate and support the WHELF Action Plan; events, activities, or OERs that inform ways in which WHELF can develop and be innovative in the future; staff development, training and awareness raising that offers benefits to the widest range of staff within the WHELF membership and if appropriate other library partners in Wales and beyond.

WHELF People

There have been several retirements from WHELF this year. We said goodbye to WHELF Representatives; Nicky Whitsed (Director of Library Services, The Open University), Avril Jones (Director of Collections and Public Programmes at the National Library of Wales) and Anne Harvey (Head of Library and Learning Resources at the University of Wales Trinity Saint David: Swansea). We wish them all well in their retirement and thank them for their support and contribution to the work of WHELF over the years. As the University of Wales merges with the University of Wales Trinity Saint David we also said goodbye to WHELF Representative Bronwen Blatchford and wish her well in her new role as Systems Librarian at Cardiff Metropolitan University and also Assistant Librarian for Music (maternity cover) at the Royal Welsh College of Music and Drama.

Emma Adamson was appointed as the new Vice-Chair for WHELF 2015-17. Emma joined WHELF in 2010, and from the outset has been an active member in supporting and helping WHELF to achieve its aims. Emma has also taken on a new role this year when she moved from being Head of Library Services at Cardiff Metropolitan University to become Director of Learning Services at the University of South Wales.

We welcomed new WHELF Representatives Pedr ap Llwyd who replaced Avril Jones from the National Library of Wales as Director of Collections and Public Programmes along with Tegid Rhys Williams (Information Services Manager, Natural Resources Wales and Kristine Chapman (Principal Librarian, Amgueddfa Cymru-National Museum Wales).

WHELF would also like to congratulate the following WHELF Representatives on their new roles: Mark Hughes Head of Library Services at Cardiff Metropolitan University; Alison Harding, Executive Head of Library and Learning Resources at the University of Wales Trinity Saint David and Steve Williams, University Librarian, Head of Libraries, Archives, Culture and Arts Swansea University.

We would also like to wish Peter Keelan, Head of Special Collections and Archives at Cardiff University and long standing member of the WHELF Archives & Special Collections a happy retirement. Alan Vaughan Hughes is the new Head of Special Collections and Archives and will represent Cardiff University on the WHELF Archives & Special Collections group.

For more information see whelf.ac.uk @whelfed

Credit (Title image): Davide Cantelli - Unsplash

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