Copy-Specific Information in Millennium

Author: James Lake
Posted in: Cataloging & Metadata Council

Last CMC review/update 20180417

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Introduction

Recording copy-specific information is always OPTIONAL. The need for copy-specific notes, and the level of detail contained in them, must be determined by the owning library’s policies, selector, curator, etc. Recording copy-specific details is particularly important in special collections and rare materials cataloging (represented primarily by the Bancroft Library), but certain types of copy-specific information—including imperfections, condition notes, limited edition details, and separate works bound together subsequent to publication—are routinely added to catalog records by a wide variety of catalogers. In a shared catalog, it is highly desirable that copy-specific notes containing similar types of information be formulated in a similar and consistent way across all locations. It is also important that copy-specific information be clearly identified so that the user can easily determine to which copy the information pertains.

For OCLC’s guidelines for copy- or institution-specific notes and added entries, see: http://www.oclc.org/bibformats/en/specialcataloging/default.shtm#CHDICBGF

Best Practices

1) Recording copy-specific information is optional; policies regarding copy-specific information should be developed by each owning unit or library and/or selector or curator

Each owning unit or library should develop general guidelines for the application of copy-specific information. Certain types of copy-specific information, such as imperfections, bound-withs, and copy numbers of limited editions, can be determined by the cataloger at the point of cataloging, but decisions about whether or not to note other types of information, such as binding descriptions or provenance, need to be decided by the appropriate selector or covered by the library’s internal policies.

2) Enter copy-specific information in the bibliographic record

All copy-specific information should be entered in the bibliographic record unless it is not desirable to display the information in the public catalog. Information that is purely related to processing may be entered in Item Record internal notes.

3) Use the appropriate MARC tag, where applicable

As noted below, a wide variety of information was recorded in GLADIS BIB fields and was, consequently, migrated to MARC 590 fields. While 590 is the only field available for most copy-specific information, there are some MARC tags that are defined to include specific types of copy-specific information: “bound with” notes should be recorded in MARC 501; provenance information should be recorded in MARC 561; and, binding descriptions should be recorded in MARC 563.

4) Clearly identify to which owning library and/or copy the copy-specific information applies

In fields that allow its use, enter the MARC Organization Code [1] of the owning library in subfield 5. In fields that do not allow subfield 5 (i.e., 590), preface the note with the text “[Owning] Library copy:” When the owning library has more than one copy with the same call number, the copy number should be included in the preface to the note. When the owning library has more than one copy with different call numbers, the call number should be included in the preface to the note.

Bound-withs[2]

Note: Per the February 2018 decision by the Collection Services Council, no new bound-withs will be created by the University Library Preservation Department. This includes former bound-withs that require photocopy replacement; such replacements will henceforth result in individual title copies.

Enter in the bibliographic record with MARC tag 501 (additional information: http://www.oclc.org/bibformats/en/5xx/501.shtm).
System-supplied OskiCat public display label: With:
Use subfield 5 with MARC Organization Code.
Preface note with copy number if the library owns multiple copies with the same call number.
Preface note with call number if the library owns multiple copies with different call numbers.
Begin the note with the phrase “Bound with”—or in the case of microfilm, “Filmed with”—followed by bibliographic citation(s) of bound in items.
Format of citations can be determined by each cataloging unit, but each unit should strive for consistency for items cataloged by that unit.

Examples:

501 // |a Bound with: Saint-Evremond. Oeuvres mesle?es de Mr. de Saint-Evremont. Paris: Claude Barbin, 1697. Vol. 2. |5 CU-BANC

501 // |a Bound with: Cibber, Colley. She wou’d and she wou’d not. London: John Bell, 1792; Shakespeare, William. Love’s labour’s lost. London: John Bell, 1785; Cumberland, Richard. The fashionable lover. London: John Bell, 1793. |5 CU-BANC

501 // |a Bound with: Saccheri, Girolamo. Euclides ab omni naevo vindicatus. Milan: P.A. Montano, 1733. |5 CU-BANC

501 // |a Bound with: Whole-farm approaches to a safety net / Robert Dismukes and Ron Durst. Washington, D.C.: Economic Research Service, [2006]. |5 CU-BIOL

501 // |a Bound with: Song Hyon’s model for study of music / Ehichung Rachel Chung and The compositional history… / Gregory Nicholas Leet. |5 CU-MUSI

501 // |a Copy 2: Bound with: Hallesches Jahrbuch fur Geowissenschaften. Reihe B: Geologie, Palaontologie, Mineralogie, v. 17-18. |5 CU-EART

501 // |a Bound with: The Puerto Princesa Environmental Estate components / Peñasales Planners. Iloilo City, Philippines : The Planners, 1996. |5 CU-ENVI

501 // |a Bound with: Aichi Daigaku hokei ronshu. Keizai hen; Aichi Daigaku hokei ronshu. Keizai keiei hen, excerpt no. 51-52 pt. 2. |5 CU-EAST

501 // |a Bound with: Delbrück, Hans. Nibelungenlied. 1925. |5 CU

501 // |a Filmed with: Pravda o masonstve / A. Klizovski?. Rig? : M. Didkovska izd-ba, [193-?]. Bound together subsequent to publication. |5 CU-NEWS

Restrictions on Access

Use to record restrictions on individual items that are not handled by status, item type, or sub-location codes.[3]
Enter in the bibliographic record with MARC tag 506.
System-supplied OskiCat public display label: Access
Use subfield 5 with MARC Organization Code.
Preface note with copy number if the library owns multiple copies with the same call number.
Preface note with call number if the library owns multiple copies with different call numbers.
Begin note with the word “RESTRICTED” followed by details of the restrictions on access.

Examples:

506 // |a RESTRICTED. |b Requests for use of original must be approved by the appropriate curator. |5 CU-BANC

506 // |a RESTRICTED. |b Use microfilm copy with call number BANC FILM 2333. |5 CU-BANC

506 // |a RESTRICTED. |b May not be duplicated without written permission of Jackson MacLow. |5 CU-BANC

Binding descriptions[4]

Enter in the bibliographic record with MARC tag 563 (additional information: http://www.oclc.org/bibformats/en/5xx/563.shtm).
System-supplied OskiCat public display label: Binding
Use subfield 5 with MARC Organization Code if the binding is custom, or copy-specific (i.e., unique); do not use subfield 5 if the binding is a commercial, trade binding (i.e., every copy of the book off the press has the same binding).
Preface note with copy number if the library owns multiple copies with the same call number.
Preface note with call number if the library owns multiple copies with different call numbers.

Examples:

Trade bindings (all copies are bound as described; applies to universal description)

563 // |a Illustrated wrapper.

563 // |a Green cloth; dust jacket.

563 // |a Black cloth spine and red boards; dust jacket.

Note: Bancroft Library practice is to include a MARC Organization Code in all binding descriptions.

563 // |a Illustrated wrapper. |5 CU-BANC

Unique or custom bindings (binding description is copy-specific)

563 // |a Full calf, front cover and spine gilt; marbled endpapers. |5 CU-BANC

563 // |a Contemporary sheep-backed sprinkled boards, spine ruled and lettered in gilt; top edge gilt. |5 CU-BANC

Other copy-specific binding information

563 // |3 Bancroft Library copy fZ253.3.V36 1993: |a In slip case, as issued. |5 CU-BANC

Imperfect copies

Enter in the bibliographic record with MARC tag 590.
System-supplied Local note
Preface the note with the owning library name. [subfield 5 not valid in 590]
Add copy number if the library owns multiple copies with the same call number.
Add call number if the library owns multiple copies with different call numbers.
Include the word “Imperfect” in the note.
Use the word “wanting” to indicate missing elements.
This note can also be used for damage that occurs after cataloging.

Examples:

590 // |a Bancroft Library copy: Imperfect: t.p. torn with some loss of text.

590 // |a Bancroft Library copy 2: Imperfect: all after p. 236 wanting.

590 // |a Bancroft Library copy: Imperfect: worm holes on p. 643-664, affecting text.

590 // |a Business Library copy: Imperfect: p. 1-3 wanting.

590 // |a Engineering Library copy: Imperfect: bound upside down.

590 // |a Main Library copy: Imperfect: col. map and appendixes (leaves 58-75) wanting.

590 // |a Main Library copy: Imperfect: p. 6-7 replaced with photocopy.

590 // |a Main Library copy: Imperfect: accompanying CD-ROM wanting.

590 // |a Environmental Design Library copy HT166.A1C25.D15 1992:5: Imperfect: odd-numbered pages wanting.

Miscellaneous

Enter in the bibliographic record with MARC tag 590.
Only use MARC tag 590 if no other MARC tag is applicable.
System-supplied OskiCat public display label: Local note
Preface the note with the owning library name. [subfield 5 not valid in 590]
Add copy number if the library owns multiple copies with the same call number.
Add call number if the library owns multiple copies with different call numbers.

Examples:

Author’s signatures/presentation inscriptions:

590 // |a Bancroft Library copy: Author’s presentation inscription to Alan Temco on t.p.

590 // |a Music Library copy: Autograph of the composer on t.p.

Clippings and other items inserted after publication:

590 // |a Bancroft Library copy: Author’s obituary (San Francisco chronicle, Apr. 30, 2009) laid in.

590 // |a Bancroft Library copy: Specification sheet tipped in.

590 // |a Biosciences Library copy: Errata slip tipped in.

Copies belonging to limited editions:

Notes about limited editions are general, not copy-specific, notes. Make a 500 note about the edition, quoting if possible. When the statement of the limitation of the edition is lengthy or complex, refer to (or quote) only that part that includes the characteristics of the copy being cataloged. If the total number of copies in the edition is known, include that number in the note.

500 // |a “750 copies printed”–Colophon.

500 // |a Limited ed. of 300 signed and numbered copies.

500 // |a “This special signed limited edition is limited to 200 numbered paperback copies and 26 deluxe hardcover copies”–Added t.p.

500 // |a “Il a été tiré de la présente édition cinq cents exemplaires, dont quatre cent quartre-vingt-quinze sur papier de Hollande, numérotés de 6 à 500”–Colophon.

500 // |a “200 copies printed by Drukkerij Nieuw Leven, The Hague”–Simoni C5.

Make a 590 note (in addition to the 500 note described above) if the copy being cataloged has a number or letter, or if the edition has been described as numbered but the copy being cataloged is unnumbered.

590 // |a East Asian Library copy: No. 696.

590 // |a Morrison Library copy: No. 233, signed by the author and illustrator.

590 // |a Bancroft Library copy: Unnumbered copy “PC”; signed by Simon Janus and Weston Ochse.

590 // |a Bancroft Library copy 1: No. 27 of the limited ed.
590 // |a Bancroft Library copy 2: Unnumbered copy.

Condition notes:

590 // |a PFA 0231-01-16714. CONDITION NOTE: This version has slight improvements since the last Blu-ray burn (“sparkle” reduction, gate junk cropped out).

590 // |a PFA 3500-01-4931. CONDITION NOTE: Last checked: 2002/04/24; Vinegar syndrome; A-D level 1-3.

Provenance

Use to record ownership and/or custodial history.
Provenance notes are made when it is also desirable to trace the donor/former owner/collection in an added entry.
Enter in the bibliographic record with MARC tag 561 (additional information: http://www.oclc.org/bibformats/en/5xx/561.shtm), first indicator 1 (public) or 0 (private[5]).
System-supplied OskiCat public display label: Provenance
Use subfield 5 with MARC Organization Code.
Preface note with copy number if the library owns multiple copies with the same call number.
Preface note with call number if the library owns multiple copies with different call numbers.

Examples:

561 1/ |a From the Carl I. Wheat map collection. |5 CU-BANC
799 0/ |a Carl I. Wheat map collection. |5 CU-BANC

561 1/ |a Don Herron collection of mystery and detective stories. |5 CU-BANC
799 0/ |a Don Herron collection of mystery and detective stories. |5 CU-BANC

561 1/ |a Ownership stamp of Dr. William R. Fox on front free endpaper. |5 CU-BANC

561 1/ |a Stamps: Miliukov Library, withdrawn. |5 CU-BANC

Source of Acquisition

Use to record the immediate source of acquisition only if there is no order record and/or it is desirable to display the information to the public.
Source notes are made when it is not desirable to trace the source of acquisition in an added entry.
Source notes may be used to record purchase information when there is no order record associated with the item.[6]
Enter in the bibliographic record with MARC tag 541 (additional information: http://www.oclc.org/bibformats/en/5xx/541.shtm), first indicator 1 (public) or 0 (private[7]).
System-supplied OskiCat public display label: Source
Use subfield 5 with MARC Organization Code.
Preface note with copy number if the library owns multiple copies with the same call number.
Preface note with call number if the library owns multiple copies with different call numbers.

Examples:

Note: All of the following examples are hypothetical. This is just one valid way of recording this type of information. If there is an order record, it is probably unnecessary to create a Source note. However, if the information needs to be displayed to the public, it must be entered in a note in the bibliographic record. If the information does not need to be displayed to the public, or is undesirable to display, the Internal Note in the Item Record is available for this type of information. For more information on Source of Acquisition notes, see the OCLC documentation (includes subfield definitions, additional available subfields, and additional examples).

541 1/ |c Gift; |a John Smith; |d 1995. |5 CU

541 1/ |c Purchase; |d 20040115. |5 CU-ETH

541 1/ |c Transfer; |a Entomology Library; |d 1999. |5 CU-BIOL

541 1/ |c Deposit; |a 701 Depository Program; |d 20090501. |5 CU-ENVI

Combined Notes

More than one copy-specific element can be combined in a single note, if it can be done clearly and succinctly.
In the case of multiple copies, each copy should have its own copy-specific note(s).
In general, do not combine binding, provenance, or source notes into a 590; use the appropriate MARC field (501 for bound with; 563 for binding, 561 for provenance, 541 for source). In cases of multiple copies exhibiting a variety of copy-specific details, a combined note may be made for the sake of clarity.

Examples:

590 // |a Bancroft Library copy: Imperfect: engraved plate wanting. With ms. marginal annotations and doodles.

590 // |a Bancroft Library copy: No. 25; signed by the author on t.p.

590 // |a Bancroft Library copy: No. 123, in slipcase as issued. Accompanying print (“Untitled, 1.9.00”; no. 20/20) in oversize folder with call no.: pff PS3507.U629.S87 2008 suppl.

561 1/ |a Gift of the author; autograph on t.p. |5 CU-ENVI

Examples of combined notes for multiple copies exhibiting a variety of copy-specific features:

590 // |a Mark Twain Papers copy 1: Exhibits the following characteristics noted by Blanck: 1. Title-leaf conjugate with [1]7; copyright notice dated 1884. 2. Illustration noted on p. [13] as at p. 87. 3. Page 57 has reading “with the saw”. 4. Engraving on p. 283 is in original state, and leaf is conjugate with leaf 183. 5. On p. 155, the final 5 is larger than the first, extending below the line. 6. The portrait frontispiece has imprint of the Photo-Gravure Company and the tablecloth or scarf is not visible. Bound in green gilt stamped decorated cloth. From the library of Charles Erskine Wood and Sara Bard Field.

590 // |a Mark Twain Papers copy 2: Exhibits the following characteristics noted by Blanck: 1. Title-leaf conjugate with [1]7; copyright notice dated 1884. 2. Illustration noted on p. [13] as at p. 87. 3. Page 57 has reading “with the saw”. 4. Engraving on p. 283 is in original state, and leaf is conjugate with leaf 183. 5. On p. 155, the final 5 is larger than the first, extending below the line. 6. The portrait frontispiece has imprint of the Photo-Gravure Company and the tablecloth or scarf is not visible. Bound in blue gilt stamped decorated cloth. Binding loose at spine.

590 // |a Mark Twain Papers copy 3: Exhibits the following characteristics noted by Blanck: 1. Title-leaf is a cancel; copyright notice dated 1884. 2. illustration noted on p. [13] as at p. 88. 3. Page 57 has reading “with the was”. 4. Engraving on p. 283 is in original state, and leaf is conjugate with leaf 183. 5. On p. 155, the final 5 is lacking. 6. The portrait frontispiece has imprint of the Heliotype Printing Company, and the tablecloth or scarf is clearly visible. Bound in half leather and marbled boards. From the Appert collection.

Added Access Points

When making copy-specific added access points, use MARC tags 796, 797, 798 local added entries.
Record personal and corporate names in the form found in the LC Name Authority File (NAF), if there is one.
Follow a personal or corporate name with the appropriate relationship designator in subfield e.
All copy-specific added access points must have subfield 5 MARC Organization Code.

Examples:

796 – Personal name (additional information: http://www.oclc.org/bibformats/en/7xx/796.html)

796 1/ |a Farrand, Beatrix, |d 1872-1959, |e former owner. |5 CU-ENVI

796 1/ |a Sun, Richard, |e former owner. |5 CaBeUAHC

796 1/ |a Adams, Katharine, |d 1862-1952, |e binder. |5 CU-BANC

796 1/ |a Coupart, |c M. |q (Antoine Marie), |d 1780-1848, |e associated name. |5 CU-BANC

797 – Corporate name (additional information: http://www.oclc.org/bibformats/en/7xx/797.html)

797 2/ |a Santa Maria di Morimondo (Monastery : Milan, Italy), |e former owner. |5 CU-BANC

797 2/ |a Syston Park Library (Lincolnshire, England), |e former owner. |5 CU-BANC

798 – Meeting name (additional information: http://www.oclc.org/bibformats/en/7xx/798.html)

There is no current use of local meeting names in Millennium.

799 – Uniform title (additional information: http://www.oclc.org/bibformats/en/7xx/799.html)

799 0/ |a Bancroft poetry archive. |5 CU-BANC

799 0/ |a Don Herron collection of mystery and detective stories. |5 CU-BANC

799 0/ |a UCB José Martí National Library of Cuba Cooperative Project. |5 CU

799 0/ |a Environmental Design Library rare materials collection. |5 CU-ENVI

Historical background

In GLADIS, copy-specific information was recorded in the holdings record using BIB (for general information), PRV (for provenance information), and, in some cases, CIR (for circulation restrictions) fields. In Millennium, copy-specific information will be recorded in the bibliographic record using appropriate MARC tags. While special collections and rare materials make much more extensive use of copy-specific information, a wide variety of general-use materials exhibit copy-specific aspects that need to be recorded.

Migration

NOTE: The following section is designed to provide historical background only. For instructions on creating copy-specific notes in current cataloging, please see Best Practices above.

During migration, there was no way to distinguish the information recorded in BIB fields so it all migrated as MARC 590 fields in the bibliographic records.

All information recorded in PRV fields was migrated into MARC 561 fields in the bibliographic record.

Since this migrated BIB and PRV information relates only to a specific copy, not to the universal description, copy identification in the form of owning library (location) and call number was added to the bibliographic fields in order to distinguish them from one another. [Note: Where subfield 5 was valid (i.e., in 561), it was used in conjunction with the MARC Organization Code [1] to identify the owning location. Where subfield 5 was not a valid option (i.e., in 590), the GLADIS 4-letter location code was used as a preface in subfield a.]

BIB – Various types of information were recorded in BIB fields in GLADIS: binding descriptions, imperfections, “bound with,” clippings or other insertions, author’s signatures and inscriptions, etc. BIB data was mapped to the Millennium bibliographic record in MARC tag 590, subfield a. The 4-letter GLADIS LOC code for the owning library and the item call number precede the text of the note, including the prestamp, if applicable. [Note: No subfield coding from the call number field was migrated to the 590.] In cases where there were multiple BIB fields associated with a single copy a separate 590 was created for each separate BIB.

PRV – Provenance information, detailing former owners, collection information, etc., was recorded in PRV fields in GLADIS. PRV data was mapped to the Millennium bibliographic record in MARC tag 561, 1^st indicator 1, subfield a. The owning library location (spelled out) and the item call number precede the text of the note, including the prestamp, if applicable. [Note: No subfield coding from the call number field was migrated to the 561.] Subfield 5, containing the MARC Organization Code for the owning library, follows the text of the note.

CIR – Circulation restrictions, including physical restrictions on access, were recorded in CIR notes in GLADIS. CIR data was migrated, but not mapped. As appropriate, the text in CIR will be used to set STATUS in the Item Record post-migration.

Clean Up

MAIN Technical Services has used the 590 note to indicate Level 2 and Level 3 cataloging. This note is not meant to be permanent, and should not be protected when the record is upgraded with a full level record.
As there are other 590 notes which should be retained, these “low level cataloging” notes should be moved to another 59X field. This will ensure that load tables that load incoming bibliographic records to OskiCat can be set up to protect any target record 590 field, while allowing for the removal of this “low level cataloging” note as an automated function of record upgrade and overlay.
“Low level cataloging” 59X to be determined following migration.

While subfield 5 values were set as a function of migration where possible, there were several MARC Organization Codes that had not yet been established:
CaBeUAHC (Art History/Classics)
CaBeMRC (Media Resources Center)
CaBeUSSA (South/Southeast Asia Library)
When a subfield 5 was created, the GLADIS location was used as a placeholder. For example:

These placeholder subfield 5 values will need to be updated to the valid MARC Organization Codes.

Move targeted 590 fields to appropriate targeted note fields. For example:

Any 590 with text “Bound in” would be retagged as a 563.
Content would be edited to remove “Bound in”.
Content would be edited to remove GLADIS four digit location and add applicable subfield 5 with MARC Organization Code.
Call number would be removed where applicable.

Notes

[1] MARC Organization Codes are maintained by the Library of Congress. To search LC for UC Berkeley codes: 1) go to http://www.loc.gov/marc/organizations/orgshome.html ; 2) Click “Search the MARC Organization Codes Database”; 3) In the “Search by Organization” box, type “university of california, berkeley” and click “Search.”

[2] These instructions apply only to separate bibliographic works that have been bound together after publication. Items issued bound together by the publisher should be described using MARC tag 501 without subfield 5.

[3] Most CIR notes migrated from GLADIS were used to set status, item types, and sub-locations. Only very few CIR notes (mostly those used by Bancroft) are suitable for a Restriction on Access note.

[4] Notes about binding information are generally only made for antiquarian, rare, or special collections materials.

[5] If first indicator 0 is used, the information will not be displayed in the public interface of OskiCat. However, if a user displays the MARC record, the field will be visible. If this information is truly meant to remain private, consider either not including it all or putting it into an Internal Note (x) in the Item Record.

[6] Bancroft Library policy is to record this type of purchase information in the Internal Note in the Item Record.

[7] If first indicator 0 is used, the information will not be displayed in the public interface of OskiCat. However, if a user displays the MARC record, the field will be visible. If this information is truly meant to remain private, consider either not including it all or putting it into an Internal Note (x) in the Item Record. (Note: Bancroft policy is to use the Internal Note in the Item Record, except for archival collections.)

[8] On October 15, 2013, Cataloging and Metadata Council approved the use of MARC tags 796, 797, and 798 for local personal, corporate, and meeting name entries. A request to LSO to switch all 700 and 710 fields that also contain subfield 5 to 796 and 797, respectively, is pending.

[9] On December 15, 2009, Technical Services Council approved the switch from MARC tag 730 to 799 for local uniform title entries and LSO converted all existing 730/|5 entries to 799/|5 in January 2010.

ILS Technical Processes Transitional Task Force
Dana Jemison (chair), Data Control Unit
Randal Brandt, The Bancroft Library
Jean Dickinson, Original Cataloging, Technical Services
Ginny Moon, NRLF
Mark Takaro, Institute of Governmental Studies Library
May 18, 2009

Revised: Randal Brandt, October 24, 2013

Legacy Data

Author: Jim Lake
Approval Group: ILSSC, Cataloging and Metadata Council
Update Group: Cataloging & Metadata Council
Last updated date: 02/18/16

Archived Comments

Tue, 02/13/2018 - Lisa Rowlison de Ortiz
Document updated to reflect CSC policy for locally created bound-withs. 

Thu, 10/24/2013 - 14:25 — Randal Brandt
 Document updated to reflect current practice, including addition of 79X tags for local added access points.

Mon, 08/15/2011 – 13:59 — Randal Brandt
1) Added note about “Migration” section being for historical information only, with link to “Best Practices” section.
2) Added links to new “MARC Organization Codes” data definition

Created: April 26, 2016
Last revised: June 4, 2018
Review date: None set

Comments 1

Randal Brandt

March 21, 2018 at 6:13 pm

1) Added “condition notes” to Introduction, and 2 examples from PFA to “Miscellaneous” examples (590)
2) Updated 1st example under “Restrictions on access” to reflect revised Bancroft policy
3) Changed “Limited editions” to “Copies belonging to limited editions” under “Miscellaneous” examples (590)
4) Revised “Combined notes” instructions to permit combining binding, provenance, and other information in certain circumstances, + added examples from MTP
5) Changed “Background” to “Historical background” and made minor changes to text

Copy-Specific Information in Millennium

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