2024 HR Insider Fall Newsletter

Fall 2024

Insider Human Resources Creativity | Collaboration | Integrity | Stewardship | Professionalism | Science-Based

Fall Edition 2024 Benefits Annual Open Enrollment Update New Dental Plans Human Resources Personal Leave Buyback Trakstar Performance Evaluations Retirement Mission Square Upcoming Webinars TCDRS Webinars

Training 2024 Training Catalog

Records Metadata

Team Building Anniversaries Wellness Wellness Newsletter

New Hires

S p r i n g w i l d f l owe r s a t t h e Nu e c e s r i v e r

Important Dates Deadlines; Anniversaries; Birthdays and Events

Information Technology EAGIS Input Technology Upgrades IT Collaboration Password Security

Holiday Scams System Uptime

CLICKABLE LINKS:

MEDICAL DENTAL FSA/DCAP/HRA

LIFE/AD&D/LTD

RETIREMENT

MISSION SQUARE

Fall 2024

Benefits

Human Resources

Annual Open Enrollment Update T he 2024-2025 Open En- rollment period has con- cluded, and any changes you made reflect on your October 4th paycheck. We encour- age all employees to review their benefits summary and pay state - ments at this time. HRA/FSA Contributions

Personal Leave Buyback E mployees who are eligible may participate in the Personal Leave Buyback Program for 2024. To be eligible, an employee must have an ac- crued: 1. Personal leave balance of at least 240 hours by No- vember 30th; 2. Sick leave balance of at least 160 hours by Novem- ber 30th; and 3. Be actively employed with the EAA in December An accrued personal leave balance of 240 hours must be maintained; therefore, only the hours above the 240-

• On January 1, 2025, employees who elected the PPO medical plan will receive a $1,000 con- tribution to a Health Reimburse- ment Account (HRA) for medi- cal, dental, and vision expenses. • For employees who selected the HDHP medical plan, the EAA will contribute $3,499.99 to a Health Reimbursement Account (HRA) for medical expenses and $1,000 to a dental and vision HRA account. If you switched your medical plan or added vision coverage, new ID cards will be mailed to you soon. You can also access digital and

temporary ID cards by logging into your Blue Cross Blue Shield (BCBS) account. You can find our benefits booklet, certificates of coverage, and plan summaries in SharePoint for fur- ther reference. Qualifying Life Events: Outside of the Open Enrollment period, changes to your benefits can only be made if you experience a Qualifying Life Event (QLE), such as marriage, divorce, or a spouse gaining or losing employment. Be sure to notify HR and submit the required documentation within 30 days if you experience a QLE.

hour threshold are eligible for the Personal Leave Buy- back. An employee may “sell” some of their accrued personal leave in increments of 8 hours up to a maxi- mum of 80 hours. If you meet this criteria and wish to participate in the Personal Leave Buyback, please complete and submit the Personal Leave Buyback form via NeoGov by De- cember 4, 2024. Forms received after this deadline will not be accepted. The Personal Leave Buyback payout will be included in the normal biweekly paycheck on December 27, 2024.

• On October 1, qualified em - ployees who elected the HDHP medical plan received a $500.00 employer contribution to their FSA account. These funds can be used for medical, dental, and vision expenses, with FSA funds being exhausted first.

Trakstar Performance Evaluations EAA Annual Performance Evaluations are just around the corner! Here are some important deadlines to keep in mind as the year progresses:

Training for Performance Evalu- ations for Supervisory Staff will be held, via Zoom, on November 7, 2024, and for Non-Superviso- ry Staff on November 21, 2024. Be on the lookout for more infor- mation from Human Resources. In the meantime, we encour- age you to login to Trakstar and add notes regarding your per- formance. Taking notes is an important performance manage- ment tool as alleviates the stress of remembering projects/tasks com- pleted throughout the year. It also allows you to efficiently assess your performance during the evaluation period. Here’s how to take notes in Trakstar: Select My Notes from the Homepage You can find ‘My Notes’ tab on the left-hand side of your screen.

manager. Select a com- petency that this note is related to. If no compe- tency is selected, your text will be placed in the General Notes section. You may also attach a file (Customer Letter, Certificate etc.). Save by clicking Add This Note. Alternatively, you can add notes directly to each competency on the eval-

New Dental Plans: How to Access Your BCBS Dental Portal I f you missed the email with instructions on ac- cessing your new dental plans, don’t worry! Here’s a quick guide on how to view your Blue Cross Blue Shield of Texas (BCBS) dental coverage: How to Access: • Visit the BCBS websi- te: https://www.bcbstx. com • Log In: Click “Log In or Sign Up” and select “Member Login.” • Enter Credentials: Use medical coverage will ap- pear by default. To access your dental coverage: • Click on the PPO drop- down menu at the top of the page. • Select Dental to navi- gate to your dental por- tal. From the Dental Portal: • Find in-network dental providers • Review claims • Explore the Dental We- llness Center L ooking for expert den- tal advice and helpful resources? The Dental Wellness Center is your go-to hub for all things dental! Here’s how to ac- cess it and make the most of its features: How to Access: • Click on the My Health tab • Select Wellness • Scroll down to the Dental Wellness Center Key Features: • Ask a Dentist: Got dental questions? Get professional advice through this feature. the same username and password as your me- dical benefits. Once logged in, your Keep an eye out for your dental ID cards arriving by mail and an email with your Certificate of Coverage!

Discover The Dental Wel lness Cent e r !

• Find a Dentist: Easily locate in-network den- tists in your area. • Dental Cost Advisor: Research dental fees in your region to stay in- formed. Dictionary: Look up common den- tal terms and expand your knowledge. • Educational Videos: Watch videos on va- rious dental topics to learn more about oral health. Take advantage of these tools to stay informed and make your dental care easier! • Dental

Input Your Note Enter your note in the text box and select a privacy setting to determine if the note will be visible to your

uation. From your Dashboard, Click View Review. Your evaluation will open. Navigate to the competency you wish to add a note. Click Add

Note and designate the visibility settings.

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Fall 2024

Retirement Mission Square Retirement Upcoming Education Webinars

WEBINARS TAILORED TO MEMBERS

All webinars are held from 12:00 p.m. - 1:00 p.m. Register HERE for all webinars below. Navigating the Next Chapter: Preparing for Your Retirement If you’re retiring soon, you probably have many questions about your retirement accounts. Learn what you should consider next. Wednesday, October 16th Retirement 101: A Comprehensive Overview

Most of us imagine retirement as a happy time - a reward for a lifetime of hard work, full of possibilities. With Ame- ricans living longer, retirement will make up a full third of many people’s lives. This makes planning for it essential. Wednesday, October 23rd Quarterly Economic Overview Join MissionSquare Retirement for an update on the finan - cial markets for the most recent quarter. Wednesday, October 30th Financial Planning Basics: How to Set and Achieve Your Goals

ASSOCIATION OF FINANCIAL EDUCATORS - Retirement planning is more than just understanding your TCDRS benefits. Join TCDRS as we host speakers from the Association of Financial Educators to provide you with additional information related to budgeting, saving, and other financial resources to help you plan for retirement and the unexpected on your road to retirement. 457s & IRAs Wednesday, October 23th, 12:00 - 1:00 p.m. Click HERE to register. Savvy Cybersecurity Thursday, November 14th, 12:00 - 1:00 p.m. Click HERE to register. Retirement Options Retirees Must Know Wednesday, December 4th, 12:00 - 1:00 p.m. Click HERE to register. WELCOME TO TCDRS Welcome to your new job with a county or district that participates in the Texas County & District Retirement System! TCDRS is one of the best funded retirement systems in the country and provides lifetime benefits to eli - gible members at retirement. In this webinar, you’ll learn how you and your employer are saving for your future benefits, the importance of designating beneficiaries, and get an introduction to all the resources available to you at TCDRS.org. Friday, November 1st, 9:00 - 9:30 a.m. Click HERE to register. PREPARING FOR A SUCCESSFUL TCDRS RETIREMENT Retirement is not just about the money. If you are thinking about retiring in the next five years, join TCDRS for a webinar about how to plan for a successful retirement. We’ll not only talk about the financial aspect of retirement, but the emotional transition as well. Plus, we’ll walk you through the steps for processing your TCDRS retire- ment. 2 Sessions - Friday, November 8th, 9:00 - 10:00 a.m. and Wednesday, December 11th, 12:00 - 1:00 p.m. Click HERE to register. ENVISION YOUR FINANCIAL FUTURE Retirement planning begins on day one. Join TCDRS for a webinar to review how your TCDRS retirement plan works and how life changes can impact your benefits. We’ll also discuss the importance of saving outside your TCDRS plan. The earlier you start saving for retirement, the more options you’ll have when you are ready to take that next step. Wednesday, November 13th, 12:00 - 1:00 p.m. Click HERE to register.

Everyone can benefit from a financial plan that is tailored to individual needs and circumstances. A financial roadmap can motivate you to save money, help you meet your financial goals, and improve your overall financial security now and in the future. Wednesday, November 6th Effective Estate Planning: Protecting Your Assets for the Future An effective estate plan can help ensure your family’s financial needs will be taken care of, and that your personal wishes will be carried out in the event of your death. Wednesday, November 13th Retirement Income Planning: Tips to Help Make Your Money Last Understanding how much income you’ll need to support the retirement you want, and positioning your assets to provide that income, is important. While there’s no one-size-fits-all plan, there are steps you can take to maximize the possibility of a financially secure retirement. Wednesday, November 20th Making the Most of Social Security - Retirement Income Enhancing Strategies Understand the basic elements of the Social Security program and focus on strategies that can help make the most of the benefits you receive. Wednesday, November 27th Managing Your Investments: Helping To Keep Your Retirement On Track An investing strategy is a carefully planned and prepared approach to managing and accumulating money to help meet your short-, mid-, and long-term financial goals. Investment planning requires discipline and patience, but it doesn't have to be difficult. Wednesday, December 4th The Medicare Puzzle: Understanding Your Medicare Options There are many pieces to the Medicare puzzle you need to be aware of. Gain insight to Medicare and the impor- tance of knowing just when you need to apply. Wednesday, December 18th

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Fall 2024

Training 3RD QUARTER TRAINING EVENTS

THE EVALUATION PROCESS FOR SUPERVISORY STAFF

NOVEMBER 7, 2024

TIME: 10:00 - 11:00 LOCATION/PLATEFORM: VIRTUAL/ZOOM

A well-designed performance management program helps employees understand how their work contributes to the overall vision, mission and success of the organization. In this session, we will walk-through the performance management and development program including steps required for completion of the employee annual evalua- tion. By Invitation Only. Zoom link to join has been sent to designated group via Outlook.

ACI HEALTH & WELLNESS WEBINAR DIETARY SUPPLEMENTS

OCTOBER 23, 2024

TIME: 10:00 - 11:00 LOCATION/PLATEFORM: VIRTUAL/ZOOM For some people, vitamins and supplements can contribute to a healthier diet. Learn how dietary supplements are regulated, who can benefit from taking them, and tips for purchasing supplements. Click HERE to REGISTER. Registration is Required. After registering, you will receive a confirmation email containing information about joining the meeting.

RECORDS REFRESHER TRAINING (MANDATORY FOR ALL STAFF)

OCT 30 - Nov 1, 2024

TIME: N/A LOCATION/PLATEFORM: VIRTUAL/NEOGOV

This training will provide a refresher on Records Management, Records Retention, Open Records Request, and provide End-user tips for SharePoint. Highlights include: Why is records management important? Employee Re- sponsibilities. Public information requests and SharePoint Versioning. On October 30th, staff will receive an email notification from NEOGOV regarding the assigned course and will have 28 days to complete this training. Since NeoGov maintains your Certificate of Completion in your NeoGov profile, there is no need to submit/forward your certificate to Human Resources.

CPR/FIRST-AID/AED TRAINING (MANDATORY FOR FIELD PERSONNEL) OCTOBER 30, 2024

TIME: N/A LOCATION/PLATEFORM: EAA RECHARGE ROOM CPR/First-Aid/AED training for Edwards Aquifer Authority employees will be held in-person from October 30, 2024 – November 1, 2024.

Morning sessions (8:00am-12:00pm) & Afternoon sessions (1:00pm-5:00pm) are available. Seating is limited to 10 stu- dents/session. Registration is required. Click HERE to regis- ter via Eventbrite. American Heart Association (AHA) Certification cards will be issued electronically and are valid for two years. Portions of this training consists of hands-on activities and floor prac - tices, please dress appropriately. This training is open to all staff. However, it is MANDATORY for field personnel.

THE EVALUATION PROCESS FOR NON-SUPERVISORY STAFF

NOVEMBER 21, 2024

TIME: 10:00 - 10:30 LOCATION/PLATEFORM: VIRTUAL/ZOOM

This session is for those who need additional assistance navigating Trakstar, our online performance management platform. We will walk-through the evaluation process including completing a self-assessment, adding notes/ comments, and uploading supporting documentation.

Click to JOIN ZOOM on Day of Event ADD to your Outlook Calendar (.ics)

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Fall 2024

Records

Team Building

W e want to extend our heartfelt thanks to everyone who attended our recent Team Building event! Your enthu- siasm and participation truly made this gathering a memorable experience, and it was wonderful to see ever- yone come together, connect, and enjoy a day away from the usual hustle and bustle. A special thank you goes out to our inspiring guest speaker, Alex Demczak, who shared valuable insights on teamwork, communication, and building a culture of collaboration.

The Importance ofMetadata inElectronicDocuments andRecordsManagement

I n the digital age, organizations face the chal- lenge of efficiently managing an ever-growing volume of electronic documents and records. Metadata, often called “data about data,” is cru- cial in electronic documents and records man- agement systems (EDRMS). It provides valuable information about documents’ content, context, and characteristics, facilitating effective organi - zation, searchability, and retrieval. In this blog post, we will explore the importance of metadata in EDRMS and how it enhances document man-

S upporting Document Version Control and Audit Trails: Metadata is critical to ensure document version control and maintain accurate audit trails. Or- ganizations can track and manage document changes effectively by capturing metadata about document re - visions, including version numbers, timestamps, and authors. This allows for better control over document updates, prevents unauthorized modifications, and en - ables the retrieval of previous versions if necessary. Additionally, metadata can serve as a valuable resource for audit purposes, providing a comprehensive histo-

agement processes, improves information governance, and enables organizations to har- ness the full potential of their digital assets. F acilitating Document Orga- nization and Classification: Metadata provides a structured framework for organizing and cat- egorizing electronic documents. By assigning relevant metadata

ry of document activities, including who accessed, modified, or shared the document and when those ac- tions occurred. E nabling Data Analysis and Business Intelligence: Metadata unlocks an organiza- tion’s data analysis and business intelligence potential. Organiza- tions can gain valuable insights by analyzing patterns and trends

to each document, such as title, author, creation date, and keywords, organizations can establish consistent and standardized methods for organizing their digital assets. This ensures that documents can be easily lo- cated and retrieved when needed. The metadata-driv- en organization also enables users to browse through documents based on specific criteria, such as document type or department, enhancing efficiency and saving valuable time. E nabling Efficient Search and Retrieval: Metadata significantly enhances the search capabilities of electronic documents and records management. By indexing metadata attributes, users can perform ad- vanced searches using specific criteria, keywords, or combinations of metadata fields. This allows for pre - cise and targeted retrieval of documents, reducing the time spent manually searching vast document reposito- ries. Quickly locating relevant information fosters pro- ductivity and streamlines organizational decision-mak- ing processes.

by capturing metadata related to document attri- butes, such as customer names, product catego- ries, or geographic locations. The metadata-driv- en analysis provides a deeper understanding of organizational processes, customer behaviors, and market dynamics, facilitating informed de- cision-making and strategic planning. Continue reading by clicking HERE

Follow this link to view this month's newsletter which goes over tips to prepare for the flu sea - son, breathwork, and the upcoming holiday season. Wellness Newsletter

Jose Barela Field Operations Manager 17 Years of Dedication!

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Fall 2024

New & Internal Hires

We would like to recognize and congratulate our 3rd quarter 2024 EAA employee anniversaries. Thank you for your dedicated service and we wish you many more successful years ahead! Anniversaries

Maddison Orquiz Aquifer Science Intern

Omar Garcia (Internal Hire) Senior Director of Water Resources

Maddison joined the EAA on Sep- tember 16h. Maddison is pursuing a Bachelor of Science degree in En- vironmental Science from UTSA, with an expected graduation date of December 2024.

Karen joined the Aquifer Science Re- search & Modeling department on Oc- tober 14th. Karen will be responsible for performing data collection and data analyses activities designed to carry out the mission of the Edwards Aquifer Au- thority. Daniel joined the Water Resources de- partment on September 3rd. Daniel co- mes to the EAA with 5 years of expe- rience in solar installation and electrical systems management. Daniel will be responsible for performing installations and repairs of automated meter reading systems. Trish was promoted to HR Associate I on August 17th. Trish will be responsi- ble performing a variety of intermediate level administrative and technical duties supporting the activities and services of assigned department to carry out the mission of the EAA and its regulatory compliance program. Omar was promoted to Senior Direc- tor of Water Resources on August 3rd. Omar will be responsible for directing and performing daily coordination of the EAA’s groundwater withdrawal per- mitting, metering, critical period mana- gement, grant programs and its regula- tory compliance program.

Name

Date Of Hire Recognized at Board Years of Service

Martin Hernandez Isabel Martinez Joseph Sterzenback

09/16/2019 11/16/2009 11/29/1999

10/08/2024 12/10/2024 12/10/2024

5 Years 15 Years 25 Years

Deadlines and Events

Erica Martinez Aquifer Management Services Intern

Erica joined the EAA on September 16th. Erica is pursuing a Master of Science degree in Geology from the UTSA with an expected graduation date of May 2025.

Patricia Mick (Internal Hire) Human Reources Associate I

December 27 Payday

October 04 Payday October 10

Staff Meeting October 11 Timesheets Due October 18 Payday October 23 ACI Health & Wellness Webinar October 25 Timesheets Due October 30 Records Refresher/CPR Training November 01 Payday November 07 The Evaluation Process for Supervisors November 08 Timesheets Due November 11 Veterans Day - Office Closed November 14 Staff Meeting November 15 Payday November 21 The Evaluation Process for Non-Supervisor November 22 Timesheets Due November 28 Thanksgivinig Day - Office Closed November 28 Day after Thanksgiving - Office Closed November 29 Payday

3rd Quarter Birthdays

Cade Leal Admin. & Financial Services Intern

Cade joined the EAA on September 16h. Cade is pursuing a Bachelor of Business Administration degree in Information Systems and Cyber Se- curity from UTSA, with an expected graduation date of December 2025.

Jeffrey Robinson

October

10 16 17 17 18 20 24 27

Daniel Luther Electronics Technician II

Olivia Ybarra Lopez October

Ed Flores

October October October October October October

Damon Childs

Alyssa Drake Communications & Development Intern

Kyle Craig

Changbing Yang Roger Andrade Chuck Crawford

Alyssa joined the EAA on September 16th. Alyssa is pursuing a Bachelor of Science degree in Biology from UTSA, with an expected graduation date of December 2024.

Sarah Garcia Brent Doty

November 03

November 07 Elizabeth Gonzales November 09 Hilda Campos November 09 Savannah Finger November 12 Jorge Paramo November 21 Marc Friberg November 29 Alyssa Drake December 03 Casey Cowan December 04 Roland Ruiz December 14 Hakan Basagaoglu December 15 Karen Mendiondo December 20 Jim Boenig December 31

Karen Mendiondo (Internal Hire) Geoscientist II

Sue Ellen Gibbs-Huerta Field Inspection Intern

Sue Ellen joined the EAA on Septem- ber 17th. Sue Ellen is pursuing a Ba- chelor of Science degree in Environ- mental Science from UTSA, with an expected graduation date of Decem- ber 2024.

December 06 Timesheets Due December 12 Staff Meeting December 13 Payday December 21 Timesheets Due

Brianna Anzaldua Communications & Development Intern

December 24 Christmas Eve - Office Closed December 25 Chritmas Day - Office Closed December 26 Day after Christmas - Office Closed

Brianna joined the EAA on September 18th. Brianna is pursuing a Master of Business Administration degree in Marketing from UTSA, with an expected graduation date of December 2025.

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Fall 2024

InformationTechnology He l p Shape the Future o f EAGIS: Your Input i s Needed! T he IT department is excited to look towards the future and we need your help with our next iteration of the EAGIS application, “EAGIS 3.0.” Your voice matters! Please take a moment to complete the linked anon- ymous survey on how we can improve the EAGIS application at your earliest convenience. Additionally, we encourage you to visit with IT to share any needs, wants, or ideas for the EAGIS appli-

Strengthening Your Password Security: Essential Tips and Best Practices

U nique passwords are essential for protecting personal and organizational data in today’s digital world. Weak or reused passwords sig- nificantly increase the risk of unauthorized access, ma -

4. Use a Password Manager: Helps generate and store complex passwords securely. 5. Regularly Update Passwords: Change your pass- words periodically to reduce the risk of breaches. Things to Avoid: 1. Avoid Using Personal Information: Do not use easily guessable information like birth- days or names. 2. Do Not Recycle Passwords: Using the same password for multiple accounts increas- es vulnerability. 3. Avoid Simple Passwords: Passwords like “123456” or “password” are easily cracked. 4. Do Not Share Passwords: Keep your passwords confidential and do not share them with others. By following these best practices and avoiding common pitfalls, you can significantly enhance your digital security.

king you vulnerable to cyber-attacks, identity theft, and financial losses. By prioritizing password security, you not only safeguard your sensiti- ve information but also protect your organization’s overall integrity. In- vesting in robust password practices is a simple yet crucial step toward

cation. Your feedback is vital, and we appreciate your support. Let’s make EAGIS 3.0 the most efficient and best iteration yet! https://forms.office.com/r/Gh2dEJXpqm Complete the survey on a Mobile Device using the QR Code

maintaining a secure and resilient digital presence. Best Practices for Password Security: 1. Use Long, Complex Passwords: Aim for at least 16 characters, combining letters, numbers, and symbols. 2. Unique Passwords for Each Account: Avoid reusing passwords across different accounts. 3. Enable Multi-Factor Authentication (MFA): Adds an extra layer of security.

IT Team Leads the Way with Upgrades to Windows 11 and Server 2022 O ur IT team is excited to an- nounce a major upgrade initiative that will see all

and enhanced performance for our server infrastructure. This upgrade will ensure our servers are more se- cure, reliable, and capable of han- dling the increasing demands of our operations. What to Expect The IT team has been diligently working on these upgrades over the past few months, with a target completion date of December 31st, 2024. If you have not yet been con- tacted, please expect communica- tions from the IT department to schedule this maintenance in the coming month.

workstations upgraded to Windows 11 and servers to Server 2022. This upgrade is part of our ongoing com- mitment to providing the best tools and technology to support our orga- nization’s growth and efficiency. Why Windows 11 and Server 2022? Windows 11 offers a modern, streamlined interface with enhanced productivity features, improved se- curity, and better integration with cloud services. Users will benefit

Beware ofHolidayScams:Don’t Fall for thePumpkinSpiceLattePhishingTrick! A s the holiday season approaches, it’s important to stay vigilant against scams that target festive shoppers. One common scam to watch out for is the “Pumpkin Spice Latte Phishing Scam.” In this scam, fraudsters send

from a more intuitive user experi- ence, faster performance, and new features designed to enhance col- laboration and productivity. S erver 2022, on the other hand, brings advanced security fea- tures, improved hybrid capabilities,

out emails or social media messages offering free or discounted lattes from popular coffee chains. These messages often contain links that lead to fake websites designed to steal your personal information. To protect yourself, always verify the source of such offers and avoid clicking on suspicious links. Stay safe and enjoy the holidays without falling victim to these seasonal scams.

IT Department Collaborations and New Initiatives R ecently, the IT department partnered with Aquifer Management Services to develop a kiosk concept for gathering visitor information from the FRP. Additionally, we collaborated with Human Resources to implement two thin portrait displays dedicated to HR messaging. Several innovative ideas are in the works to enhance messaging, improve audiovisual experiences, and streamline processes. We welcome your ideas for new technologies that could benefit the EAA. Please feel free to visit the IT department to discuss your suggestions.

2024 System Upt ime

O ur IT department diligently monitors system uptime using robust tools. As of year-to-date, our average uptime in 2024 has consis- tently exceeded 99%. We remain committed to ensuring seamless availability across all systems. Thank you for your continued support and trust in our services

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