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Page 1: How to create a Vital Records Protection Plan

8/14/2019 How to create a Vital Records Protection Plan

http://slidepdf.com/reader/full/how-to-create-a-vital-records-protection-plan 1/19

 

M GY X G N V C B X C B  _ @ X B J V C N G V H ^

Q V G X C N X @ G L Q J B L

QSVQG^C GO B _@XBJ VCNGVH^ QVGXCNX@GL QJBL

  Xmc qsvqg~c go b _`xbj Vcngvh~ Qvgxcnx`gl Qjbl `~ xg`hclx`op blh qvgxcnx xmg~c c~~clx`bj vcngvh~ xmbx bvc lcchchfp xmc Sl`o`ch Ngsvx ^p~xck `l gvhcv xg nglx`lsc lgvkbjgqcvbx`gl~ fcogvc* hsv`li* blh boxcv ckcvicln`c~, Fpvcbj`u`li xmc `kqgvxblnc go xmc~c vcngvh~ ogv nglx`ls`li pgsvngsvx‐~ gv goo`nc oslnx`gl~ blh bvvbli`li ogv xmc qvgxcnx`gl go xmc~c vcngvh~* pgs y`jj fc bfjc xg ~bc bjsbfjc x`kc blh

vc~gsvnc~ boxcv b h`~b~xcv gv ckcviclnp, Xm`~ y`jj clbfjc pgsxg nglnclxvbxc gl vc~xgv`li gqcvbx`gl~ vbxmcv xmbl ~qclh`lix`kc blh kglcp xvp`li xg vc~xgvc `logvkbx`gl lcnc~~bvp xgnglx`lsc gqcvbx`gl~, Ngkkgl xpqc~ go ckcvicln`c~'h`~b~xcv~ `lnjshc5 ojggh~* ngkqsxcv `vs~c~*

  y`lh ~xgvk~ -npnjglc~* lgvxmcb~xcv~* cxn,)* o`vc~* cjcnxv`nbj qgycv ~mgvxbic~ ' jg~~* cbvxmrsbdc~* msvv`nblc~* xgvlbhgc~*cxn, BL COOCNX@_C ‚_@XBJ VCNGVH^ QVGXCNX@GLQJBL‛Y@JJ VC^SJX @L5

K`l`k`u`li xmc h`~vsqx`gl go lgvkbjngsvx'goo`nc gqcvbx`gl~ boxcv bl ckcviclnp 

K`l`k`u`li xmc cnglgk`n `kqbnx go xmch`~vsqx`gl

Qvg`h`li b rs`nd blh ~kggxm vc~xgvbx`gl go ngsvx'goo`nc ~cv`nc~

Qvg`h`li b ngsvx'goo`nc ngkqj`blnc y`xmjcibj blh vcisjbxgvp vcrs`vckclx~ go xmcSl`o`ch Ngsvx ^p~xck

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Page 3: How to create a Vital Records Protection Plan

8/14/2019 How to create a Vital Records Protection Plan

http://slidepdf.com/reader/full/how-to-create-a-vital-records-protection-plan 3/19

 YMBX BVC ‚_@XBJ VCNGVH^‛

 _`xbj Vcngvh~ bvc blp vcngvhch `logvkbx`gl* vcibvhjc~~ go ogvkbx -ogv c}bkqjc5 qbqcv* k`nvgo`jk* h`~dcxxc* kbilcx`nxbqc* gqx`nbj h`~d* cxn,) xmbx ks~x fc qvgxcnxch `l xmc cclx go bl ckcviclnp fcnbs~c go xmc ~ccvc ngl~crsclnc~ xg b ngsvxgv goo`nc blh xmc Sl`o`ch Ngsvx ^p~xck b~ b ymgjc `o xmc

vcngvh ycvc xg fc jg~x gv hc~xvgpch, @l gxmcv ygvh~* _@XBJVCNGVH^ BVC XMG^C VCNGVH^ XMBX  BVCNV@X@NBJ XG XMC GQCVBX@GL BLHK@^^@GL GO

 XMC SL@O@CH NGSVX ^P^XCK

 _@XBJ VCNGVH^ BVC XMG^C VCNGVH^ XMBX5

bvc c~~clx`bj ogv qvgxcnx`li xmc jcibj blh o`~nbjgfj`ibx`gl~ go xmc Sl`o`ch Ngsvx ^p~xck blhqcv~gl~ coocnxch fp xmc Sl`o`ch Ngsvx ^p~xck‐~bnx``x`c~,… hgnskclx xmc bf~gjsxc k`l`ksk`logvkbx`gl xmbx `~ lcchch fp b ngsvx'goo`nc xgqvgncch boxcv b h`~b~xcv, Xmc~c vcngvh~ bvc s~sbjjp bqqvg}`kbxcjp ># xg 3# go xmc xgxbj vcngvh~

bvc `vvcqjbncbfjc, Xmc `logvkbx`gl xmcp nglxb`lnbllgx fc gfxb`lch ovgk blp gxmcv ~gsvnc* c`xmcv`l~`hc gv gsx~`hc b Sl`o`ch Ngsvx ^p~xck ngsvx gv

goo`nc… ygsjh vc~sjx `l fgxm sllcnc~~bvp ng~x blhngl~skqx`gl go x`kc xg vcnvcbxc* `o xmcp ycvc jg~xgv hc~xvgpch

nbl fc bnx`c -nsvvclxjp s~ch) gv `lbnx`c -`l~xgvbic),… kbp `lnjshc ~gkc m`~xgv`nbj vcngvh~fsx lgx bjj m`~xgv`nbj vcngvh~, Bjxmgsim m`~xgv`nbjvcngvh~ bvc goxcl vcxb`lch qcvkblclxjp* xmcp kbp lgx lcnc~~bv`jp fc _`xbj, M`~xgv`n vcngvh~ ~mgsjhfc ngl~`hcvch _`xbj gljp `o boxcv b h`~b~xcv xmcp 

 ygsjh fc lcnc~~bvp xg nglx`lsc gqcvbx`gl~… kbp nglxb`l bjsc ym`nm jb~x ogv gljp b j`k`xch qcv`gh

go x`kc* bl c}bkqjc `~ pc~xcvhbp‐~ fbld fbjblnc~,  Boxcv bl sqhbxch fbjblnc ~mccx `~ qvghsnch*pc~xcvhbp‐~ fbld fbjblnc kbp mbc lg bjsc

QVGNCHSVC^ OGV C^XBFJ@^M@LI B _@XBJ VCNGVH^

QVGXCNX@GLQJBL5

2, ^cjcnx Bl `lh``hsbj  `l pgsv ngsvx gv goo`nc ymg y`jj mbc xmcbsxmgv`xp xg nbvvp gsx bjj cjckclx~ go bl coo`n`clx _`xbjVcngvh~ Qvgxcnx`gl Qjbl, Xm`~ `lh``hsbj ~mgsjh fc xmc ~bkc

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qcv~gl vc~qgl~`fjc ogv xmc gxmcv vcngvh~ kblbickclxoslnx`gl~ `l pgsv ngsvx gv goo`nc,

6, Gvibl`uc b ngkk`xxcc  y`xm kckfcv~ ovgk pgsv ngsvx gv goo`ncxmbx y`jj fc vc~qgl~`fjc ogv `hclx`op`li xmc `xbj vcngvh~, Kbdc~svc xmbx cbnm kckfcv go xmc ngkk`xxcc jcbvl~ bfgsx xmc

  _`xbj Vcngvh~ Qvgxcnx`gl Qjbl* fcngkc~ b qbvx`n`qblx `l xmcqvgnc~~* blh hgc~ b nbvcosj ~cjcnx`gl go vcngvh~,

>, @hclx`op blh'gv ~cjcnx xmc ~qcn`o`n vcngvh~  xmbx y`jj fc hcckch `xbjvcngvh~ s~`li vcjbxch SN^‐ Vcngvh~ Vcxclx`gl / H`~qg~`x`gl^nmchsjc~-`o pgsv goo`nc mb~ b ^nmchsjc) gv Vcngvh~ @lclxgvp,-^cc ~cnx`gl5  ^XCQ^ OGV @HCLX@OP@LI _@XBJVCNGVH  * qbic 3,)

8, @x `~ vcngkkclhch xmbx ccvp ngsvx'goo`nc yv`xc b hcxb`jch Vcngl~xvsnx`gl Qvgnchsvc blh _`xbj Vcngvh~ ^nmchsjc, Xmc Qvgnchsvcblh ^nmchsjc ~mgsjh fc yv`xxcl slhcv~xblhbfjp blh cb~`jp clgsim ogv ~gkcglc xg fc bfjc xg `kkch`bxcjp fci`l xmcvcngl~xvsnx`gl qvgnc~~,-^cc ~cnx`gl5  KCXMGH^ OGV QVGXCNX@LI _@XBJ VCNGVH   * qbic =* blh ^QCN@O@NBX@GL^ OGV NVCBX@LI B _@XBJVCNGVH^ ^NMCHSJC * qbic 2>,)

3, Xmc _`xbj Vcngvh~ ^nmchsjc  blh Vcngl~xvsnx`gl Qvgnchsvc~  ~mgsjhxmcl fc5 qsfj`~mch blh kbhc qbvx go pgsv ngsvx‐~'goo`nc‐~

Vcngvh~ Qvgnchsvc~ Kblsbj , Xm`~ Kblsbj ~mgsjh fc ngq`ch*h`~xv`fsxch xg s~cv~* `lnjshc pgsv vcjbxch SN^‐ Vcngvh~Vcxclx`gl / H`~qg~`x`gl ^nmchsjc~ blh Vcngvh~ H`~b~xcvQvcclx`gl / Vcngcvp Qjbl, Kbdc ~svc glc ngqp go xmcKblsbj `~ dcqx bx b vckgxc jgnbx`gl `l xmc cclx go blckcviclnp blh lgx`op qbvx`n`qblx~ go xmc _`xbj Vcngvh~Qvgxcnx`gl Qjbl fcogvc mblh go ymcvc xm`~ vckgxc jgnbx`gl

 y`jj fc,

?, Xmc Vcngvh~ Qvgnchsvc~ Kblsbj  ~mgsjh fc s~ch b~ b xggj fp ngkksl`nbx`li xmc `kqgvxblnc go xmc _`xbj Vcngvh~Qvgxcnx`gl Qjbl blh b~ b vcocvclnc is`hc ogv vcngvh~kblbickclx qcv~gllcj, Qbvx~ go xmc Kblsbj ~mgsjh fc s~chogv xvb`l`li blh gv`clxbx`li bjj lcy qcv~gllcj bfgsx xmc qjbncxmcp y`jj fc ygvd`li b ngsvx gv goo`nc, Xmc Kblsbj ~mgsjh`lnjshc xmc gfecnx`c~ go xmc _`xbj Vcngvh~ Qvgxcnx`gl Qjbl*lbkc~ go qcv~gl-~) bsxmgv`uch xg bnnc~~ xmc _`xbj Vcngvh~*cl`vglkclxbj ~xblhbvh~ blh gqcvbx`li qvgnchsvc~ go xmcQjbl* crs`qkclx ~qcn`o`nbx`gl~ blh gqcvbx`li qvgnchsvc~*c}qjblbx`gl~ blh ogvk~ s~ch ogv qvgnc~~`li blh `hclx`op`li 

 `xbj vcngvh~ blh `logvkbx`gl,

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9, Xmc _`xbj Vcngvh~ Qvgxcnx`gl Qjbl ~mgsjh fc xc~xch xg cv`op xmbx xmcbqqvgqv`bxc vcngvh~ bvc fc`li ~xgvch gv qvgxcnxch blh xg ~cc `o 

xmcvc ngl~xvsnx`gl qvgnchsvc~ bvc cb~p xg `kqjckclx, Xc~x`li ~mgsjh fc hglc fp b xcbk go qcgqjc ovgk h`oocvclx goo`nc~ ymg bvc i`cl b hbp xg vcngl~xvsnx xmc vcngvh~ go xmc ngsvx gvgoo`nc blh xg fci`l gqcvbx`gl~, Xmc xc~x`li nbl fc hglc `lnglnsvvclnc y`xm b H`~b~xcv Vcngcvp Xc~x, RSC^X@GL^

 XG FC B^DCH YM@JC XC^X@LI5

 Bvc xmc `xbj vcngvh~ bb`jbfjc7

@~ xmc `logvkbx`gl lcchch nsvvclx7

@~ vcxv`cbj rs`nd blh cb~p7

  Bvc vcqvghsnx`gl obn`j`x`c~ bb`jbfjc* `o lcchch fp pgsv Qjbl7

 Bvc xmc `xbj vcngvh~ qvgxcnxch ovgk mbubvh~7

Hg xmc ~cjcnxch vcngl~xvsnx`gl qvgnchsvc~ go pgsv Qjbl ygvd7

  Bvc xmcvc gxmcv vcngl~xvsnx`gl qvgnchsvc~xmbx kbp fc fcxxcv xmbl xmc glc~ ~cjcnxch fp pgsv Qjbl7

  Bvc xmc ngsvx'goo`nc oslnx`gl~ vc~xgvchngvvcnxjp7

 Xmc bl~ycv~ pgs gfxb`l ovgk xmc~c rsc~x`gl~ y`jj mcjq pgs `lhcxcvk`l`li ymcxmcv pgsv _`xbj Vcngvh~ Qvgxcnx`gl Qjbl `~coocnx`c `l bnm`c`li `x~‐ igbj~ gv ymcxmcv `x lcch~ osvxmcvkgh`o`nbx`gl~,

=, Xmc _`xbj Vcngvh~ Qvgxcnx`gl Qjbl ~mgsjh fc sqhbxch bx jcb~xglnc b pcbv blh vc`cych ogv qvbnx`nbj`xp blh coocnx`clc~~

 y`xmgsx `loj`nx`li ~ccvc o`lbln`bj fsvhcl~, Lcy vcngvh~ kbp mbc fccl nvcbxch boxcv pgsv `l`x`bj Qjbl yb~ hccjgqch blhxmc~c lcy vcngvh~ ~mgsjh fcc bjsbxch xg ~cc `o xmcp fcjgli `lpgsv Qjbl, Blp sqhbxc~ ~mgsjh fc hgnskclxch blh qjbnch `lb Vcngvh~ Qvgnchsvc~ Kblsbj blh vch`~xv`fsxch xg s~cv~,

^XCQ^ OGV @HCLX@OP@LI ‚_@XBJ VCNGVH^‛5

2, B~~`il b bjsc xg cbnm vcngvh s~`li pgsv ngsvx‐~'goo nc‐~Vcngvh~ Vcxclx`gl / H`~qg~`x`gl ^nmchsjc gv* `o pgsv goo`nchgc~ lgx mbc b ^nmchsjc* pgsv goo`nc‐~ Vcngvh~ @lclxgvp,-Lgxc5 Bjj go xmc Lcy Pgvd ^xbxc Sl`o`ch Ngsvx ^p~xck Ngsvx~ mbc b 

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Vcngvh~ Vcxclx`gl / H`~qg~`x`gl ^nmchsjc ogv ngsvx vcngvh~,) S~chc~nv`qx`c bjsc~ ~snm b~5 c~~clx`bj* `kqgvxblx* blh lgl+

c~~clx`bj,

b) C~~clx`bj Vcngvh~5 xmc~c bvc xmc vcngvh~ xmbx bvc lcchch  y`xm`l 68 mgsv~ boxcv bl ckcviclnp xg nglx`lscgqcvbx`gl~ go b ngsvx gv goo`nc, Xmc~c vcngvh~* `o hc~xvgpch boxcv bl ckcviclnp* ygsjh fc h`oo`nsjx* x`kcngl~sk`li blh ng~xjp xg vcngl~xvsnx blh vcqjbnc fp gxmcv~gsvnc~, Xmc~c vcngvh~ ~mgsjh fc hcckch pgsv `xbjvcngvh~, Lgxc5 xmc~c vcngvh~ bvc s~sbjjp> xg 3# go xmcxgxbj vcngvh~, C}bkqjc~ go `xbj vcngvh~ bvc5 nb~c o`jc~ xmbxbvc xg fc mcbvh fcogvc xmc fclnm blh eshikclx fggd~*cxn, -Ogv b hco`l`x`gl go ‚_`xbj Vcngvh~‛* ~cc ~cnx`gl 5

 YMBX BVC _@XBJ VCNGVH^* qbic >,)

f) @kqgvxblx Vcngvh~5 xmc~c bvc xmc vcngvh~ xmbx mbc~`il`o`nblx bjsc ogv bhk`l`~xvbx`c oslnx`gl~ fsx bvc lgxc~~clx`bj y`xm`l 68mgsv~ boxcv bl ckcviclnp xg nglx`lscgqcvbx`gl~ go b ngsvx gv goo`nc, Xmc~c vcngvh~ bvc goxclvcqjbncbfjc blh xmc x`kc blh ng~x go vcqvghsn`li blhbnnc~~`li ~mgsjh fc k`l`kbj fcnbs~c xmcp bvc goxclbb`jbfjc bx gxmcv jgnbx`gl~ gv ~gsvnc~, C}bkqjc~ bvcGNB Xcjcqmglc H`vcnxgv`c~ blh GNB XvbcjVc`kfsv~ckclx Vbxc~ Xbfjc* cxn,

n) Lgl+C~~clx`bj Vcngvh~5 xmc~c bvc vcngvh~ xmbx mbc j`xxjcgv lg bjsc xg pgsv ngsvx'goo`nc, Xmc~c vcngvh~ ngl~`~x go iclcvbj vcocvclnc kbxcv`bj xmbx bvc goxcl ngjjcnxch ogvbhk`l`~xvbx`c oslnx`gl~ gv iclcvbj `logvkbx`gl, Xmc~cvcngvh~ ycvc lgx hccjgqch fp ckqjgpcc~ go xmc Sl`o`chNgsvx ^p~xck, C}bkqjc~ bvc5 xvb`l'b`vj`lc ~nmchsjc~* mgxcjbhhvc~~c~ o`jc* fs~`lc~~ xvbcj mgxcj vbxc~* goo`nccrs`qkclx `logvkbx`gl* ~sqqj`c~ clhgv nbxbjgi~*xcjcqmglc fggd~* hv``li h`vcnx`gl~ xg b ngsvx* kbq~* cxn,

6, Boxcv xmc c~~clx`bj vcngvh~ bvc `hclx`o`ch* xmcp ~mgsjh fchcckch xmc _`xbj Vcngvh~ blh xmcp ~mgsjh fc j`~xch `l b ‚_`xbj

Vcngvh~ ^nmchsjc‛, -Xg nvcbxc xm`~ ^nmchsjc* ~cc ~cnx`gl5  _@XBJVCNGVH^ ^NMCHSJC  * qbic 23,)

>, H`~ns~~ y`xm kckfcv~ go pgsv _`xbj Vcngvh~ Qvgxcnx`gl QjblNgkk`xxcc xmc obnxgv~ xmbx hcxcvk`lch xmc _`xbj Vcngvh~hc~`ilbx`gl, Hgnskclx xmc h`~ns~~`gl go xmc Ngkk`xxcc,RSC^X@GL^ XG FC B^DCH BX XMC H@^NS^^@GL5

 Ymp hg yc ngl~`hcv xmc~c qbvx`nsjbv vcngvh~b~ _`xbj7

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 Ymbx bvc xpqc~ go kch`sk -qbqcv* k`nvgo`jk*cjcnxvgl`n* cxn,) xmc nsvvclx _`xbj Vcngvh~ bvc

fc`li ~xgvch gl7

  Ymbx bvc xmc kcxmgh~ go qvgxcnx`gl hg yc yblx xg s~c7-Ogv bhh`x`glbj `logvkbx`gl* ~cc~cnx`gl gl KCXMGH^ GO QVGXCNX@LI

 _@XBJ VCNGVH^* qbic =,)

@o yc yblx xg hsqj`nbxc xmc _`xbj Vcngvh~* ymbx xpqc~ go kch`b hg yc yblx xg s~c ogvxmc`v qvgxcnx`gl7

 Ymbx `~ xmc gjskc go gsv _`xbj Vcngvh~ xmbx

 ygsjh lcch qvgxcnx`gl7

@o vgxbx`gl blh vcqjbnckclx `~ ~cjcnxch b~ bkcxmgh go qvgxcnx`gl* xmcl ymbx `~ xmcovcrsclnp fp ym`nm xmc _`xbj Vcngvh `~ xg fcvgxbxch gv vcqjbnch -hb`jp* yccdjp* kglxmjp*rsbvxcvjp* pcbvjp* f`+bllsbjjp* cxn,)

  Ymbx bvc xmc kg~x boogvhbfjc kcxmgh~ go qvgxcnx`gl xmbx ngsjh fc s~ch y`xmgsxnvcbx`li b o`lbln`bj fsvhcl7

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KCXMGH^ OGV QVGXCNX@LI _@XBJ VCNGVH^5

 _`xbj Vcngvh~ nbl fc qvgxcnxch bx blp qg`lx `l xmc`v j`ocnpnjc* -`,c nvcbx`gl* s~c* kblbickclx* blh hc~xvsnx`gl), Ogsvngkkgl kcxmgh~ go qvgxcnx`li _`xbj Vcngvh~ bvc h`~qcv~bj*hsqj`nbx`gl* gl+~`xc ~xgvbic blh goo+~`xc ~xgvbic, Lg kbxxcv

 ymbx kcxmgh `~ s~ch* xmc vcxclx`gl qcv`gh go _`xbj Vcngvh~~mgsjh bjybp~ fc `l ngkqj`blnc y`xm xmc`v Vcngvh~Vcxclx`gl / H`~qg~`x`gl ^nmchsjc, Xmcvcogvc* bjj ngq`c~ go b

  _`xbj Vcngvh ~mgsjh mbc fccl hc~xvgpch ymcl xmcp vcbnmxmc`v vcxclx`gl qcv`gh,

2) H@^QCV^BJ KCXMGH5 _`xbj Vcngvh~ qvgxcnx`gl nbl fc

bnm`cch fp xyg h`~qcv~bj kcxmgh~ fb~ch gl xmc qvck`~c xmbx`x `~ slj`dcjp xmbx xmc ~bkc vcngvh~ ~xgvch bx h`oocvclx jgnbx`gl~

  ygsjh fc hc~xvgpch `l xmc ~bkc h`~b~xcv, @l xmc h`~qcv~bjkcxmgh lg ngq`c~ bvc kbhc go xmc _`xbj Vcngvh~,

-b) Vgsx`lc h`~xv`fsx`gl go `xbj `logvkbx`gl nbl fcbnngkqj`~mch fp ~clh`li vcngvh~ xg ksjx`qjc jgnbx`gl~,Ogv c}bkqjc5 vcngvh~ nbl fc ~clx xg b h`~xv`nx goo`nc*qcv~gl gv ngsvx,

-f) Qjbllch h`~xv`fsx`gl go `xbj `logvkbx`gl nbl fcbnngkqj`~mch fp bsxgkbx`nbjjp ~clh`li xmc vcngvh~ xmbx

  ycvc nvcbxch xg b hc~`ilbxch ~`xc gv vcngvh~ nclxcv ogvxmc`v qvgxcnx`gl,

6) HSQJ@NBX@GL KCXMGH5 Xmc hsqj`nbx`gl kcxmgh `~ b~nmchsjch vcqvghsnx`gl go `xbj vcngvh~ gv `logvkbx`gl~qcn`o`nbjjp qcvogvkch ogv xmc`v qvgxcnx`gl, Fcnbs~c go ng~x~*x`kc* blh jbfgv `lxcl~`xp* b~ b vc~sjx go hsqj`nbx`li vcngvh~*xm`~ kcxmgh ~mgsjh fc j`k`xch xg gljp xmg~c vcngvh~ ogv ym`nmc}xvb ngq`c~ bvc lgx bb`jbfjc gv ymcl `x `~ `kqvbnx`nbj xg kbdcngq`c~ ymcl xmcvc ngvh~ ycvc nvcbxch, Xmc hsqj`nbx`gl go `xbjvcngvh~ gv `logvkbx`gl hgc~ lgx bjybp~ mbc xg fc bhsqj`nbx`gl go xmc gv`i`lbj kch`b 5 `,c, qbqcv* k`nvgogvk~* gv

cjcnxvgl`n ogvkbx, ^cjcnx xmc kg~x cnglgk`n blh jcb~xngkqj`nbxch hsqj`nbx`li kcxmgh ogv qvgxcnx`li `xbj vcngvh~,

NGL^@HCVBX@GL^ OGV ^CJCNX@LI B HSQJ@NBX@GL

KCH@B5

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