10. SelectExporttoSubfolderstocreateasubdirectoryforexport.Ifselected,onceaScan
jobcompletes,thebookmarkedPDFfilewillbemovedtoasubdirectoryintheExportfolder.
11. Selectoptionsforeachfolder.
a. SelectIdentifyandBookmarkifyouwantthePDFfilescreatedbyScantobe
bookmarkedautomatically.Thisoptionmustbeenabledifyouplantoimportdata.
b. SelectBorderRemovaltoremovethebordersonthemarginsofthepage,regardless
ofwhetherornottheborderisprintedonallfoursidesofthepage.
c. SelectEnableFilesToBeEmailedtoCCHtohavetheoptiontosendproblematic
filestotheCCHScanCatalogteamforpossibleinclusionintheProSystemfxScan
Catalog.Ifselected,newlyextractedfilescanbeemailedfromtheScanValidation
window.
Note:YourimportedfilecanalsobeemaileddirectlytotheCCHScanCatalog
teamatscancatalog@wkglobal.com.ThisfilecanbelocatedinyourArchive
folderat:
C:\ProSystemfxScan\ProSystemfxScanShared\Archive
d. SelectSubmitAutoFlowUsageStatisticstoautomaticallyprovideCCHwith
nonsensitiveinformationabouthowyourfirmusesProSystemfxScan.
e. ChooseanoptionintheRemoveBlankPagesfieldtoindicatewhichcriteriatouse
whenremovingblankpages.Selectoneofthefollowing:
Disable.Donotremoveanyblankpages.
Dirty.Removeblankpagesthataredirtywhitewithspecklesordots.
VeryDirty.Removeblankpagesthatareverydirtyorhavedarkcreasesor
staplemarks.
SingleLinePages.Removeblankpagesiftheycontainonevisiblelineoftext
readingThisPageisintentionallyleftBlank.
f. SelectanOCRmethod.AFROCRisthedefaultandrecommendedmethod.
g. SelectaCatalog.TheCatalogcontrolswhetherthefileisbookmarkedasa1040or
1041return.
h. SelectaType.TheTypeisdisplayedonlyforCatalogUS1040.Thiscontrolsthe
bookmarkstructureofthePDFfilesgeneratedfromtheImportfolder.Chooseoneof
thefollowing:
OriginalconformstotheoriginalScanbookmarkstructureofthe1040tax
return.
OrganizerusesabookmarkstructurethatconformstotheTaxOrganizer.
i. Selectthenumber0forAutoRotateifyoudonotwantthedocumentsinyourfileto
berotated.
12. SelecttheextractionoptiontousefortheImportfolder.
DoNotExtractData.Nodatawillbeextracted.
ExtractDataforAutoFlow.Ifthisoptionisselected,youcanextractandvalidate
datafromjobsscannedintothisImportfolder.Thisoptionmustbeselectedifyoudo
notplantouseanextractioncoverpageorifyouwanttoimportextracteddatainto
ataxreturn.
ExtractBookmarkNamesOnly.Ifthisoptionisselected,youwillonlybeableto
extractthebookmarksfromthePDFfiles.
Chapter2-AdministeringScan•15
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Note:Ifyouuseacoverpage,thesettingsonthecoverpagewilloverridetheoptions
selectedhere.
13. ClickSave.
Note:IfyouhavemultipleImportfoldersandyoulimitthenumberoffilesthatScanprocesses
ontheGeneralSettingstab,reservethetopImportfolderforrushjobs.Thisfoldershouldbe
assignedtheHighprioritylevel.Jobsplacedinthisfolderwillbecapturedandprocessedfirst.
ModifyingSettings foranExistingImportFolder
TomodifythesettingsforanexistingImportfolder,dothefollowing:
1. OpenScanAdministratorontheserverorworkstationwhereScanwasinstalled.
2. SelecttheFolderSettingstab.
3. InthelistofImportfoldersontheleft,selecttheImportfoldertomodify.
4. Changethesettingsforthefolderasneeded.Allofthesettingsinthiswindowcanbeedited.
SeeSettingUpanImportFolderonpage13fordetailedinformationaboutthesettingsthat
areavailableonthistab.
5. ClickSave.
ChangingtheProcessingOrderforImportFolders
ScanjobsareprocessedfirstbythepriorityassignedtotheImportfolder,andthenbytheorder
theImportfoldersarelistedontheFolderSettingstabintheScanAdministratorwindow.Youcan
moveImportfoldersupordowninthelisttochangetheorderinwhichfilesareprocessed.Ifthe
folderorderneedstobemodifiedaftertheinitialsetup,werecommendthatyouwaituntilatime
whennojobsarebeingprocessed.
TomoveanImportfolderupordowninthelist,dothefollowing:
1. OpenScanAdministratorontheserverorworkstationwhereScanwasinstalled.
2. SelecttheFolderSettingstab.
3. SelecttheImportfoldertomoveinthelist.
4. ClickUporDowntomovethefoldertotheappropriatepositioninthelist.
5. ClickSavetosaveyourchanges.
Note: IfyouusetheLimitCaptureoptioninGeneralSettings,yourabilitytochangethe
priorityofspecificbatchjobsisreduced.Forbestresultswhenusingthisoption,reservethe
topImportfolderintheprioritylistforrushjobs.IfyouapplytheHighprioritysettingforthis
folder,jobsplacedinitwillbecapturedandprocessedfirst.
Chapter2-AdministeringScan•16
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RemovinganImportFolder
ThefollowingproceduredisablesScanprocessingforaselectedImportfolder.Itdoesnot
physicallyremovethefolderfromtheserver.Toremoveafolderfromtheserver,useWindows
Explorer.
Note:Beforeremovingafolder,verifythatitisemptyandthatallScanjobshavebeen
capturedandprocessed.
ToremoveanImportfolderfromScanprocessing,dothefollowing:
1. OpenScanAdministratorontheserverorworkstationwhereScanwasinstalled.
2. SelecttheFolderSettingstab.
3. Inthefolderlistontheleft,selecttheImportfoldertoremove.
4. ClickRemove.Amessageaskingifyouwanttodeletethefolderdisplays.
5. ClickOK.
Setting Scan Defaults
ScancontinuallymonitorstheImportfoldersandstartsanewScanjobwheneveranewscanned
fileisdetected. TheGeneralSettingstabintheScanAdministratorwindowallowsyoutocontrol
howoftenScanchecksfornewfilesandhowmanyfilesScancapturesatonce.Thesettings
selectedonthiswindowapplytoallImportfolders.
Note:TheLicenseSettingssectiondisplaysthelicenseinformationforyourinstallationof
Scan.Therearenosettingstomodifyinthissection.
TomodifytheScangeneralsettings,dothefollowing:
1. OpenScanAdministratorontheserverorworkstationwhereScanwasinstalled.
2. SelecttheGeneralSettingstab.
3. IntheGeneralSettingssection,changethesettingsasneededtomeetyourfirm'sneeds.
CheckEvery___SecondsforNewFilestoCapture.Thisfieldsetsthetimelapse
beforeScanchecksforanewfileinanImportfolder.Enteranyvaluebetween20
secondsand600seconds(10minutes).
UpdateJobsEvery___Seconds.Thissettingdetermineshowoftenthejob
informationdisplayedontheQueuetabandScanWorkstationisrefreshed.Youcanset
anyvaluebetween20secondsand600seconds(10minutes).
CaptureWaitTime___Seconds.Thissettingistheminimumamountoftimethata
filemustbeintheImportfolderbeforeScanprocessesit.Youcanusethewaittime
toensurethatafilehasnotchangedinthetimethatelapsesbeforeScanprocesses
thefile.Ifafileismodifiedduringthiswaitperiod,Scanwilltrytoimportthefile
afterthewaittimehaselapsedagain.
G&LExcelSettings.Bydefault,AllStatementsonOneTabisselected.Thisselection
importsallgainandlossstatementstotheExcelspreadsheetononetab.Ifyouwant
eachgainandlossstatementtoimportonseparatetabs,selectOneStatementPer
Tab.
Chapter2-AdministeringScan•17
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LimitCaptureto___CurrentlyProcessingFiles.Thissettingindicatesthenumber
offilesScancanprocesssimultaneously.Youshouldsetthecapturelimithighenough
toprocessyournormalworkload.
IfyousetthenumbertoolowandhavemultipleImportfolders,jobsinlow
priorityfoldersorinfoldersattheendoftheFolderSettingslistmaybestalled
sincehigherpriorityjobsarecapturedfirst.
Ifyouusethisoption,reservethetopspotontheImportfolderlistinFolder
Settingsforrushjobs,settingthepriorityleveltoHigh.Thiswillensurethat
jobsinthisfolderareprocessedfirst.
ShowFilesReadytoImport.Selectthisoptionifthefileswaitingtobecaptured
shoulddisplayintheQueuewithapriorityofReadyandacorrespondingmessageof
FileReadyforImport.ThisoptionworkscorrectlyifLimitCaptureissetabovezero.
EnableFilesToBeUploadedToCCH.Selectthistohavetheoptionofuploading
problematicfilestotheCCH ScanCatalogteamforpossibleinclusioninthe
ProSystem fxScanCatalog.Ifselected,filescanbeuploadedfromtheScan
WorkstationortheScanValidationwindow.
OverwriteDefaultIssuerInformationinTax.Thisoptionisselectedbydefaultand
willoverwritethedefaultissuer/payerinformationinTax.Ifyoudonotwantthe
issuer/payerinformationtobeoverridden,clearthisbox.
Note:ThisoptionisalsoavailableinAutoFlowWizard'sReviewTaxForms
window.Thisgivesyoutheflexibilitytomakeadifferentselectionperform.
OverwriteDefaultRecipientInformationinTax.Selectthisoptionifyouwantto
overwritethedefaultrecipientinformationinTax.
Note:ThisoptionisalsoavailableinAutoFlowWizard'sReviewTaxForms
window.Thisgivesyoutheflexibilitytomakeadifferentselectionperform.
Import0.00WashSales.ThisoptionisselectedbydefaultandwillimportWash
Saleswhentheyarereportedas"0.00"onBrokerageStatements.Clearthisboxifyou
donotwantthe"0.00"WashSalestoimporttoTax.
4. ClickSave.
Monitoring Scan Processing with the Queue
TheScanAdministratorQueueshowsyoualistofallthedocumentsthatarebeingprocessed,as
wellasadescriptionofthejobstatus.
Fromthequeue,youcanperformthefollowingtasks:
Changethepriorityofajob
Startorstopajob
Removeajob
Resetavalidationlock
ImportdocumentsforScanprocessing
Chapter2-AdministeringScan•18
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Note: StaffmembersusingScanWorkstationcanmonitortheprogressofScanjobsusingthe
ScanWorkstation.
ChangingthePriorityofaJob
Youmayneedtochangethepriorityofajobtomeetdeadlines.Bydefault,ajob'sprioritylevel
isdeterminedbythepriorityassignedtotheImportfolderthatitoriginatesin.Changingajob's
priorityallowsthejobtobeprocessedbeforejobsoflowerpriorityandafterjobsofhigher
priority.
Tochangethepriorityofasinglejobinthequeue,dothefollowing:
1. OpenScanAdministratorfromtheserverorworkstationwhereScanwasinstalled.
2. SelectQueue.
3. FindthejobinthelistofScanjobs.
4. Right-clicktheJobNameandselectPriorityfromthemenu.
5. Selecttheprioritylevelforthejob.
StartingandStoppingaJob
Tostartorstopajobinthequeue,dothefollowing:
1. OpenScanAdministratorontheserverorworkstationwhereScanwasinstalled.
2. SelectQueue.
3. Right-clickthejobtostartorstop,andthenselectSetPriorityfromthemenu.
4. Dooneofthefollowing:
Tostopajobinprogress,selectStop.Thejobremainsonthequeueunlessyoudelete
itmanually.
Torestartajob,selectaprioritylevel(High,Medium,orLow).
5. ClickClose.
Note:Onceafileisimportedintothequeue,theonlywayyoucanedititistostopthefile,
saveittoasafelocation,makeyouredits,andthenre-importthefileintoScan.Likewise,ifa
filewillnotprocessbecauseofanerror,youmustdeletethejob,savethefiletoanother
location,makemodificationstoitoutsideofScan,andthenre-importitintoScan.
RemovingaScanJobfromtheQueue
YoucandeleteaScanjobfromthequeuewhiletheywaitforprocessingorduringtheprocessing
cycle.Toremoveajobfromthequeue,dothefollowing:
1. OpenScanAdministratorfromtheserverorworkstationwhereScanwasinstalled.
2. SelectQueue.
3. Right-clickthejobtoremovefromthequeue,andthenselectSetPriority>Stop.
4. Right-clickthejobagain,andthenselectDelete.
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5. Whenthesystemasksifyouwanttosavetheimportfile,dooneofthefollowing:
ClickYestosavetheoriginalimportfiletoanotherlocationbeforedeletingthejob.
Enterafilenameandselectthelocationtosavetheimportfile.Then,clickSave.
ClickNotodeletethejobfromthequeueandthePendingfolderwithoutsavingit.
RefreshingtheQueue
Oneoftheitemsthatyouconfigurewhenyouselectgeneralsettingsforyourfirmishowoften
ScanrefreshesthejobinformationdisplayedontheQueuetab.
Ifyouneedtopermanentlychangehowoftenthequeueisrefreshed,youcanchangethat
settingbyfollowingtheinstructionsinthetopicSettingScanDefaultsonpage17.
Ifyouneedtorefreshthelistofjobsinbetweenthescheduledupdates,clickRefreshonthe
QueuetaborpressF5onyourkeyboard.
ViewingJobHistoryInformation
InformationaboutcompletedScanjobsisrecordedontheHistorytabintheScanAdministrator
window.Ifneeded,youcanreviewtheinformationonthistabtoverifythataparticularjob
completedsuccessfully.YoualsocanexportinformationfromthistabtoanExcelfilesothatthe
informationisavailabletopeoplewhodonotuseScan.
ThefollowinginformationisrecordedontheHistorytabforeachcompletedScanjob:
Timeimported
Pagesimported
Importfile
Timeexported
Pageexported
Exportfile
Timeelapsed
Note: Clickonthecolumnheadingstosortthecolumnsinascendingordescendingorder.
Youcanonlysortbyonecolumnatatime.
Whensortingwithinarangeofdates,thesortapplieswithineachdateandisnotcumulative
throughouttherangeofdates.
YoucansortcolumnsbasedontheSettingName.
YoucanalsosortdatabythedaterangeusingtheFromandTocalendardrop-downmenus.
Therearealsotwosummaryfieldsthatdisplayatthebottomofthewindow.Thesearetotalsfor
theselectedImportfolderduringtheselecteddaterange.
FilesImportedreflectsthetotalnumberoffilesfortheselectedImportfolderduringthe
selecteddaterange.Thenumberinparenthesisindicatesthetotalnumberofpagesimported
forallScanjobslisted,includingcoverpagesandtargetsheets.
FilesExportedreflectsthetotalnumberoffilesfortheselectedImportfolderduringthe
selecteddaterange.Thenumberinparenthesisindicatesthetotalnumberofpagesexported
forallScanjobslistedlessallcoverpages,targetsheets,andblankpages.
Chapter2-AdministeringScan•20
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OntheHistorytab,youcanaccessthefilesintheArchiveandExportfolders.Toaccessthe
ArchiveorExportfoldersorfilesontheHistorytab,right-clickaScanjobandselectoneofthe
following:
OpenArchiveFolder.OpenstheArchivefolderselectedontheFolderSettingstabinScan
Administrator.
OpenArchiveFile.Opensthearchivedfile.
OpenExportFolder.OpenstheExportfolderselectedontheFolderSettingstabinScan
Administrator.
SendExportFiletoDocument.SendsexportedfilestoeitherCCHAxcessDocumentor
ProSystemfxDocument(On-Premise).ThisoptionisonlyavailableifCCHAxcessDocument
orProSystemfxDocument(On-Premise)areinstalled.
OpenExportFile.Openstheexportedfile.
Note:Ayellowtrianglewithanexclamationpoint(
)nexttotheScanjobindicatesthat
eitherthearchiveorexportfileismissing.Anexclamationmark(
)besideaScanjob
indicatesthatboththearchiveandexportfilesaremissing.
VerifyingSuccessful CompletionofaScanJob
ToverifythataScanjobprocessedsuccessfully,youcandothefollowing:
1. OpenScanAdministratorontheserverorworkstationwhereScanwasinstalled.
2. SelectHistory.
3. Ifneeded,narrowthelistofScanjobsbyusingthefilterfieldsatthetopofthewindow.
Choosefromthefollowingfilters:
SettingName.SelecttheImportfolderwheretheScanjoboriginated.
From.Enterthefirstdatethatthefilemayhavebeenprocessed.
To.Enterthelastdatethatthefilemayhavebeenprocessed.
4. Reviewthelistofjobstoverifythatprocessingwascompleted.Youcancomparethepage
countfromtheoriginalimportfiletotheexportedPDFfiletoensurethatnopageswere
lost.
TheFilesImportedtotalsreflectallpages(includingcoverpagesandtargetsheets)
intheoriginalfile.
TheFilesExportedtotalsreflectallpagesintheoriginalimportfiles,lessthecover
pages,targetsheets,andblankpagesthatwereremoved.
Note:Werecommendbackingupthearchivefolderonaregularbasis.Youalsomaywantto
purgethearchivefolderperiodicallytofreeupspaceontheserver.
AccessingaCompletedScanJob
OntheScanAdministratorHistorytab,youcanopenanarchivefolderorfile,oranexportfolder
orfileforacompletedScanjob.ToviewafileforacompletedScanjob,dothefollowing:
1. OpenScanAdministratorontheserverorworkstationwhereScanwasinstalled.
2. SelectHistory.
Chapter2-AdministeringScan•21
3. Ifneeded,narrowthelistofScanjobstoexportbyusingthefilterfieldsatthetopofthe
window.Thefollowingfiltersareavailable:
SettingName.SelecttheImportfolderwheretheScanjoboriginated.
From.Enterthefirstdatethatthefilemayhavebeenprocessed.
To.Enterthelastdatethatthefilemayhavebeenprocessed.
4. Inthelistofjobsatthebottomofthewindow,doubleclickthejobyouwanttoview.
Note:Ifthejobyouarelookingforwasprocessedrecentlybutdoesnotdisplayinthelist,
clickRefreshtoupdatethelist.
ExportingJobHistorytoanExcel Spreadsheet
ToexportjobinformationfromtheHistorytabtoanExcelspreadsheet,dothefollowing:
1. OpenScanAdministratorontheserverorworkstationwhereScanwasinstalled.
2. SelectHistory.
3. Ifneeded,narrowdownthelistofScanjobsbyusingthefilterfieldsatthetopofthe
window.Thefollowingfiltersareavailable:
SettingName.SelecttheImportfolderwheretheScanjoboriginated.
From.Enterthefirstdatethatthefilemayhavebeenprocessed.
To.Enterthelastdatethatthefilemayhavebeenprocessed.
4. ClickExport.
5. NavigatetoandselectthelocationwhereyouwanttheExcelspreadsheettobesaved.
6. EnterafilenamefortheExcelspreadsheet.
7. ClickSave.
Managing Scan Services
Scanisacollectionofservicesthatworktogethertoprocessyourscanneddocuments.Youcan
startorstopservicesontheScanAdministratorServicestab.Youcanusethiscapabilityto
troubleshootproblemsortotemporarilysuspendallScanjobs,ifneeded.
TheservicesincludedinScanareasfollows:
FolderMonitormonitorsImportfoldersforfilestobeprocessed.Italsoupdatesbatch
statisticspertheImportStatusfolder.
QualityAssurancedetectsrotation,skew,andnoiseintheimageandothercharacteristics
necessaryforimageenhancementpriortoformclassification.
ImageRotationrotatestheimagestoanuprightpositionpriortoformclassification.
ImageEnhancementdeskews,despeckles,andremovesblankpagesifdetected.
BorderRemovalremovesbordersonthemarginsofthepage,regardlessofwhetherornot
theborderisprintedonallfoursidesofthepage(ifdetected).
Multisplitsindividualpagesintodistinctdocumentsandjobsbasedoncoverpages.Italso
splitssingleandmulti-pagedocumentsbasedontargetsheetsanddeletesblankpagesand
targetsheetsfromthebatch.Italsodeletestheentirebatchwhencompleted.
Chapter2-AdministeringScan•22
ScanSoftOCRisanalternativeOCRservicethatperformsopticalcharacterrecognition
(OCR)oneachform.ItconvertsimagestotextandasinglepagePDFfileforfolderssetto
SS OCR.
AFROCRperformsopticalcharacterrecognitiononeachform.Itconvertsimagestotext
andasinglepagePDFfileforfolderssettoAFROCR.
ImageExportconvertsimagestoasinglepagePDFfileandexportsthemtothePending
folderforprocessing.ThisserviceisusedwhenneitherIdentifyandBookmarknorCreate
SearchablePDFareselectedontheFolderSettingstaborintheeventofanOCR error.
ClassificationassignseachdocumenttoapredefinedtemplateforPDFbookmarking.
PDFExportcreatesthebookmarkedPDFfilefromsinglepagePDFfilesandcreates
bookmarksbasedontheclassification.ItthenexportsthebookmarkedPDFfiletothe
designatedexportfolder.
ConfiguringScanServices
ScanServicescanrunaslocalsystemservicesorassystemadminservices.Bydefault,allservices
aresettorunaslocalsystemservices.
IftheImport,Archive,andExportfoldersareonthesamecomputerwithScan
Administrator,theservicesshouldberunaslocalsystemservices.
IftheImport,Archive,andExportfoldersarelocatedonacomputerotherthantheone
whereScanAdministratorisinstalled,thentheFolderMonitorandPDFExportScanservices
shouldberunfromasystemadministratoraccount.
TochangetheuserfortheFolderMonitorandPDFExportservices,dothefollowing:
1. Right-clickMyComputer.
2. SelectManage.
3. Double-clickServicesandApplications.
4. Double-clickServices.
5. ScrolldowntotheserviceslistedforProSystemfxScan,andthenscrolltotherightuntilyou
seeaLogOnAscolumn.
6. Right-clickFolderMonitor,andthenselectProperties.
7. ClicktheLogOntab.
8. SelectThisaccount.
9. Entertheusernameandpasswordfortheadministrativeaccountthatyouwanttouse.
10. ClickOK.
11. Repeatsteps6through10,thistimeselectingPDFExportinsteadofFolderMonitor.
Note:Youmuststopandrestartaserviceafterachangehasbeenmade.
Chapter2-AdministeringScan•23
StartingorStoppingScanServices
TostoporstartaScanservice,dothefollowing:
1. OpenScanAdministratorontheserverorworkstationwhereScanwasinstalled.
2. SelectServices.SeeManagingScanServicesonpage22fordescriptionsoftheavailable
services.
3. Dooneormoreofthefollowingasneeded:
ClickStopifaserviceisrunningandyouwanttostopitnow.
ClickStartifaserviceisnotrunningandyouwanttostartitnow.
ClickStartAllServicesorStopAllServicestomanageallservicesatthesametime.
ClickRefreshtorefreshthelisttoseeifanyservicesarecurrentlynotrunning.
Unlocking a PDF File during Validation
OccasionallyaPDFthatisbeingvalidatedmaybecomelocked,eitherbecausemultiplepeopleare
attemptingtoaccessitatonceorbecausethereisanerrorontheworkstationwherevalidationis
takingplace.Whenthisoccurs,thesystemadministratorcanunlockthefilebydoingthe
following:
1. OpenScanAdministratorfromtheserverorworkstationwhereScanwasinstalled.
2. SelectQueue.
3. Findthejobinthequeue.
4. Right-clicktheJobNameandselectResetValidationLockfromthemenu.
Checking for Catalog Updates
TodetermineifyouhavethelatestScancataloginstalled,dothefollowing:
1. OntheScan Administratorwindow,selectHelp,andthenselectCheckforCatalogUpdate.
Ifyoudonothavethelatestcataloginstalled,CatalogUpdateAvailabledisplays.
Followtheinstructionstodownloadthelatestcatalog.
Ifyouhavethelatestcataloginstalled,Nocatalogupdateavailabledisplays.
2. ClickOKtoexittheCheckforCatalogUpdatewindow.
Note:ThecatalogupdatemustberunfromtheProSystemfxScanAdministratorcomputer.
Chapter2-AdministeringScan•24
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