Medical Writing and Editing

Expert-defined terms from the Certificate in Medical Journalism course at HealthCareCourses (An LSIB brand). Free to read, free to share, paired with a professional course.

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Medical Writing and Editing

Abstract – A concise summary of a research article that highlights the pu… #

Abstract – A concise summary of a research article that highlights the purpose, methods, key results, and conclusions.

Explanation #

The abstract allows readers to quickly assess the relevance of a paper. It is typically limited to 150–250 words and must be self‑contained, meaning it should not contain citations or undefined abbreviations.

Example #

“This study evaluates the efficacy of drug X in reducing blood pressure in hypertensive patients.”

Practical application #

Used in journal submissions, conference proceedings, and database indexing.

Challenges #

Balancing brevity with completeness; avoiding jargon while maintaining scientific accuracy.

Adverse Event (AE) – Any undesirable medical occurrence in a patient admi… #

Adverse Event (AE) – Any undesirable medical occurrence in a patient administered a pharmaceutical product, regardless of causality.

Explanation #

AEs are reported in clinical trial manuscripts and post‑marketing surveillance. They are classified by severity (mild, moderate, severe) and seriousness (non‑serious, serious).

Example #

“Two participants experienced mild nausea, classified as non‑serious AEs.”

Practical application #

Accurate AE reporting is essential for regulatory compliance and risk‑benefit assessment.

Challenges #

Standardizing terminology (e.g., MedDRA coding) and ensuring consistent reporting across studies.

APA Style – The citation and formatting guidelines of the American Psycho… #

APA Style – The citation and formatting guidelines of the American Psychological Association, widely used in health‑science writing.

Explanation #

APA dictates author‑date in‑text citations, a reference list with hanging indents, and specific rules for tables, figures, and headings.

Example #

(Smith & Jones, 2022) for an in‑text citation.

Practical application #

Required by many journals for manuscript preparation.

Challenges #

Keeping up with annual updates and applying rules to complex sources such as clinical trial registries.

Authorship – The designation of individuals who have made substantial con… #

Authorship – The designation of individuals who have made substantial contributions to a manuscript.

Explanation #

International Committee of Medical Journal Editors (ICMJE) criteria define authorship: (1) conception or design, (2) data acquisition or analysis, (3) drafting or revising, and (4) final approval. All four must be met.

Example #

A statistician who performs analysis and writes the results section qualifies as an author.

Practical application #

Determining author order and acknowledging contributions in the manuscript.

Challenges #

Resolving disputes, preventing honorary or ghost authorship, and documenting contributions.

Bias – Systematic error that skews study results or interpretation away f… #

Bias – Systematic error that skews study results or interpretation away from the truth.

Explanation #

Bias can arise at any stage, from study design to manuscript preparation. Recognizing and mitigating bias is crucial for scientific integrity.

Example #

Publication bias occurs when studies with positive outcomes are more likely to be published.

Practical application #

Disclosure statements and transparent methodology sections help readers assess bias.

Challenges #

Identifying subtle biases, such as language bias, and describing them concisely in the discussion.

Case Report – A detailed narrative describing the clinical presentation,… #

Case Report – A detailed narrative describing the clinical presentation, diagnosis, treatment, and follow‑up of an individual patient.

Explanation #

Case reports highlight rare diseases, novel therapies, or unexpected drug reactions. They do not provide statistical inference but can generate hypotheses.

Example #

Reporting a patient who developed Stevens‑Johnson syndrome after a new antiviral.

Practical application #

Often submitted to specialty journals; may be used for educational purposes.

Challenges #

Maintaining patient confidentiality, obtaining consent, and avoiding overgeneralization.

Clinical Trial Registry – A publicly accessible database where investigat… #

Clinical Trial Registry – A publicly accessible database where investigators register study protocols before enrolling participants.

Explanation #

Registration promotes transparency, reduces duplication, and facilitates systematic reviews. Registries require key protocol elements such as objectives, design, eligibility criteria, and primary outcomes.

Example #

A Phase III oncology trial registered on ClinicalTrials.gov with identifier NCT01234567.

Practical application #

Journals often require a registry number during manuscript submission.

Challenges #

Keeping registry updates synchronized with manuscript revisions and ensuring accurate outcome reporting.

CONSORT Statement – Consolidated Standards of Reporting Trials; a set of… #

CONSORT Statement – Consolidated Standards of Reporting Trials; a set of evidence‑based recommendations for reporting randomized controlled trials (RCTs).

Explanation #

CONSORT includes a 25‑item checklist and a flow diagram illustrating participant progress through the trial. It enhances reproducibility and critical appraisal.

Example #

The flow diagram shows numbers screened, randomized, lost to follow‑up, and analyzed.

Practical application #

Authors use the checklist to verify completeness before submission.

Challenges #

Adapting CONSORT for cluster or pragmatic trials and ensuring journal editors enforce compliance.

Explanation #

In medical writing, authors must secure permission for copyrighted figures, tables, or text excerpts. Proper attribution avoids infringement.

Example #

Using a copyrighted image under a Creative Commons license with appropriate credit.

Practical application #

Includes obtaining written consent from copyright holders and documenting it in the manuscript.

Challenges #

Navigating differing publisher policies and managing open‑access mandates.

Data Availability Statement – A brief declaration indicating where the un… #

Data Availability Statement – A brief declaration indicating where the underlying data supporting the manuscript can be accessed.

Explanation #

Transparency initiatives encourage authors to deposit datasets in recognized repositories (e.g., Dryad, Figshare). The statement includes accession numbers or DOIs.

Example #

“All de‑identified participant data are available at https://doi.org/10.1234/abcd.”

Practical application #

Required by many journals to facilitate reproducibility.

Challenges #

Protecting patient privacy, complying with institutional policies, and managing large datasets.

DOI (Digital Object Identifier) – A permanent alphanumeric string assigne… #

DOI (Digital Object Identifier) – A permanent alphanumeric string assigned to a digital object, such as a journal article, to provide a persistent link.

Explanation #

DOIs resolve to the current location of the content, ensuring stable citation. They are typically displayed as https://doi.org/xxxxx.

Example #

The article’s DOI is https://doi.org/10.1001/jama.2023.12345.

Practical application #

Used in reference lists and citation managers.

Challenges #

Updating references when articles are retracted or corrected.

Double‑Blind Review – A peer‑review process in which both the authors’ an… #

Double‑Blind Review – A peer‑review process in which both the authors’ and reviewers’ identities are concealed.

Explanation #

This method aims to reduce bias linked to author reputation, affiliation, or gender. It is common in high‑impact journals.

Example #

Reviewers receive a manuscript labeled only with an anonymous code.

Practical application #

Authors may be asked to remove identifying information from the manuscript.

Challenges #

Ensuring truly anonymous submissions, especially when preprints are publicly available.

Editorial Board – A group of experts responsible for overseeing a journal… #

Editorial Board – A group of experts responsible for overseeing a journal’s scientific quality, policy, and direction.

Explanation #

Board members evaluate manuscripts, set editorial standards, and may solicit special issues. Their expertise spans the journal’s scope.

Example #

A cardiology journal’s editorial board includes clinicians, statisticians, and ethicists.

Practical application #

Authors may suggest potential reviewers from the board during submission.

Challenges #

Maintaining diversity, managing conflicts of interest, and ensuring timely decisions.

Ethical Approval – Formal permission from an institutional review board (… #

Ethical Approval – Formal permission from an institutional review board (IRB) or ethics committee to conduct research involving human participants.

Explanation #

Approval confirms that the study meets ethical standards for participant safety, confidentiality, and informed consent. Documentation must be cited in the manuscript.

Example #

“The study protocol was approved by the XYZ Institutional Review Board ( approval number 2022‑001).”

Practical application #

Required for clinical trials, observational studies, and case reports involving identifiable patients.

Challenges #

Navigating multi‑site approvals and reporting amendments.

FAIR Principles – Guidelines for data management that ensure data are Fin… #

FAIR Principles – Guidelines for data management that ensure data are Findable, Accessible, Interoperable, and Reusable.

Explanation #

Applying FAIR improves the utility of research data for secondary analysis and meta‑research. It involves using standardized vocabularies and persistent identifiers.

Example #

Depositing a dataset with rich metadata in a repository that assigns a DOI.

Practical application #

Funders increasingly mandate compliance with FAIR.

Challenges #

Balancing FAIR with privacy regulations and resource constraints.

Figure Legend – A concise description placed below a figure, explaining i… #

Figure Legend – A concise description placed below a figure, explaining its content, symbols, and any abbreviations used.

Explanation #

The legend should be self‑explanatory, allowing the figure to be understood without referring back to the main text. It includes sample sizes, statistical tests, and significance levels.

Example #

“Figure 1. Kaplan‑Meier survival curves for treatment A (solid line) and treatment B (dashed line). *p* < 0.05.”

Practical application #

Editors often check legends for completeness and consistency with journal style.

Challenges #

Avoiding redundancy while providing sufficient detail.

Gantt Chart – A visual timeline used in project management to illustrate… #

Gantt Chart – A visual timeline used in project management to illustrate task schedules and dependencies.

Explanation #

In medical writing projects, Gantt charts help coordinate literature review, drafting, editing, and submission phases.

Example #

A chart showing manuscript drafting from week 1–3, peer review preparation week 4, and final submission week 5.

Practical application #

Facilitates communication among authors, editors, and sponsors.

Challenges #

Updating the chart when timelines shift and ensuring all stakeholders have access.

Impact Factor – A metric reflecting the average number of citations to ar… #

Impact Factor – A metric reflecting the average number of citations to articles published in a journal over a two‑year period.

Explanation #

Calculated by dividing citations in year X to items published in years X‑1 and X‑2 by the total number of citable items in those years. It is often used (controversially) to gauge journal prestige.

Example #

An impact factor of 12.5 indicates that, on average, each article received 12.5 citations.

Practical application #

Authors may target high‑impact journals for greater visibility.

Challenges #

Over‑reliance on the metric can encourage citation manipulation and overlook niche journals.

Explanation #

Consent documentation must be obtained before enrollment and archived. In manuscripts, a statement confirming consent is mandatory when patient data are presented.

Example #

“Written informed consent was obtained from all participants.”

Practical application #

Ethical requirement for clinical research and case reports involving identifiable information.

Challenges #

Ensuring comprehension in vulnerable populations and handling retrospective consent.

Indexing – The inclusion of a journal’s articles in bibliographic databas… #

g., PubMed, Scopus) that enable discoverability.

Explanation #

Indexing improves article visibility, citation potential, and academic impact. Criteria often involve peer‑review rigor, editorial quality, and ethical standards.

Example #

A journal indexed in MEDLINE appears in PubMed searches.

Practical application #

Authors cite indexed articles to strengthen literature reviews.

Challenges #

Achieving and maintaining indexing status, especially for new or niche journals.

Journal Impact Factor (JIF) – See Impact Factor #

Journal Impact Factor (JIF) – See Impact Factor.

Key Message – The central takeaway that authors want readers to retain af… #

Key Message – The central takeaway that authors want readers to retain after reading the article.

Explanation #

In medical journalism, the key message is often highlighted in press releases, abstracts, and lay summaries to facilitate public understanding.

Example #

“Early initiation of therapy X reduces mortality in sepsis by 20%.”

Practical application #

Helps journalists craft headlines and health‑policy briefs.

Challenges #

Distilling complex findings without oversimplifying or misrepresenting data.

Keyword – Specific terms selected by authors to represent the core topics… #

Keyword – Specific terms selected by authors to represent the core topics of an article, aiding indexing and search retrieval.

Explanation #

Effective keywords reflect terminology used by the target audience and align with database indexing vocabularies.

Example #

For a study on hypertension, keywords might include “blood pressure,” “angiotensin‑converting enzyme inhibitors,” and “randomized controlled trial.”

Practical application #

Authors enter keywords during manuscript submission; editors may suggest modifications.

Challenges #

Avoiding overly broad or redundant terms and ensuring consistency with controlled vocabularies.

Lay Summary – A plain‑language overview of a research article intended fo… #

Lay Summary – A plain‑language overview of a research article intended for non‑specialist readers.

Explanation #

Lay summaries translate technical jargon into accessible language, often limited to 150–250 words, and may be required by funding agencies or journals.

Example #

“A new drug lowered blood pressure in older adults without causing side effects.”

Practical application #

Used in press releases, institutional websites, and community outreach.

Challenges #

Maintaining scientific accuracy while simplifying concepts; avoiding unintended hype.

Manuscript – The complete written document submitted for publication, inc… #

Manuscript – The complete written document submitted for publication, including title page, abstract, main text, tables, figures, references, and supplementary material.

Explanation #

Manuscripts follow journal‑specific formatting guidelines and undergo peer review before acceptance. They may be revised multiple times based on reviewer feedback.

Practical application #

Authors track version history and maintain a clean, track‑changed copy for each revision.

Challenges #

Coordinating contributions from multiple authors and adhering to strict word limits.

Medical Subject Headings (MeSH) – A controlled vocabulary used by the Nat… #

Medical Subject Headings (MeSH) – A controlled vocabulary used by the National Library of Medicine to index articles in PubMed.

Explanation #

MeSH terms are hierarchical, allowing precise retrieval of literature. Authors should select appropriate MeSH terms during submission to improve discoverability.

Example #

“Myocardial Infarction” is the MeSH term for heart attack.

Practical application #

Improves search engine optimization for the article.

Challenges #

Choosing the most specific term without over‑indexing; staying updated with annual MeSH revisions.

Methodology Section – The portion of a manuscript describing study design… #

Methodology Section – The portion of a manuscript describing study design, participants, interventions, outcome measures, and statistical analysis.

Explanation #

Clarity and reproducibility are paramount; sufficient detail enables other researchers to replicate the work.

Example #

“A double‑blind, placebo‑controlled trial was conducted with 200 participants randomized 1:1.”

Practical application #

Reviewers scrutinize this section for methodological rigor.

Challenges #

Balancing detail with journal word limits and avoiding proprietary information that cannot be disclosed.

Open Access (OA) – A publishing model that makes research articles freely… #

Open Access (OA) – A publishing model that makes research articles freely available to read, download, and reuse without subscription barriers.

Explanation #

OA increases visibility and citation rates; funding agencies often require OA compliance. Gold OA involves immediate free access upon publication, usually with an APC; green OA deposits a manuscript in a repository after an embargo period.

Practical application #

Authors select OA options during submission and may need to budget for APCs.

Challenges #

Navigating publisher policies, dealing with predatory journals, and ensuring proper licensing (e.g., CC‑BY).

ORCID iD – A unique, persistent digital identifier for researchers, facil… #

ORCID iD – A unique, persistent digital identifier for researchers, facilitating accurate attribution of scholarly work.

Explanation #

ORCID links publications, grants, and affiliations to a single profile, reducing name ambiguity. Many journals require ORCID during manuscript submission.

Example #

0000‑0002‑1825‑0097.

Practical application #

Enhances discoverability and simplifies citation tracking.

Challenges #

Encouraging adoption among all co‑authors and maintaining up‑to‑date records.

Peer Review – The evaluation of a manuscript by independent experts to as… #

Peer Review – The evaluation of a manuscript by independent experts to assess its scientific merit, validity, and relevance before publication.

Explanation #

Reviewers provide comments on strengths, weaknesses, and suggestions for improvement. The process can be single‑blind, double‑blind, or open.

Practical application #

Authors respond to reviewer comments in a structured “response to reviewers” document.

Challenges #

Reviewer fatigue, bias, and delays; ensuring constructive feedback.

Plagiarism Checker – Software that scans a manuscript for overlapping tex… #

Plagiarism Checker – Software that scans a manuscript for overlapping text with previously published sources.

Explanation #

Detects unintentional duplication and potential misconduct. Journals often require a similarity report before acceptance.

Practical application #

Authors run a pre‑submission check to correct inadvertent overlap.

Challenges #

Differentiating legitimate quotations from excessive copying and handling false positives.

Press Release – A concise, news‑style announcement distributed to media o… #

Press Release – A concise, news‑style announcement distributed to media outlets to highlight a newly published study.

Explanation #

Press releases translate scientific findings into headline‑worthy statements, often including quotes from authors and contextual relevance.

Example #

“New trial shows 30% reduction in stroke risk with medication Y.”

Practical application #

Institutional communication offices draft press releases; authors may review for accuracy.

Challenges #

Avoiding sensationalism, ensuring balanced representation of limitations, and complying with embargo policies.

Protocol Deviation – Any departure from the approved study protocol that… #

Protocol Deviation – Any departure from the approved study protocol that may affect participant safety or data integrity.

Explanation #

Deviations must be documented, assessed for impact, and reported in the manuscript’s methods or results section.

Example #

“Three participants received a lower dose due to adverse events, constituting a protocol deviation.”

Practical application #

Regulatory bodies may require deviation reports; authors must disclose them transparently.

Challenges #

Determining whether a deviation is minor or major and its effect on statistical analysis.

PubMed Central (PMC) – A free full‑text archive of biomedical and life‑sc… #

PubMed Central (PMC) – A free full‑text archive of biomedical and life‑science journal literature operated by the National Institutes of Health.

Explanation #

Articles deposited in PMC become publicly accessible, supporting OA mandates. Journals may submit XML files for automated archiving.

Practical application #

Authors may be required to deposit their final manuscript in PMC after publication.

Challenges #

Conforming to technical formatting requirements and managing embargo periods.

Qualified Clinical Data – Data that meet regulatory standards for use in… #

Qualified Clinical Data – Data that meet regulatory standards for use in drug approval, labeling, and safety monitoring.

Explanation #

Such data are generated from well‑designed trials, adhere to Good Clinical Practice (GCP), and are subjected to rigorous statistical analysis.

Practical application #

Used in regulatory dossiers, health‑technology assessments, and guideline development.

Challenges #

Ensuring data completeness, handling missing data, and maintaining audit trails.

Randomized Controlled Trial (RCT) – An experimental study design in which… #

Randomized Controlled Trial (RCT) – An experimental study design in which participants are randomly assigned to intervention or control groups to assess efficacy.

Explanation #

Randomization minimizes selection bias, and control groups provide a comparator. Blinding further reduces performance and detection bias.

Practical application #

The gold standard for therapeutic efficacy evidence.

Challenges #

Recruiting sufficient participants, maintaining allocation concealment, and reporting adherence.

Reference Management Software – Digital tools that help authors collect,… #

g., EndNote, Zotero, Mendeley).

Explanation #

These programs store reference metadata, generate reference lists in various styles, and integrate with word processors.

Practical application #

Streamlines manuscript preparation and reduces formatting errors.

Challenges #

Synchronizing libraries across collaborators and handling corrupted database files.

Research Ethics Board (REB) – An independent committee that reviews resea… #

Research Ethics Board (REB) – An independent committee that reviews research proposals to ensure ethical standards are met.

Explanation #

REBs assess risk‑benefit ratios, consent processes, and participant protections. Their approval is a prerequisite for human‑subjects research.

Practical application #

Researchers submit protocols, consent forms, and recruitment materials for review.

Challenges #

Coordinating multi‑site REB approvals and addressing divergent local requirements.

Retraction – The formal withdrawal of a published article due to errors,… #

Retraction – The formal withdrawal of a published article due to errors, misconduct, or unreliable findings.

Explanation #

Retractions are indexed and linked to the original article to maintain the integrity of the scholarly record.

Practical application #

Authors may issue a retraction notice with an explanation; journals update the article status.

Challenges #

Managing reputational impact, ensuring databases reflect the retraction, and preventing citation of invalidated work.

Scientific Writing Style – A clear, concise, and objective approach to pr… #

Scientific Writing Style – A clear, concise, and objective approach to presenting research, adhering to conventions such as active voice, past tense for methods, and present tense for established facts.

Explanation #

Consistency in terminology, abbreviation usage, and unit presentation enhances readability.

Practical application #

Style guides (e.g., AMA Manual of Style) provide detailed rules for punctuation, abbreviations, and numbers.

Challenges #

Balancing technical precision with accessibility for interdisciplinary audiences.

Statistical Significance – The probability that an observed effect is not… #

05.

Explanation #

Statistical significance does not imply clinical importance; authors should also report effect sizes and confidence intervals.

Practical application #

Results sections present p‑values alongside descriptive statistics.

Challenges #

Misinterpretation by non‑statistical audiences and overreliance on arbitrary thresholds.

Supplementary Material – Additional files (e #

g., datasets, extended methods, multimedia) that support the main article but are not included in the printed version.

Explanation #

Supplementary files are often hosted on the journal’s website and receive a DOI. They provide depth without exceeding article length limits.

Practical application #

Authors upload files during submission; reviewers assess them for relevance.

Challenges #

Ensuring long‑term accessibility and proper citation of supplementary items.

Systematic Review – A structured, comprehensive synthesis of all relevant… #

Systematic Review – A structured, comprehensive synthesis of all relevant studies on a specific research question, following predefined protocols.

Explanation #

Systematic reviews employ explicit search strategies, inclusion criteria, and quality appraisal tools (e.g., Cochrane risk‑of‑bias).

Practical application #

They inform clinical guidelines and health‑policy decisions.

Challenges #

Managing large volumes of literature, dealing with heterogeneity, and updating reviews as new evidence emerges.

Target Audience – The specific group of readers for whom a manuscript or… #

g., clinicians, researchers, policymakers, patients).

Explanation #

Identifying the target audience shapes language, depth of detail, and emphasis on practical implications.

Practical application #

A lay summary targets the general public, while a technical manuscript targets specialists.

Challenges #

Balancing technical depth with clarity when the audience includes both experts and non‑experts.

Thesaurus – A controlled vocabulary used for indexing and searching, such… #

Thesaurus – A controlled vocabulary used for indexing and searching, such as MeSH or EMTREE.

Explanation #

Thesauri enable consistent tagging of articles, facilitating precise retrieval across databases.

Practical application #

Authors select appropriate terms during manuscript submission to improve discoverability.

Challenges #

Mapping author‑generated keywords to standardized terms and staying current with updates.

Transparent Reporting – The practice of fully disclosing study methods, d… #

Transparent Reporting – The practice of fully disclosing study methods, data, and analysis to enable reproducibility and critical appraisal.

Explanation #

Initiatives such as CONSORT, STROBE, and PRISMA promote transparency. Authors should also disclose funding sources and conflicts of interest.

Practical application #

Detailed methods sections, data availability statements, and registration numbers embody transparency.

Challenges #

Balancing comprehensive reporting with journal word limits and protecting confidential information.

Trial Registration Number (TRN) – A unique identifier assigned to a clini… #

g., NCT01234567).

Explanation #

The TRN is cited in the manuscript’s abstract and methods to link the published results to the pre‑specified protocol.

Practical application #

Facilitates tracking of trial outcomes and detection of selective reporting.

Challenges #

Updating the registry with amendments and ensuring the TRN is correctly formatted.

U #

S. Food and Drug Administration (FDA) Guidance – Official documents that provide recommendations on regulatory expectations for drug development and reporting.

Explanation #

FDA guidance influences how clinical data are presented, including requirements for safety reporting, labeling, and electronic submissions.

Practical application #

Authors align manuscript content with relevant guidance to streamline regulatory review.

Challenges #

Interpreting nuanced language and reconciling differing international guidelines.

Veterinary Medicine Terminology – Specialized vocabulary used when report… #

Veterinary Medicine Terminology – Specialized vocabulary used when reporting studies involving animal subjects, distinct from human medical terminology.

Explanation #

Accurate species identification, dosing units (e.g., mg/kg), and ethical considerations (e.g., IACUC approval) are essential.

Practical application #

Journals dedicated to veterinary research require adherence to species‑specific reporting standards.

Challenges #

Translating findings to human relevance and avoiding anthropomorphic language.

Word Limit – The maximum number of words allowed for a manuscript’s main… #

Word Limit – The maximum number of words allowed for a manuscript’s main text, abstract, or title, as stipulated by the target journal.

Explanation #

Exceeding the limit may result in desk rejection; authors often need to edit for conciseness.

Practical application #

Use of abbreviations, removal of redundant sentences, and focusing on essential data.

Challenges #

Preserving scientific nuance while meeting strict constraints.

XML Submission – The process of providing manuscript content in Extensibl… #

XML Submission – The process of providing manuscript content in Extensible Markup Language format for automated processing by publishers.

Explanation #

XML enables structured representation of text, tables, figures, and metadata, facilitating conversion to HTML, PDF, and indexing formats.

Practical application #

Required for many OA journals and large publishers.

Challenges #

Technical expertise needed to generate compliant XML and handling conversion errors.

Yield – In the context of research, the proportion of participants or dat… #

Yield – In the context of research, the proportion of participants or data points that meet predefined criteria for analysis.

Explanation #

High yield indicates efficient data collection; low yield may signal feasibility issues.

Practical application #

Reporting yield in the results section provides insight into study robustness.

Challenges #

Accounting for missing data and explaining losses to follow‑up.

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