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FLSA Litigation — A Primer for Paralegals Foreclosure
David L. Kern

I. INTRODUCTION

To be an effective paralegal on a Fair Labor Standards Act (“FLSA”) case, a paralegal first must understand how fundamentally different the FLSA is from other labor and employment laws. The FLSA begins with the words: “The Congress hereby finds… the existence… of labor conditions detrimental to the maintenance of the minimum standard of living necessary for health, efficiency, and general well-being of workers….” 29 USC § 202(a). Thus, the basic American belief: “A fair day’s pay for a fair day’s work” is at the very core of the FLSA’s overtime pay provisions. A.H. Phillips, Inc. v. Walling, 324 U.S. 490, 493 (1945)(quoting from a speech by President Franklin D. Roosevelt to Congress, May 24, 1934). This principle is so engrained in the American consciousness that it cuts across philosophical lines. For this reason, even the most management-oriented of jurors may find in favor of employees when the facts demonstrate that workers have been deprived of “a fair day’s pay” under the FLSA. Moreover, because of the FLSA’s historical origins, and the basic principles of economic fairness that it embodies, the Act’s statutory scheme is far different than other employment laws. Therefore, the paralegal must put on a very different thinking cap when working on FLSA cases.

Congress first adopted the FLSA in 1938 and has amended it numerous times since. With one notable exception (the Portal to Portal Act), each of the amendments resulted in an expansion of FLSA’s scope. FLSA litigation combines the application of a statute, 29 USC §§ 201 et seq., and a comprehensive set of implementing regulations. 29 CFR §§ 510 et seq. FLSA claims can be enforced either by the Department of Labor (DOL) (29 USC § 216(c)) or by individual employees acting through private attorneys. 29 USC § 216(b). To add to the complexity, a dizzying array of judicial interpretations exists of FLSA’s provisions and regulations. In some respects, these interpretations differ from Circuit to Circuit and even within the same Circuit. Indeed, one of FLSA’s unique aspects is that a very similar set of facts may produce a very different result in two different courts for reasons that are not always readily apparent. Nevertheless, it remains true that there are certain core principles embodied within FLSA that enable it to serve by design as a powerful tool against economic injustice in the workplace.

II. UNIQUE FEATURES OF FLSA MATTERS

Many FLSA cases settle and relatively few proceed to trial. There are many reasons for this. One is that the damages in an FLSA case are often far more quantifiable than in other types of employment matters. Another is the significant and unusual risks that FLSA cases pose for employers. The following are some of the factors in FLSA cases that often militate in favor of a negotiated resolution.

A. Allocation of Burdens of Proof.
One fundamental difference between FLSA and other employment laws is the manner in which the burden of proof is allocated. Employment law practitioners are accustomed and conditioned to the idea that employees bear the burden of proof to show that discrimination, or retaliation, has occurred. However, in FLSA overtime pay litigation, it is often the employer, rather than the employee, who bears the burden of proof. For example, wage and hour cases often turn on the issue of whether an employer is entitled to claim an exemption from overtime pay requirements. The burden of proof to establish entitlement to FLSA exemptions falls squarely on the shoulders of the employer, not the employee. See, e.g., Walling v. General Industries, Co., 330 U.S. 545 (1947); Blackmon v. Brookshire Grocery Co., 835 F.2d 1135, 1137 (5th Cir.1988); Singer v. City of Waco, 324 F.3d 813, 820 (5th Cir. 2003), cert. denied, 540 U.S. 1177 (2004); followed in Billings v. Rolling Frito-Lay Sales, LP, 413 F. Supp. 2d 817, 820 (S.D. Tex. 2006). See also Bondy v. City of Dallas, 77 Fed. Appx. 731, 732 (5th Cir. Oct. 9, 2003). This is a significant issue during the pre-trial and trial of FLSA matters and imposes evidentiary burdens and obligations on employers that they are not generally accustomed to bearing.

B. Affirmative Obligations Imposed by FLSA.
The FLSA also imposes affirmative obligations on employers to pay overtime to all eligible employees. Absent an exemption, the FLSA requires employers to pay employees “not less than one and one-half times [the employee’s] regular rate” of pay for every hour worked in excess of forty hours in a workweek. 29 U.S.C. §207(a)(1). Thibodeaux v. Exceutive Jet Int'l, Inc., 328 F.3d 742, 749 (5th Cir. 2003). Moreover, an employer with actual or constructive knowledge that a non-exempt employee is working overtime must pay that employee overtime whether a claim for it is made or not. See Newton v. City of Henderson, 47 F.3d 746, 748 (5th Cir. 1995)(“An employer who is armed with [knowledge an employee is working overtime] cannot stand idly by and allow an employee to perform overtime work without proper compensation, even if the employee does not make a claim for the overtime compensation.”); quoted in Harvill v. Westward Communs., L.L.C., 433 F.3d 428, 441 (5th Cir. 2005). The employer’s affirmative obligation to pay correctly under FLSA raises important issues concerning the management of discovery and trials in FLSA matters.

C. Narrow Construction of FLSA Exemptions.
Similarly, FLSA exemptions are narrowly construed against employers and only apply to those employees who fit “plainly and unmistakably within their terms and spirit.” Arnold v. Ben Kanowsky, Inc., 361 U.S. 388, 392 (1960). See also Auer v. Robbins, 519 U.S. 452, 462-63 (1997). Therefore, when a claimed exemption is at issue and the employer is unable to meet the burden of proving entitlement to that exemption, the employer loses the liability portion of the case. For this reason, as radical as it may seem, it is not uncommon for summary judgment to be granted against the employer as to liability when the employer fails to meet its burden of showing entitlement to a claimed exemption. See, e.g., Albanese v. Bergen County Sheriff ’s Dept., 991 F. Supp. 410, 426-27 (D.N.J. 1997). Moreover, even if an employer survives summary judgment on the issue of an exemption, the employer still has the burden of proof at trial on that exemption. As noted, this can be a very difficult burden to meet.

D. Recordkeeping Requirements.
FLSA’s recordkeeping requirements provide another good example of how different this area of the law is from other employment laws and how these differences impact upon discovery and trials in FLSA matters. Employers are required by FLSA to maintain certain records of hours worked and wages paid. 29 CFR § 516. If an employer fails to maintain these required records, the employees are then entitled to use their best good faith estimates of hours worked to compute damages. The burden of proof then falls upon the employer to rebut these estimates. See, e.g., Anderson v. Mount Clemens Pottery Co., 328 U.S. 680, 687 (1946). If the employer is unable to rebut the estimates (which can be a very difficult task in the absence of the required records), the employees’ good faith estimates are used to calculate the damages. See discussion infra.

Thus, in this area of the law (unlike other areas of employment law) employees may gain a distinct advantage in pre-trial litigation and at trial when an employer fails to maintain proper records of hours worked. See, e.g., McLaughlin v. Ho Fat Seto, 850 F.2d 586, 589 (9th Cir. 1988). For example, in an off-the-clock violation case the employees can put on testimony of their hours worked while off the clock, even if those hours are only approximate. Anderson v. Mount Clemens Pottery Co., 328 U.S. 680, 687 (1946). It then falls to the employer to attempt to show that the employees’ estimates are overstated, or not in good faith. Clearly, this can be a very daunting task. Courts continue to hold that an employer cannot complain about the speculative nature of employees’ damages estimates when the imprecision arises precisely because of the employer’s failure to maintain the required records. See, e.g., Reich v. Stewart, 121 F.3d 400 (8th Cir. 1997).

In addition, failure to comply with the recordkeeping requirements of FLSA is a violation of the Act in and of itself which can subject the employer to various penalties. See Castillo v. Givens, 704 F.2d 181, 194 (5th Cir. 1982), cert. denied, 464 U.S. 850 (1983); Marshall v. Partida, 613 F.2d 1360, 1362 (5th Cir. 1980); Hopkins v. Texas Mast Climbers, LLC, 152 Lab. Cas. (CCH) ¶35,100 (S.D. Tex. Dec. 14, 2005). For this reason, testimony by plaintiffs that they are entitled to overtime pay for working while off-the-clock puts the employer in a double-bind situation at trial. First, the employer has difficulty defending the damages allegations without records of the hours worked. Second, the absence of the records is itself problematic from a liability perspective.

E. Representative Testimony.
In addition to the foregoing unique aspects of FLSA litigation, the class action aspects of FLSA collective actions also have a direct and sometimes dramatic effect on discovery and trial in FLSA cases. The FLSA provides specifically for claims to be brought collectively by groups of employees. See 29 USC § 216(b). These FLSA “collective actions” are an opt-in form of representative class action in which each plaintiff must affirmatively file a “Consent Form” with the court to join the class. (By comparison, in a Rule 23 “opt-out” class action, the plaintiffs are automatically included if they fit the definition of the class and do not opt out.) In FLSA collective actions, because all of the class members are known, a lenient “similarly situated” standard is applied to determine whether the class will be certified. See Lusardi v. Xerox Corp., 118 F.R.D. 351 (D.N.J. 1987); Mooney v. Aramco Services Co., 54 F.3d 1207 (5th Cir. 1995). Whereas, in Rule 23 class actions where large numbers of unknown plaintiffs are included a more difficult four prong standard (numerosity, commonality, typicality, and adequacy) is used to assess the propriety of class certification. But see Shushan v. Univ. of Colorado, 132 F.R.D. 263 (D. Colo. 1990)(applying Rule 23 standards to FLSA collective action).

FLSA collective actions often involve hundreds and even thousands of employees, who in the aggregate are seeking very substantial dollars in unpaid overtime compensation. Because courts cannot spend months and months hearing testimony from all of the plaintiffs in a collective action, the cases are typically tried by hearing the testimony of class representatives. See, e.g., Brennan v. General Motors Acceptance Corp., 482 F.2d 825, 829 (5th Cir. 1973). This practice has been widely accepted as an efficient and effective means by which representative plaintiffs can create the necessary inferences that violations of the FLSA have taken place against a class of employees. Courts sometimes allow the plaintiffs to designate their trial representatives. On other occasions, judges allow plaintiffs to pick some of the trial representatives and defendant to pick some. Regardless of the method employed, the object is to hear testimony from a group that is representative of the class so that the results of the trial can be applied across the class as a matter of just and reasonable inference. See, e.g., Secretary of Labor v. DeSisto, 929 F.2d 789, 792 (1st Cir. 1991)

A good example of how this works in an “off the clock” claim is Bull v. U.S., 68 Fed. Cl. 212 (Fed. Cl. Sept. 27, 2005); Clarified by: Bull v. U.S., 68 Fed. Cl. 276 (Fed. Cl. Oct. 14, 2005). Bull concerned “off the clock” claims of a nationwide group of federal employees at the Department of Homeland Security. Bull was tried with representative testimony from six plaintiffs – three chosen by plaintiffs and three selected by defendant. The trial produced a judgment in favor of the six representatives on some, but not all, of the issues. Id. The plaintiffs were awarded back pay and liquidated damages under FLSA for two years on some theories and (based on a finding that certain violations were “willful”) for a full three year period on other theories. Id. The judgment was appealed to the Federal Circuit which heard oral argument in December 2006 and issued a decision on March 15, 2007, affirming the trial court in full. Bull v. U.S., 479 F.3d 1325 (C.A. Fed. 2007). That ruling paves the way for the results of the trial to be projected across the class.

Thus, the trial of FLSA collective actions with representative testimony, like the trial of other forms of class actions, can create mass liability and class-wide damages recoveries on the strength of the testimony of a fairly small number of class representatives.

III. BURDENS OF PROOF

A. Plaintiffs’ Liability Burdens
As a general rule, plaintiffs have the burden at trial of proving that there has been a violation of the FLSA. “The party asserting a wage claim bears the burden of proving by a preponderance of the evidence all elements necessary to establish a violation of the FLSA.” McMillian v. Foodbrands Supply Chain Servs., Inc., 272 F. Supp. 2d 1211, 1217 (D. Kan. 2003)(denying defendant’s motion for summary judgment because plaintiff created fact issue as to elements of prima facie case). Plaintiffs suing more than one defendant also have the burden of proving joint employment. Martinez-Mendoza v. Champion Int’l Corp., 340 F.3d 1200, 1209 (11th Cir. 2003). In an “off-the-clock” case, Plaintiffs also have the burden at trial of proving their employer actually, or constructively, knew that the plaintiffs were working unrecorded overtime hours. Bailey v. County of Georgetown, 94 F.3d 152, 157 (4th Cir. 1996). As a practical matter, however, this is often not difficult for plaintiffs to do because there is often corroborating testimony, or physical evidence, or both, of the work that is performed while “off-the- clock.” For example, in the Bull case cited above, the federal employees, canine enforcement officers, were required to take home dirty training towels and launder them on their own time without pay while “off-the-clock.” Given the absence of washers and dryers at the workplace, the employer was unable to explain how clean training towels were available at the workplace if the officers were not performing this work while “off-the-clock.” In addition, at trial there was corroborating testimony from supervisors who themselves laundered training towels “off-the-clock” and without pay when they were canine enforcement officers.

“Off-the-clock” work practices are often so engrained in the workplace and in the culture of the employer that there is ample corroborating testimony from a wide variety of co-workers and supervisors that the illegal pay practices are in effect. Examples of supporting evidence also can be found in the paperwork that employees work on at home and then bring to work. In addition, evidence of unpaid hours worked often is available from other sources such as daily logs, vehicle logs, expense accounts, project reports and the like. See, e.g., AFSCME v. State of Louisiana Dep’t of Health & Hospitals, 2001 WL 29999 (E.D.La. 2001)(holding that in the absence of employer time records an employee’s work records were sufficient to support his claims for unpaid overtime). See also Chao v. Vidtape, Inc., 196 F.Supp. 2d 281 (E.D.N.Y. 2002)(holding that the testimony of 21 employees concerning their unpaid hours worked was sufficient to create a “just and reasonable inference” to support the overtime claims of 66 employees in the plaintiff class. Plaintiffs also have the burden of proof on triggering the three year statute of limitations by showing that an employer’s violations of the FLSA were willful, i.e., that the employer either knew or showed reckless disregard for whether its conduct was in violation of the FLSA. McLaughlin v. Richland Shoe Co., 486 U.S. 128, 133 (1988). See, e.g., Karr v. City of Beaumont, 950 F.Supp. 1317, 1325 (E.D. Tex. 1997). See also Singer v. City of Waco, 324 F.3d 813, 822 (5th Cir. 2003) (holding that plaintiffs’ evidence was sufficient to support a finding of willfulness); Bull v. U.S., 68 Fed. Cl. 212 (Fed. Cl. Sept. 27, 2005) (same).

B. Defendant’s Burdens
As noted above, employers have the burden of proof at trial on exemptions. Moreover, exemptions are affirmative defenses which must be properly pled or they are waived. See, e.g., Magana v. Commonwealth of the Northern Mariana Islands, 107 F.3d 1436 (9th Cir. 1997)(holding that an exemption from overtime requirements was unavailable to defendant because it was not properly pled as an affirmative defense). See also Corning Glass Works v. Brennan, 417 U.S. 188, 196- 97 (1974) (stating the general rule that exemptions under the FLSA are affirmative defenses for which the employer has the burden of proof ). See also Marshall v. Mammas Fried Chicken, 590 F.2d 598, 599 (5th Cir. 1979) (restaurant claiming executive exemption for chef had burden of proof ); Donovan v. Hamm’s Drive-Inn, 661 F.2d 316, 317-18 (5th Cir. 1981) (exemption waived by failure of employer to plead it).

Employers also have the burden of proof on deductions and credits. See, e.g., Brennan v. Veterans Cleaning Serv., 482 F.2d 1362, 1370 (5th Cir. 1973). Some of these have also been held to be affirmative defenses which must be pled or they are waived. For example, an employer’s claim it is entitled to exclude bonuses from the regular rate of pay is an affirmative defense which must be pled or it is waived. See, e.g., McLaughlin v. McGee Bros. Co., 681 F. Supp. 1117, 1133 (W.D.N.Y. 1988). Similarly, claims of entitlement to the sleep time and meal time exceptions provided in the DOL regulations for public fire and law enforcement employees are affirmative defenses. See, e.g., Johnson v. City of Columbia, 949 F.2d 127, 129-30 (4th Cir. 1991); Rotondo v. City of Georgetown, 869 F. Supp. 369, 373 (D.S.C. 1994).

IV. DAMAGES EVIDENCE

The damages evidence during discovery and at trial will vary greatly depending on whether the overtime claims arise from a misclassification, or are for “off-the-clock” violations. In either case, this is a time and document-intensive area in FLSA matters and an area where a skilled paralegal can make a tremendous contribution to the success of the case.

A. Damages in a Misclassification Matter
In a misclassification case, the defendant’s own time and pay records may be all that is required for the plaintiffs to put on evidence of damages. For example, an employer could classify a group of assistant managers as exempt, pay them a salary and not pay overtime to those employees for hours worked over 40 in a week. In keeping with the exempt classification, an employer who genuinely believes the employees are exempt from overtime pay requirements may require the employees to work more than 40 hours in a week, but not pay them any additional pay for the hours worked over 40. However, if the DOL or a court later finds that the employees were misclassified, then the employer becomes obligated to pay overtime for those hours worked in excess of 40 in a work week. In that event, presuming the employer has maintained records of hours worked, the employer’s own time records may be introduced in evidence to show the hours for which overtime pay is due. It then becomes a simple matter to calculate the overtime pay rate and determine the overtime pay that is due.

B. Damages in an “Off-The-Clock” Matter
In contrast to the foregoing, damages evidence in “off-the-clock” cases (and in misclassification cases where no records of hours worked have been maintained by the employer) must be created by the plaintiffs. As noted above, when an employer fails to maintain records of hours worked, the employees are entitled to use their best good faith estimates of hours worked to compute damages. See, e.g., Anderson v. Mount Clemens Pottery Co., 328 U.S. 680, 687 (1946). One effective way for plaintiffs to do this is to prepare spreadsheets which itemize and summarize the damages which the plaintiffs are claiming. Expert testimony can support this methodology and the spreadsheets themselves can be supported by the testimony of the plaintiffs concerning the amount of time they generally or approximately spent each week in the unpaid “off-the- clock” activities. The total of all such time per week can then be multiplied by the overtime pay rate for that week to produce a weekly subtotal of the amount due for that week. The weekly subtotals can them be summed to produce the total amount of claimed damages for that employee.

A sample spreadsheet itemizing “off-the- clock” damages is attached to this paper as Attachment “A”. It is a recreation of an actual damages spreadsheet of a representative trial plaintiff which was admitted into evidence at the trial of an “off-the- clock” FLSA matter and illustrates how the damages may be calculated and submitted into evidence in this type of FLSA case.

V. EXPERT TESTIMONY

Two types of experts are generally useful in the trial of FLSA collective action matters: 1) Wage and Hour Experts; and 2) Economists (particularly statisticians).

A. Wage and Hour Experts
The typical wage and hour expert is an individual who has retired from many years as a wage and hour investigator with the DOL. One such expert who is well known to the author retired from a 30 year career as a wage and hour investigator with the DOL and started a consulting practice. This expert works on both the defense and the plaintiff side in fairly equal measure. There is virtually no type of wage and hour matter he did not investigate while with the DOL.

In a recent FLSA trial, this expert was certified by the court as an expert in DOL wage and hour practices and the court accepted his testimony on many liability and damages matters framed in the context of: “This is how the DOL investigated such matters during my 30 years as a wage and hour investigator”, or “This would be considered a violation of the FLSA by the DOL for the following reasons”, or “At the DOL, this is how we calculated damages on violations of this type.” Etc.

Such testimony obviously cannot supplant the court’s own powers to make the ultimate determinations concerning matters of law in an FLSA trial. However, such testimony can provide a court with useful and beneficial guidance on many matters in an FLSA action and courts generally will accept such expert testimony if it is properly framed and presented.

B. Statisticians
In the trial of a large FLSA representative class action it is also useful to have expert testimony from a statistician that the information obtained from the “sample” of plaintiffs who testify is statistically representative of the larger group of plaintiffs. This is useful because the object of an FLSA trial, at least from the plaintiffs’ perspective, is to win the case and create evidence of damages for ALL the plaintiffs, not just for the plaintiffs testifying as trial representatives.

VI. ATTORNEYS’ FEES

A large potential downside for employers taking FLSA actions to trial is that the statute expressly provides for recovery of “reasonable” attorneys’ fees, “in addition to any judgment awarded” to the plaintiffs. 29 U.S.C. § 216(b). In Singer v. City of Waco, 324 F.3d 813, 823 (5th Cir. 2003), cert. denied, 540 U.S. 1177 (2004), the Fifth Circuit approved the trial court’s calculation of FLSA attorney’s fees using a lodestar method and the factors identified in Johnson v. Georgia Highway Express, 488 F.2d 714, 717-19 (5th Cir. 1974). See also Camargo v. Trammell Crow Interest Co., 318 F. Supp. 2d 448 (E.D. Tex. 2004), Lewis v. Hurst Orthodontics, PA, 292 F. Supp. 2d 908 (W.D. Tex. 2003), and Hopkins v. Texas Mast Climbers, LLC, 152 Lab. Cas. (CCH) ¶35,100 (S.D. Tex. Dec. 14, 2005).

Approval of attorneys’ fees is an inherent part of a court’s fairness review when FLSA collective actions are settled and is a necessary part of a court’s award in the event a case is tried and results in a favorable outcome for plaintiffs. See, e.g., Uphoff v. Elegant Bath, Ltd., 176 F.3d 399 (7th Cir. 1999) (upholding a district court’s decision to reduce the plaintiffs’ attorney’s fee award). For this reason, both counsel and paralegals should assure that they keep detailed, accurate and contemporaneous records of all time spent working on FLSA collective actions.

Attorneys’ fees also may be awarded as a proportion of the class recovery. In that event, 25% of the total amount of a class recovery has been found to be a reasonable amount for class counsels’ attorneys’ fees. See, e.g., Toreros v. Tucson Elec. Power Co., 8 F.3d 1370, 1376 (9th Cir. 1993) (finding 25% of the recovery to be a presumptively reasonable “benchmark” for the attorneys’ fee award). Fees awarded on a percentage basis are subject to adjustment either upward or downward when a court reviews the work performed and the fees sought. See, e.g., Wing v.Asarco, Inc., 114 F.3d 986 (9th Cir. 1997). Due to the important public policy concerns addressed by the FLSA, courts have sometimes found that attorneys are entitled to fee awards greatly in excess of the damages recovered. See, e.g., Perrin v. John B. Webb & Associates, Inc., 2005 WL 2465022 (M.D. Fla. Oct. 6, 2005) (awarding $7,446.00 in fees in a case where the plaintiff recovered only $270 and recognizing that “in order for plaintiffs with minimal claims to obtain counsel, those counsel must be able to recover a reasonable fee for their time.”). In addition, courts have recognized that even when only a small part of the damages are recovered in an FLSA matter, attorneys may still be entitled to a full fee award. See, e.g., Singer v. City of Waco, 324 F.3d 813, 829-30 (5th Cir. 2003) (awarding full fees where fire fighters sought $5 million in FLSA matter, but only recovered $180,000).

David L. Kern graduated from the University o f Texas at El Paso with honors in 1979 and subsequently received his J.D. d e g ree from the University of Texas, Schoo l of Law (“U.T.”) in Austin, Texas in 1983. While at U.T., he served as a Note Editor on t he Texas Law Review. Mr. Kern is licensed to practice law in Texas and D.C. and has been Board Certified in Labor and Employment Law by the Texas Board of Legal Specialization since 1993. Mr. Kern’s fellow lawyers have recognized him as one of The Best Lawyer’s In America (2005, 2006 and 2007 Editions) and as a Texas Super Lawyer (2006, 2007). He is admitted in numerous courts including: the United States District Courts for the Western and Northern Districts of Texas, the U.S. Court of Federal Claims, and the United States Courts of Appeals for the Fourth, Fifth, D.C., and Federal Circuits.

Mr. Kern’s law practice is concentrated in labor and employment law matters including wage/hour, Title VII, ADEA, ADA, sexual harassment, workplace safety, retaliation, and whistleblower cases. He has worked actively with numerous unions including AFSCME, El Paso Municipal Police Officer’s Association, Corpus Christi Police Officer’s Association, Texas State Teacher’s Association and the Federation of Teachers. Mr. Kern is a frequent author and speaker on labor and employment law topic s and has spok en at numerous local, regional, and national seminars and internationally at seminars in both Canada and Mexico.

Mr. Kern’s civic service includes: President of the Board, STARS (El Paso’s Rape Crisis Center) (1998–2000); President of the Board, El Paso Tennis Club (2001); Co-Chair, Border Interfaith (a community alliance of churches, synagogues and other community organizations working to foster positive social, political and economic change in El Paso) (2003–2006); President Elect (2007 – ), Vice President

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